RECRUITER CAMPAIGNS 101 HOW TO SET UP CAMPAIGNS FOR BEGINNERS Angela Skjeie Pacific University Oregon July 30, 2015 Enrollment & Student Services Track Coeur d’Alene, Idaho

SESSION RULES OF ETIQUETTE  Please turn off your cell phone/pager  If you must leave the session early, please do so as discreetly as possible  Please avoid side conversation during the session Thank you for your cooperation! Coeur d’Alene, Idaho

INTRODUCTION  Beginner’s guide to setting up campaigns for automatic communication with your prospective students  Automating the communication to students increases productivity and allows for more targeted messaging  Besides s, campaigns can create phone call reminders, tasks and letter activities to form a more rounded communication plan Coeur d’Alene, Idaho

SESSION AGENDA 1. Marketing Lists 2. Exact Target s 3. Parent Campaign 4. Campaign Activities 5. Workflow Scheduler Coeur d’Alene, Idaho

MARKETING LISTS Marketing lists are based upon Advanced Find Views, so you need to have your view created prior to setting up the Marketing list Coeur d’Alene, Idaho

MARKETING LISTS  1. Under CAMPAIGNS MARKETING LISTS, select NEW on the Menu bar 2. Give your Marketing List a Name and select the Member Type. CONTACT for Prospects, LEAD for Suspects 3. Select the Type. Lists can either be STATIC (not changing) or DYNAMIC (changing) 4. SAVE your new list (do not use Save & Close just yet) Coeur d’Alene, Idaho

MARKETING LISTS CONT.  Select MANAGE MEMBERS on the menu bar at the top  FOR DYNAMIC LISTS: Select your saved Advanced Find View by clicking the down arrow next to the USE SAVED VIEW box  Hit FIND at the bottom to review the list of students the view retrieves. Make sure you are pulling the number you think you should be getting.  If you are satisfied with the find results, hit USE QUERY to add this list to the Marketing List you have created. Coeur d’Alene, Idaho

MARKETING LISTS CONT.  FOR STATIC LISTS: You can utilize Advanced Finds to either add, remove, or evaluate members of your Marketing Lists. 1. First choose what you want to do, then click OK. 2. Choose your saved Advanced Find from the Use Saved View drop down list 3. Click FIND to see the list of student the query returns  You can either add selected members or the entire list by choosing the corresponding button at the bottom of the screen. To select individual students, check the box next to their name  4. Click ADD TO MARKETING LIST at the bottom to include them in your marketing list.  NOTE* The procedure is the same for removing students. Coeur d’Alene, Idaho

PARENT CAMPAIGN Primary communication plan for a cohort Coeur d’Alene, Idaho

PARENT CAMPAIGN  Name the Parent Campaign  Assign a campaign code – you can choose from the list or create a new code.  Assign a campaign color – this is used for the campaign calendar to track different campaigns for different programs, purposes, etc.  Status will be PROPOSED u ntil you are ready to start the campaign  You can choose a campaign type, but it is not required.  Assign academic program and level  Enter in the PROPOSED begin and end dates  Add Recruiting Period and a description for internal purposes  Once you have all the detail for the parent campaign entered, click SAVE Coeur d’Alene, Idaho

PARENT CAMPAIGN  Next, add the Target Marketing Lists you want to use for the overall campaign by gong to the Target Marketing list section under Marketing on the left hand menu list. 1. Search for the marketing list you want, add it at the bottom and click OK.  **NOTE: This Marketing List will automatically be added to ALL Campaign Activities. You can choose to remove the list from individual activities once you have added them to the campaign. Coeur d’Alene, Idaho

CAMPAIGN ACTIVITIES Individual communications that are part of the Parent Campaign Coeur d’Alene, Idaho

CAMPAIGN ACTIVITIES  Next, add the activities (communications) that will occur as part of this campaign  Status will be PROPOSED until the campaign is open and the scheduled date happens  Name the activity  Choose a channel, i.e. letter, , phone call, other (use OTHER for Exact Target s)  Enter in a description for internal purposes  Enter in the Scheduled Start and End  Next, set up Drip, Catch Up and Automatic distribution activity (see next page) Coeur d’Alene, Idaho

INITIATING (FIRST) ACTIVITIES  Set Drip to NO  Set Automatic Distribution to either yes or no (your choice) – You can have s go out automatically, phone calls be created by the system and sent to your task list, or letter activities be generated and sent to your task list for processing, or you can manually activate the campaign activity when you want to.  Set Catch Up to either yes or no (your choice) – If you want new additions to the marketing list to get this activity after the first round goes out, you can say yes to catch up. Coeur d’Alene, Idaho

INITIATING (FIRST) ACTIVITIES  Filter who receives this activity by previous communications, either via Activity Codes or Subject Lines by highlighting the section you want to use, then selecting ‘ ADD NEW…” from the menu. You can use one section or both sections.  Filter by event registration ( or lack of) by highlighting the Conflict Tab section, selecting to filter out registered or not registered students, then selecting “ADD NEW CAMPAIGN FILTER EVENT ” on the menu bar. Coeur d’Alene, Idaho

SUBSEQUENT (SECOND, THIRD, ETC.) ACTIVITIES  NOTE* repeat this process for all activities after the first  Set Drip to YES  Set the Initiating Activity by choosing from the lookup list  Choose the number of days to Offset this activity from the initiating activity  Set up Automatic Distribution if you choose  Set Catch Up to NO  Filter as needed Coeur d’Alene, Idaho

EXACT TARGET S : Create your Exact Target s before beginning the Campaign Set up Coeur d’Alene, Idaho

EXACT TARGET S CONT.  Create Campaign Activity  Channel must be OTHER for Exact Target s  Leave Auto Distribution set to NO for now. You need to first set up the Exact Target Send you want to use. Coeur d’Alene, Idaho

EXACT TARGET S CONT.  Select the activity in the “Campaign Activities” Window  Click the “Send Exact Target ” button on the menu bar Coeur d’Alene, Idaho

EXACT TARGET S CONT.  Select the ET you want  Contact Mapping Test 1 will be the Field Mapping Set  Create the Subject of your ,  Designate who the is from  Choose the marketing list that you wish to send it to,  Associate the ET Send with the Campaign you want  Select your send time as LATER so that you can change the send type to “Marketing Automation” and auto distribution to Yes later  Check all three boxes at the bottom and then hit “OK.” Coeur d’Alene, Idaho

EXACT TARGET S CONT.  Click on Exact Target Sends located on the left side menu  Change the send Type from Standard to MARKETING AUTOMATION then save and close Coeur d’Alene, Idaho

EXACT TARGET S  Open up your Campaign Activity to add your new ET send and change the Auto Distribution to Yes  You can then set the drip and catch up activities. Coeur d’Alene, Idaho

CAMPAIGN CALENDAR  COOL FEATURE!  You can view active campaigns in a calendar to see what is happening with overall communications. Each campaign activity  color and title displays over the dates in which the campaign covers. Coeur d’Alene, Idaho

WORKFLOW SCHEDULER Auto distribution scheduling Coeur d’Alene, Idaho

WORKFLOW SCHEDULER  Make sure your workflows are on the scheduler  Campaign Automatic Distribution  Campaign Catch Up Activities  Drip Campaign Activities Coeur d’Alene, Idaho

SESSION SUMMARY  Easier to prepare all necessary Views for Marketing Lists and Exact Target Sends before you begin setting up your Campaign  Set up Parent Campaign, add Marketing List to that first  Create activities, beginning with Initiating, then add drip activities  Make sure workflows are running in Workflow Scheduler  Move Campaign in the ‘READY TO LAUNCH’ status reason to activate (will not run properly in the launched status)  Cannot reactivate a completed or cancelled campaign Coeur d’Alene, Idaho

QUESTIONS & ANSWERS Coeur d’Alene, Idaho

THANK YOU! Angela Skjeie, Manager Administrative Services, Pacific University Oregon Coeur d’Alene, Idaho