Make Them Clients for Life / Clients for Life & Prospect Square / Essentials

Hello and welcome to Make Them Clients for Life before we get started, just a reminder to make sure you're reviewing the requirements in your area with your broker, including those related to non essential business and telemarketing to consumers. The tools and programs mentioned in this demonstration are optional and discuss best practices for your consideration. You. Today's demonstration will cover our highly impactful Clients for Life campaign via Prospect Square. The Clients for Life program can be found in the Prospect Square tile on mycbdesk.com Just a quick reminder, Prospect Square is a tool to nurture your sphere of influence through multiple types of campaigns. Clients for Life is a highly impactful spear marketing program that puts the affiliated agent in touch with their contacts every month automatically. The monthly touchpoints are designed to offer affiliated agents consistent sphere marketing regardless of how busy they are. Clients for Life encourages affiliated agents to be proactive instead of reactive with their sphere, focusing on memorable lifestyle content. Campaign elements include giveaways, charity drives, client appreciation events, and engaging activity guides. Please note that campaigns will differ from state to state depending on the rules and regulations of a particular area. In today's live demonstration, we will be covering the following topics your Prospect Square profile, managing contacts, creating groups, an overview of the Clients for Life campaign, and analyzing your campaign analytics. With that said, let's get started. The first step is to log into desk@mycbdesk.com Once you've logged into Desk, search for the Prospect Square tile. You can do so by scrolling through Desk or searching Prospect Square in the search box at the top of your screen. If you're an agent that's in multiple Metros, you'll be asked to select the Metro that you would like to work within. For the multiple Metro agents, select the region and then hit the blue OK button. Now that you've opened Prospect Square, the first thing you'll want to do is make sure your profile is updated. You can find my profile in the drop down menu located in the upper right hand corner. Your contact information and headshot photo should automatically be pulled from the Desk Profile Manager. If you want to make any changes though, you can, let's reveal what you can change. You can add or update your preferred full name using the Preferred Full Name field. Notice that your first name and last name are already populated and they're not able to be edited as they're automatically pulling from the Desk profile. If you'd like to include a Professional title, you can do so in the Professional Title field below. If you're on a team and need to insert a second license number, you can place that within the Professional Title window here. Scrolling down the list, you'll also notice that the email field cannot be edited. However, you have the ability to enter in a preferred email in the field below. This will be the email that any responses from your campaigns will go to. Moving on down the list, you have the ability to enter in your preferred Agent website. Some suggestions for this would include your CBHomes.com profile, your moxie Website search button if you have one, or your own personal website if it's connected to an IDX. In the phone number fields, you can begin typing in your phone number and you can include up to three different phone numbers. Please note that your license number should already be included and you do not need to edit in this area. If you need to make an update to your headshot photo, click on Upload photo and find the file from within your computer to update into your Prospect Square profile. Moving on to the social media area, you have the ability to add in your social media URLs. This includes Facebook X, Twitter, LinkedIn, TikTok, Snapchat, YouTube, and Pinterest. You also have the ability to sync your Twitter and LinkedIn accounts. To do this, click on the blue Connect button and follow the prompts for each. This will allow your Clients for Life campaign to automatically share on those platforms. Moving down into the General section, you'll notice there's an area where you have the ability to sync contacts. You can sync your contacts from one of the following Google, a Personal, Outlook, or Your company provided Office365 email when you select the account of your choice, be sure to fill in the email address associated with that account. If you hold any designations or certifications, you can select them by placing a check mark in any of the options listed here. Finally, you'll have the option to opt in for all Clients for Life campaigns. When toggled on, it will opt you the agent into each campaign. When toggled off, it will opt you out of any future campaigns so that they don't go out to you or your contacts. Once you're done, click Save or Save and Close or Cancel. Now that we have our profile the way we want it to be set up, let's return to the home screen and get to the backbone of the client of Clients for Life. Your contacts. We can access that portion of prospectsquare by clicking on the Getting Started button on the top left of your screen where it says Stay connected with your clients. You can also access it by clicking on Contacts on the main portion of the Home screen or from the contacts in the white bar on the left side of your screen. Contacts are the centerpiece of Prospect Square's Clients for Life campaigns. This is where you will upload your clients and connections who you want to stay top of mind with when it comes to uploading your sphere to the platform, there are a couple different ways in which you can add contacts. Let's start with showing you how to manually add contacts from within the Contacts screen. Find the new blue button at the top center. You'll need to enter all the pertinent information to add the contact to your system. Please note it's required that you include a first name, last name, and email address for them to successfully add to your contacts. If you're adding a contact to a group, be sure to do so in the Campaign Groups section. From here you can click Save, Save, and Close or Cancel. Now, if you have a larger group of contacts, there is an option to do a batch import as opposed to doing them one by one, and you can accomplish this by doing the following again from within the Contacts screen, you'll want to find the Import Export button. From this menu, make sure you have Import contacts selected and click Next. You'll need to select the type of file you want to Outlook Export file, Gmail Export file, Excel file, or a CSV CSV file from any other source is the format that most other CRMs will export your contact files as one last item to point out before you select Next is the box that you'll need to check off. There's a disclaimer here which states that the contacts that you're importing have agreed to receive email communications from you, essentially not importing contacts that we might have purchased from title, harvested, and etc. The one item we want to avoid here is a violation of the Can Spam Act. Once you've checked marked the disclaimer click Next. From this screen, you'll need to upload your file. You can find the file on your device by clicking the Browse button. Locate the file with the contacts that you want to import, and click Open. From this screen, you'll need to match the fields in your file with the fields in the system. Some fields may already be matched, and on that note, make sure to double check the fields that Prospect Square has automatically matched for you to avoid any incorrect pairing. Click Next. When you're finished. From this screen, you'll get to select how duplicates will be handled. You can update existing contact details for mapped fields only. Any unmapped fields will not be updated, you can replace an entire contacts record or you can ignore any duplicates and do not import. Keep in mind this option is the default setting and recommended if you're not quite sure what to do. Next, you'll have the option to import your contacts into an existing group, create a new group, or to not import them into a group. This is not a recommended option as we want to keep your contacts as organized as we can. If you have contacts that will be going into different groups, it's best to separate them before uploading them into Prospect Square. If you select an existing group, choose the group that you want your contacts to go into. If you select to create a new group, you'll be prompted to type in the name of the new group, and if you select to not import into a group, you'll be prompted onto the next screen. Click Next and then click Finish. Now a pop up menu will appear and from here you'll have three options. You can click ok, you can view Contacts Not Imported, or you can download the Contacts Not Imported. It's recommended that you download the contacts first, as once you select one of the other two options, downloading your contacts will no longer be an option. If you select Download Contacts Not Imported, a CSV file will start downloading where you can look at the contacts that weren't imported. From here you can check for typos or missing fields, but please note that you will need to have a first name, last name, and an email address for a contact to be imported. Once the file is downloaded, you can either select View Contacts not Imported, it is here where you can scroll and see why a contact wasn't imported, or select ok. If you are reviewing the contacts, select the OK button once you're done and head back to the main Contacts screen. Now if you ever need to find a particular contact, maybe it's for editing, maybe it's for deleting, which we will discuss shortly. You can do so by completing the Go to your Contacts screen. Click on the blue Find button, type in your contacts first name, last name, or email. You can also search by group. Once you have everything typed in, click the blue search button. Click the blue reset button to clear the search results, or you can select the X button in the top right hand corner to head back to the main Contacts screen. If you have to edit contacts once you've added them, maybe a new primary email for one of your contacts as an example? You can do so by completing the following Go to your Contacts screen, Hover your cursor over the pencil with paper icon. And make the changes. Here's where you can see what group your contact is or isn't in by looking under the Campaign Group section. If you notice a contact is not in a group, you can make that change now by check marking one of your group options. Or you can remove from a group by unchecking a group option. After you've made the necessary changes to a contact, click Save and Close. If you need to remove or delete a contact, you can do so by following the following steps from your contact screen. You just need to click on the Trash icon next to the client's first name that you wish to trash. Prospect Square will prompt you with a pop up window asking if you're sure you want to delete this contact. Please note they will no longer receive any scheduled communications from you and you have the option to click yes or no. If you go to the Trash tab next to the Import Export tab, you can see the contacts you have trashed. From here, you can restore the contact by clicking on the circle arrow icon to the left of the contact's name. You can also delete permanently by clicking on the Trash can icon next to the contact's first name. New to Prospect Square is the Sign Up Link option. It is here that you can obtain a contact's information and have them sign up to receive your email blasts. You can do this. You can use this link on social media in your E Blast just to name a few places. If a contact does sign up to receive emails, you will receive an email notification that there's a new contact in your contact bank. From here you can choose which group or campaigns you want this new contact to receive. To find this link from the Contact section on the left side menu, click on Sign Up Link to see the screen here where your sign up link is located. You can either click on the Copy button or copy and paste the URL that's unique to your account into an email or social media or any place you need to use it. Alternatively, you can follow the prompts for the Share to box down below. Next step is Creating Groups. Organization is paramount for any successful email database. Here's how you can create groups from within the Prospect Square platform. To create a group, select Groups from the left side menu. From this page, find the new blue button in the top center of the screen. From the pop up, enter in the name of the new group and be sure to click Save and Close. You can edit the group name by clicking on the pencil icon, or you can delete the entire group by clicking on The Trash can icon. If you click on a specific group by clicking on the name, you can see a summary of the group and the contacts who live within it. Next, let's talk about how to move or remove contacts from a group. You'll need to go to your Contacts screen. Select all of your contacts by clicking on the Check box in the Top Name header bar located here. Note if your contacts span multiple pages, you'll need to click on the Select All Blue box under Contacts after checking this box here. Or you can select Contacts one by one by selecting the small box to the left of the contact's name. Click on the Action button along the top header bar and from the drop down menu, select Manage Groups. You'll need to check or uncheck the boxes next to the group names of where you want these contacts to be added. Once you've selected the group, click on Apply. To see the change reflected in your contacts. You can click on Refresh at the top of the screen. Note that all of your contacts should now show the group of your choice in the Group column. Since we're on the Contact screen, I'd like to show you how you can add a new group from this window too. You'll need to select a contact or a number of contacts from the Contact screen first. Then in the Action drop down above your contacts, you can select Create Group. From here, you can type in the name of that new group and click Save and Close. Click OK and those contacts have now been added to that new group. Next up, we're going to head to the Clients for Life section of Prospect Square so that we can talk about how to enroll your contacts in the Clients for Life program. To start, we're going to head to the default Campaign settings on the left side menu of your Prospect Square account, Click on the Clients for Life link. In the top left of the screen. You'll want to click on the blue button that says you Campaign Settings in this section. These settings will be applied to all Clients for Life campaigns unless you customize the distribution settings for that individual campaign. In the Group section of this window, check off the box next to any group that you want set up to receive the Clients for Life campaign. Additionally, if you would like to have your campaigns automatically posted to your social accounts, you can slide the toggle next to the social media account of your choice to have it automatically post to it. You'll have to sync these accounts in the Profiles section to complete this process. Click on the blue Save button and then ok. One of the many great things about Clients for Life is the ability to either edit certain aspects of the campaign or even opt out of it entirely if need be. So here's how to do both. Starting with opting out of a campaign from the same Clients for Life section of your Prospect Square account, you'll need to select the opt out option of a specific campaign. You'll go to the image of the next campaign and in the lower left corner select the opt out option of that campaign. Now, when it comes to editing your Clients for Life campaign, you'll have the option to edit you can personalize the email subject line by clicking into the subject line here. You can personalize the heading Headline Mailing, which is the intro message to the mailing. You can also enter in your own personal message and you can edit the message to be shared to social media. Once you've made the edits necessary, be sure to click Save and Close Save in the lower right corner and click ok. As a side note, an email reminder will go out the Thursday before the campaign goes out, which again is the second Tuesday of every month. This reminder serves to notify you, the agent, that your campaign will start to be delivered in five days and that you can make any edits or opt out of the campaign. Or if you need to opt out of the campaign, you still can. Next up, let's discuss resenting campaigns and posting to social media. If your campaign has already been sent, then it'll remain active for a short period of time. Active campaigns can be resent to groups or to individual contacts. You'll need to click Resend under the campaign's current image. They can also be shared on social media. Again, don't forget you can automatically have your Clients for Life campaign shared on Twitter, also known As X and LinkedIn. If you have those accounts, you can synced in your profile for other platforms, or if you don't have Twitter, also known As X or LinkedIn synced. The only way to share is by using the copy and paste via URL from this area. Notice that the option is currently not appearing here on my screen, but there will be a button here to share to social from that area. You'll be able to copy and paste the URL and paste the link into the various social media platforms. Exit this menu when you see it by clicking on the X in the top right hand corner. Now we're going to discuss past campaigns and the aspects that you can take a look at once a campaign is no longer current. When a campaign moves to the past campaign sections located here, it can no longer be shared or sent. You can check on the analytics of past campaigns and can continue to update clients and it will continue to update if clients open or click on the message the supplemental campaign is a place where you'll find campaigns that can be sent at any time through prospectsquare. The primary campaign you will find is the Clients for Life Intro Email this is a great way to alert your sphere to keep an eye out for upcoming content. To send this out, complete the following steps. Scroll down to the bottom of the Clients for Life section where you'll find the supplemental campaigns, select the campaign that you want to send out and hit resend. You'll need to make your edits in the new window. You can also adjust the subject line and add in a personalized introductory message. From here, you'll scroll down the page and select the group or groups you'd like that supplemental campaign to go to and then click Send. The last item we're going to discuss is the Analytics. It is here where you can see how your campaigns are resonating with your sphere. Are they gravitating more towards one type of campaign? It's here where you can see the full breakdown. First, we're going to discuss Individual Campaign analytics where you can receive in depth statistics on any of your past campaigns. We'll then cover how to look at monthly campaigns in comparison to one another. First, we'll start off with Individual campaign Analytics. Analytics for the individual Clients for Life campaigns can be accessed by clicking on the blue View analytics at the bottom right corner of each campaign. You can find this in your Past Campaign section of the Clients for Life area for each Clients for Life campaign. After clicking on View analytics, you'll be able to see the total sent messages, the open rate, the click rate, and detailed information by contact. For campaigns that include a giveaway or a sweepstakes, you will be able to view the total number of entries of your contacts as well as details as to who entered the sweepstakes. To get an overall view of the analytics for all your Clients for Life campaigns, here's what you'll need to do. On the left side menu of your ProspectSquare account, click on Analytics. From here, you'll want to find the Clients for Life tab. Please note that the default report status is for the past 14 days. You can click on that dropdown to change the status from anywhere from seven days to six months. It's here where you can see the overall campaign stats month by month. Now that we've completed the live demonstration, I wanted to remind you of our next available appointment service where you can book a 20 minute solution oriented virtual appointment with one of our 100 plus marketers and meet with them in as little as two business hours. You can book these appointments for support on dozens of core marketing tools@nextavailableappointment.com.