Marketing Automation CRM

Success Guide: Basic Platform Skills

Tip: Keep the platform open on your computer screen while following the guide on a second monitor/ tablet/ phone. You can also download (and print) the PDF file for easy reference.

Note: We have added checkboxes to help you keep track while working through a section. The boxes that you check will not be saved once a section has been closed.

Platform Basics #1: About the Start-up Dashboard

Platform Basics #1: Start-Up Dashboard  [Download pdf version]

Success Guide: The following steps will provide an overview of the main Navigation Bar tabs and the Start-up Dashboard.

Note 1: There are multiple ways to perform one task on the platform, depending on the result you want. You can also access functions from multiple places on the platform. We will indicate this to you as you progress through the platform.

Note 2: The > symbol indicates that you must click to open.

Note 3: When opening a new tab, get into the habit of right-clicking and selecting ‘Open link in new tab’. This keeps your current tab open so you can easily navigate back to it.

Go to the top navigation bar, and work from Left to Right.

  • > Inspired Marketing icon to take you back to Landing Page Dashboard.
  • > Marketing button to toggle between Marketing and Sales navigation bars.

Return to the Marketing navigation bar.

  • Next > Contacts.
  • > Contact Manager.
  • > Lead Scoring.
  • > Import Tool.
  • > Lists.
  • Next > Content.
  • > Forms
  • > Emails
  • > Email Templates
  • > Pages
  • > Page Templates
  • > Blogs
  • > Media
  • > Content Calendar
  • Next > Social.
  • > Social Listening
  • > Content Calendar
  • Next > Automation.
  • > Visual Workflows
  • > Action Groups
  • > Tasks
  • > Personas
  • > Scheduled Events
  • Next > Visitor ID.
  • View recent visitors who clicked on tracked Website links and Important pages.
  • Next > Analytics.
  • > Traffic Sources
  • > Webs insights
  • > Campaigns
  • > AdWords
  • > Email Jobs
  • > Email Reports
  • > Email Tests

On the top navigation bar, go to the right-hand side.

  • > Person icon.
  • > Help
  • > Page Overlay – on most pages this widget will show you the key functions on that page
  • > Set Up Videos – you can view how to set up forms, campaigns etc.
  • > Help Docs – you can get detailed platform help
  • > Get Support – For support contact Deon Van Rensburg: deon@inspiredmarketing.co.za
  • > Settings cog/gear
  • > My Account – Password settings
  • > User Email settings – Email Sync
  • > Utilization - view the Company Utilization Score i.e. the extent to which the platform features are being used.

Click top left corner Inspired Marketing icon to return to the dashboard.

  • Next > New drop-down button – this is one of several places to start a new function.
  • Click to view available functions on the menu but do not yet click through.
  • Next > Orange Calendar Button
  • > Content Calendar
  • > Reminders

Top left-hand panel > Inspired Marketing icon, to get to the landing page dashboard.

  • Clicking the Dashboard symbol below the Inspired Marketing icon also takes you to the Dashboard landing page.
  • Below the Dashboard symbol, you will find icons where you can save and view favourite records for quick access when you first arrive on the platform.
  • To make a record a favourite click the ‘Star’ symbol where available.
  • > Favourite Contacts
  • > Favourite Campaigns
  • > Favourite Opportunities
  • > Favourite Accounts
  • > Favourite Emails
  • > Favourite Lists
  • > Favourite Forms
  • At the bottom of this panel, you will see a cog/gear – this is another way to navigate to your settings page.

Dashboard information.

  • > Inspired Marketing icon - top left corner to get to the dashboard. Navigate around to familiarise yourself with the various options on the dashboard.
Platform Basics #2: About the Contact Manager feature

Platform Basics #2: Contact Manager [Download the pdf version]

Success Guide: These steps show you how to work with the Contact Manager on the Marketing Automation Platform.

Contact Manager- top navigation bar.

  • Hover your cursor over Contacts > Contact Manager
  • > Grey cog/gear button with drop-down on the right of the window.
  • > Note the options available to you.

There are 2 search areas when searching for a contact – one search box is on the left-hand panel above ‘recently active’, and the other within in the main window. Try one or more of the following:

  • > Search a contact by First name.
  • > Search a contact by Last name.
  • > Search a contact by Email address.

Sort groups of contacts by using the grey Sort by drop-down button. Try one or more of the following:

  • > Sort by Lead score.
  • > Sort by Created.
  • > Sort by Last updated – sort A-Z and Z-A.
  • > Sort by First Name.
  • > Sort by Last Name.

Navigate to the blue Advanced Search button on the right. Try one or more of the following:

  • > Status.
  • > Persona’s.
  • > Created date.
  • > Last Updated Date.
  • > List membership.
  • > Lead owner.
  • > Campaigns.
  • > Then click the blue ‘Search’ button. To save, click ‘Save’. To clear click ‘Clear’.

Visitor ID – top navigation bar.

  • > All sites left-hand panel, at the top.
  • > Website to load recent visitors to the website.
  • > any other site that appears to load recent visitors to that site.
  • > All Sites to display all visitors to all sites.

Left-hand panel, at the top.

  • > cog/gear button with the drop-down to view options available to you.

Left-hand panel, dark grey navigation bar.

  • > Hover over person icon with star, and click to view visitors less than 2 days ago.
  • > Hover over person icon with circular arrows and click – to view visitors more than 2 days ago.
  • > Hover over star with ‘!’ symbol and click to view visitors who viewed important pages.
  • > Hover over search button and search for a visitor by name.

On the left-hand panel, below the dark grey navigation bar, view recent visitors to the website.

  • > Any visitor listed and on the right view visitor activity. At the bottom click ‘view more’ to view that visitor’s past activity.
  • > Top right of visitor activity just above the large green and yellow circle, you will see an "x". Hover your curser over the "x" and you will see that you can Blacklist a visitor. Click and view the Blacklist feature.
  • > At the top right of the visitor info, you will see either a green View Lead button or a blue Convert to Lead (Do not click the blue Convert to Lead button at this stage). Go through the list of visitors till you have seen both green and blue buttons.
  • > Where a visitor has a green View Lead button, right click on the View Lead button, and open a new tab to view the contact record.
Platform Basics #3: About the Contact Records feature

Platform Basics #3: Contact Records [Download the pdf version]

Success Guide: These steps show you how to work with Contact Records on the Marketing Automation Platform.

To view a contact, on the top grey navigation bar hover your cursor over Contacts.

  • > Contact Manager. Find and open your own personal contact record. If your contact record is not yet in the database, go to the green Add Contact button lower left of the window. Add yourself to the database.

Once you have called up a contact, in the top left of the contact record:

  • > Edit Tags to add tags to contacts. This is one of many ways to organise groups of contacts.

Next to the contact name either a person icon or an image will display. If an image appears this is because it is pulling from a social/public site such as Facebook or gravatar.com, and the contact is using the same email address on the platform as on a social/public site. If social media icons appear next to the contacts name, click to view their social media page.

  • > On the right of the name, hover cursor and click the Bell icon if you want to be notified via email when the contact returns to the site.
  • > On the right of the bell, hover cursor and click the Star icon to add the contact to Favourites. Favourites are a quick link available on the start-up dashboard.
  • To view, click the Inspired Marketing icon (top left-hand corner). Then, on the dashboard left-hand navigation bar near the top, click the person/star icon to view all Favourites.

Navigate to Send Smart Mail button – main window, top right - and click to view. N.B. Best to do this step when you are viewing your own contact record in the database.

  • > Click on an email (if a pre-scripted Smart Email template has been set up). Then either choose Quick Send to send the email immediately as-is, or, you can Personalise the email (note: this will not change the original email template).
  • > To Personalise the templated email, click the blue button. You can then change the subject line and email text. Click schedule email. You can send as soon as possible, or, select a Time/Date. Click next to the radio button on the current Time/Date that appears there. Select date and time, click OK and send. Or Cancel and go back if you do not want to send.

On the right of the Send Smart Mail button, navigate to the grey cog/gear drop-down button. This button appears on most platform pages and provides quick access to various functions.

  • > Click the grey cog/gear drop-down button and view the available options on this button.
  • > We suggest that you do not use the options available within this cog/gear drop-down button until you are more familiar with the platform.

Navigate to the 3 tabs directly below the contact name: Overview -- Life of the Lead -- Membership Records.

  • > Overview tab (this is the main contact record within the database). You will see 6 buttons across the page:
  • Grey Contact Status button where you can select status.
  • Blue Persona button where you can select a Persona - when set up.
  • Lead Score indicator which indicates the extent of contact engagement.
  • Green Add To button where you can add a contact to a List and an Action Group (this is for advanced users only).
  • Grey Campaign button to add contacts to a specific campaign.
  • Grey Assign To button to assign the contact to a user or salesperson responsible to look after this contact.

Below the 6 buttons, in the main window, on the left-hand side, you will see several fields under the headings Contact information and Company information. These are standard permanent fields that cannot be altered.

Hover over a field to bring up the pencil on the right of the field.

  • > pencil to edit the record.
  • > green check-mark to save or the red x to remove.

On the right, you will find the ‘Description field’.

  • > pencil on the right, and insert a description of the contact > Save.

Below the Description field you will find a Comments box. Here you can add comments between internal users/team members – it will record a thread of comments made.

  • Add 2 separate comments to see how it works.

Below Comments box, you will find Reminders.

  • > green button on the right.
  • In the dialog box insert the title of your reminder.
  • > green button and select the type of reminder.
  • > grey Assign to and select a team member.
  • > Opportunity and insert date to be completed by
  • > Specify Time and insert time.
  • > On Save send a calendar invite to the task's owner - if you want an email sent to the task owner with calendar link.
  • > Set Reminder (You can view Reminders on the platform top grey navigation bar, extreme right, orange calendar icon. Click this icon and select Reminders to view).

Below Reminders, you will find Custom Fields. These are unique fields that can be added to the database (set up by advanced users).

  • These fields can be grouped into sub-groups for easier management (set up by advanced users).
  • > Life of the Lead tab.
  • Timeline with engagement icons and engagement dates of the following: website visits, form fill-outs, emails sent, emails opened, etc.
  • > grey Event Filter button on the right to filter specific events on the timeline.
  • > Memberships tab.
  • Navigate to the 4 boxes titled Marketing Content & Tracking.
  • > each box and view activity item on the right-hand panel.
  • Navigate to the 4 boxes titled Lists, Automation & Sales.
  • > each box and view activity item on the right-hand panel.
  • Navigate to Engagement & Consent Statuses to view key information.
Platform Basics #4: About the Analytics feature

Platform Basics #4: Analytics [Download the PDF Version]

Success Guide: These steps show you how to view the Performance of your Website, Campaign traffic, AdWords, and Email sends on the Marketing Automation Platform.

For traffic reports, click Analytics on the top navigation bar.

  • > Traffic Sources.
  • > the date range to select reports within a specific period.
  • Select reports dates, sites, traffic and sources.
  • Select display: Day, Week, Month and type of graph.
  • Export reports – upper right > drop-down cog/gear.
  • Scroll down and view Aggregate Traffic By Source.
  • Scroll down to Source and open the sub-sections to view performance.
  • > Web Insights.
  • > the date range to select reports within a specific period.
  • View the various tabs and display options.
  • Remember: > Apply to pull up a report.

For more about this section go to Help Docs on the top navigation bar and in the search feature type Web Insights, and select Web Insights Overview.

  • > Campaigns.
  • Left-hand panel, above the search box, toggle between Campaign Report tab and All Campaign tab.
  • All Campaigns allows you to select specific campaigns.
  • > the date range to select reports within a specific period.

For more about this section go to Help Docs on the top navigation bar and in the search feature type Campaign Insights and select Viewing Campaign Results.

  • > AdWords.
  • If you run Google Adverts and have set up tracking on the platform, your Google results will display in this area.
  • > the date range to select reports within a specific period.
  • > a campaign to view keywords.
  • For more about this section go to Help Docs on the top navigation bar and in the search feature type ‘AdWords’ and select article  ‘Connecting Google AdWords’.

For Email reports click Analytics on the top navigation bar.

  • > Email Jobs.
  • This shows individual emails sent to specific lists at any given time.
  • > the date range to select reports within a specific period.
  • > Email Reports.
  • This shows a report of all the sends of a specific email.
  • > green button Select a Report and then select Email Report.
  • A second grey box will pop up Select Email(s) - select the specific email you want to draw a report on.
  • Then on the right-hand side click the green button > Build a Report.
  • The report will take a few moments to build.
  • Once the report has built, on the right you will see a green button Save Report. Click if you want to save the report to view later on.
  • View the stats in the window.
  • > Delivery tab and then > blue drop-down to view Unsubscribes, Bounces, Opens, Clicks, Unopened, and Delivery to see who it was delivered to.
  • > Email Tests.
  • Shows a report of different versions of an email (called A/B testing) to view which version achieve better results.
Platform Basics #5: About the Sales features

Platform Basics #5: Sales features [Download the PDF version]

Success Guide: These steps show you how to work with the Sales features on the Marketing Automation Platform.

  • On the top navigation bar, toggle from the Marketing menu to the Sales menu.
  • Sales navigation bar > Contacts – same selection as the Marketing navigation bar.
  • Sales navigation bar > Accounts. This is where you work with client/company accounts. You may have several contacts who work for one company and this section allows you to view those companies and the contacts who work for those companies.

For more info - on the top navigation bar click the person icon, select Help, go to Help Docs and search the platform Help Centre using the title 'Accounts’. Or contact Deon at deon@inspiredmarketing.co.za

Sales navigation bar > Pipeline.

  • The left-hand panel shows a list of qualified leads. If no leads appear it’s because no leads have the status: Qualified Lead.
  • To give a lead the status Qualified Lead, go to Contacts on the top navigation bar > Contact Manager. Open up your personal contact record.
  • Under the Overview tab, you will see below Marketing Profile a grey drop-down button > view options.
  • > Set as Qualified Lead.
  • Go back to Pipeline. You will now see the contact record (once it’s been changed to Qualified Lead) appear in the left-hand panel under Qualified Leads.
  • Hover your cursor over the qualified lead and a green '+' will appear > open new Sales Opportunity card.
  • To work with a Sales Opportunity card, navigate to the platform Help Docs by going to the top navigation bar > person icon > Help. Go to Help Docs and search the platform Help Centre using the title ‘Opportunities’ and select document ‘Creating opportunities’.
  • Follow instructions to open up a 'Sales Opportunity'.

Sales navigation bar > Reports.

  • > Pipeline Value
  • Navigate to the Sales Rep button, select the sales rep you want to view, select the date range > Apply button and view the Pipeline Value report for that period. In this tab, you can view a number of sales performance reports.
  • > Opportunity Health.
  • Under the Filters section select and click the sales rep report you want to view. The health of each Sales Opportunity for this sales rep will be displayed.
  • > Conversion Analysis.
  • Navigate to the Sales Rep button, select the sales rep you want to view, select the date range, click the Apply button and view the Sales Conversion report for that date range. In this tab you can view a number of sales conversion reports.
  • > Won/Lost.
  • Use the filters to view won/lost sales opportunities.
  • > Sales Performance.
  • Use the filters to view sales performance reports.

Sales navigation bar > Visitor ID – same selection as the Marketing navigation bar.

Sales navigation bar > Cart - if you have an e-commerce website you can set up ‘Shopping Cart’ tracking and track shopping cart performance and generate reports.