Getting Started Guide
This guide will help you learn the basics of C365 and get started and staying on top of your email marketing communications.
You'll learn how to use C365 to:
- Set up and Launch campaign emails .
- Configure set it and forget it drip email messages.
- Organize your campaigns to properly remove and add your prospects to the system.
Whaddya say? Wanna get started?
LINKING YOUR GMAIL or OUTLOOK ACCOUNT
So, this might sound crazy...but stick with us.
To utilize this email tool - you must have an email account. A Gmail/Gsuite or Outlook account will be needed.
Note: If you use an email provider other than Gmail/Gsuite/Outlook, you can hook your other email to a Gmail/Outlook account by creating what's called an Alias account. For more information on that process - CLICK HERE!
Before you do anything, you'll want to link your email account to the software.
Don't worry - there's no coding involved. It's just a couple simple steps to sync your gmail account with the Connect 365 interface.
And the best part is: Your Emails will come from you! Not some 3rd-party massive email CRM. It's coming from a personal email address and is what we refer to as "Warm Email."
First - You simply need to click your user icon on the upper-right hand corner of your app.connect365.io home page.
Choose "Mail Accounts".
Then "Add New Account" and from there you will follow the onscreen prompts to log in and add your gmail account.
If you're not sure how to use the alias addresses, you can read more about it at this google support doc here -- https://support.google.com/mail/answer/22370?hl=en
NOW! Let's blast out some emails, dude!
Whoa, not so fast speed racer.
Are you the type of person who likes to read Chapter 1 and then skip to the last page and claim you finished the book?
Well, for this tool we recommend completing a few simple tasks to organize your work and set yourself up for success. No chapter skippin' 'round here, ya hear?
Tags are what will let you segment and choose which prospects should receive which message.
And that's pretty important! 😉
PRO TIP TIME SAVER: Set up some tags BEFORE importing your contacts so you can auto-tag the appropriate people at once.
Don't feel like you need to create EVERY possible combination of tag from the get go. But it's a good idea to start thinking about how you'll segment your audience.
Are you planning on sending out messages to Editors at publications you'd like to Guest Post on?
You might make a tag called "Guest Post Targets" or "Editors" or "Woodward and Bernstein."
Maybe you have a segment of prospects that have already spoken with your sales team, but they didn't buy - sad face!
But you want to enter them into an email sequence that keeps your name in front of them and provides some quality resources so they will reach out to you when the time is right.
You might create a tag entitled "Long-Term Drip Campaign" or "Post Sales Call Follow-up" or "Baby, Come Back to Me".
I think you get the point. 😉
Here's how you Create a Tag:
GANIZATION TIP: Use color coding to quickly identify/mark the difference in tags and audience segments.
ADDING YOUR CONTACTS
Now that you've got a segment or two ready to go, let's start adding some prospects to the mix.
To upload your contacts it's as simple as 1-2-3.
Wait, no. I mean c-s-v.
A csv file is simply a text file - and should be a format you can save any Excel sheet into when saving a file.
(For those who want the full rundown, you can check that out here.
Whether your contacts come from an exported LinkedIn file, an exported Gmail contacts file, or any sort of list, you can get them into the software easily.
From the left-hand toolbar, you'll click on "Manage Contacts."
And choose "Import CSV."
Next, you'll pick from the dropdown whether your csv file is in the Modern LinkedIn csv download, the Classic LinkedIn csv download (this format has been phased out by LinkedIn and is a sheet with many blank spaces between data), or a custom csv file.
Pick the file type that corresponds to your list. If you choose the Custom csv file you will be directed to confirm that the data fields match the information you can upload.
Uploading a Custom CSV File
The Import CSV Button in the below video was moved under the Actions button that you'll see now.
FREE CSV TEMPLATE DOWNLOAD
Get access to the example csv file shown in the video by clicking the link below.
The data fields that C365 can currently import are First Name, Last Name, Email, Job Title, and Company Name (You can also add in your own custom fields before importing a csv if you need the extra columns, it's covered in a video 2 videos up. If there is data from those fields missing or that are incorrect - you'll be able to edit and update the information later on.
BEFORE completing your upload you will be given the option to add a tag to the entire list. You may choose that option OR you can apply tags to individuals later on.
PRO TIP TIME SAVER: Upload a csv that includes just the segment of prospects that you want to apply to a single tag. This will allow you to bulk segment your lists of prospects upon upload.
EDITING YOUR CONTACTS
Let's review how to change the information tied to any of your contacts.
For instance let's say your list had a few contacts that included nicknames in the 'First Name' field. i.e. First Name - Randy "Macho Man" Last Name - Savage.
You'd want to correct that information because when you send out your email campaigns, you likely don't want every email message to start out with:
"Hello, Randy 'Macho Man',
I'd like to open up discussions with you about the joining our local Slim Jim Fan Club.
The C365 Team"
Or whatever other type of messaging you'd be sending to wrestling legend and Slim Jim spokesperson Randy Savage.
You'd want the customized name to be just their actual first name.
You'll just need to Search for that Contact from the Manage Contacts page and choose the editing icon next to their contact information.
From this screen you can also manually Assign or Remove tags from that contact.
Let's say for instance Randy "Macho Man" Savage did join your Slim Jim Fan Club - first of all congrats! That's major news. And secondly, you likely don't want to send Mr. "Macho Man" any more email communications about why he should join the Fan Club if he already has.
In that situation you would want to remove their "Fan Club Prospect" tag and add them to your "Fan Club Member" tag - or however else you segment your members from your non-members.
The fun stuff is here!
Campaigns are where you will organize and input the messages that will be delivered to your prospects. We have a series of videos and tutorials below to help you best utilize the features within C365.
Are there any limits to how many contacts I can message?
There are a number of items to consider with regards to this question all of which are important.
First - yes. There are total daily email limits set in place by both Gmail and Outlook.
For Gmail -
2000 total emails sent per 24 hours (for paid Gsuite accounts). And 500 total emails sent per 24 hours (for free Gmail accounts)
PLEASE NOTE: While those are the total limits, we have recommendations for the amount a user SHOULD send per day, especially as they are getting started.
If you are messaging Cold prospects (outbound campaigns): We recommend adding no more than 150 per day (especially on a free Gmail account).
If you are messaging Warm prospects (opt-ins): We recommend starting around 300-350 max per day (you may consider a lower number on a free Gmail account - 200).
If you remain in good standing and are getting responses to your campaigns, you may consider ramping up from there. But as a starting point those numbers are recommended to stay within.
You can read more about Gmail sending limits here - https://support.google.com/a/answer/166852?hl=en
And for more training on how large a list of cold contacts you should start with, please review this training - https://training.connect365.io/how-big-an-email-list-do-i-need/
For Outlook -
Outlook often requires verification measures once you get started, especially if you have created a brand-new Outlook.com account.
While Outlook.com accounts can be up to 2,000 new recipients per day based on your account, we recommend staying under 150 for new or cold contacts and less than 300 for warm contacts as you get started.
New Campaign Basics
To create a new campaign follow this short tutorial. We'll dive into the details of what options you have available, but to get a general feel for the creation of campaign watch this ~90 second video to prime the pump.
Scheduled Messages, and Follow-Up Messages, and BEARS...Oh My! Wait, bears?!?!
Nope, no bears in the software. I promise.But the topic of which type of messaging to choose and when is an important one.
For Scheduled Messages -
these are a broadcast sent to a specific segment of people. You'll choose the time/date for these messages to go out as a one-off campaign.
Let's say you wanted to send a message to a list of contacts you had tagged as "CEOs - Denver" about an upcoming event you were hosting in the area on March 7th.
You might set up this type of message to go out on February 20th at 11:00 am. And a follow-up to go out on March 1st at 3:15 pm. And a final message to go out on March 6th at 2:30 pm.
As you can see these messages would be scheduled to go out at a specific time and date to all prospects who have the chosen tag.
For more information on the type of messaging to use here, watch the video below.
For Sequential Messages -
these are sequences of messages that you will drop prospects into throughout the year.
The sequence of messages you input will allow you to set the frequency between your messages.
For instance - let's say you create a tag for people that you want to speak with regarding JV/Referral partnerships.
You have a series of 4 messages you want to send them.
- To introduce yourself and your business.
- To make the case that you are the best service provider for the service you provide so much so that all other service provides oughta quit.
- To set up a call to discuss how you can help this potential partner make it rain.
- To follow-up on the call to make it rain.
Now, for this sequence you are planning on having people entered into this sequence throughout the year. It's not just about setting up one time and one date for a message to go out, each time you have new people ready to be entered.
So...you'd want to use a Sequential messaging campaign option.
This will allow you to enter new contacts into a selected sequence of messages simply by giving them a specific tag.
In the situation listed above - maybe you have those messages scheduled to send out every couple of days.
Each time you tag contacts with the tag "JV/Referral Opportunity" it will enter them into the sequence and handle all follow-up messaging however you've designed it.
For more information on the type of messaging to use here, watch the video below.
In the below video the drip message type was renamed to followup message.
Adding Multiple Messages to a Campaign
This is an easy one.
When you choose to edit a specific campaign, do you see the pink '+' icon at the bottom of your screen?
For a step-by-step on adding messages to your campaign or sequence, check out the following video.
Advanced actions can allow you to automatically remove or add a contact to a messaging campaign based on how they've interacted with your previous emails.
Let's say that you send an email with a link to a blog post you just published on your site.
There are a couple things a contact might do with that email:
- They'll open it.
- They won't open it.
- They'll click your link.
- They'll reply to you.
Now the list could go on, but those are 3 common actions that a contact will take with an email you've sent them.
The people who open and/or respond to that first email are 'warmer' people that you might want to send a distinct message too because you know they've taken some sort of "Action" on the email you sent about your blog post.
And for the people who have not taken an "Action" - you might want them to receive a follow-up email with another link to the blog post...BUT you want to make sure that the people who took an "Action" don't receive that follow-up to check out your blog.
To set up the system to automatically remove or add "Action Takers" into a separate sequence of messages, follow the tutorial below.
Input and save your message. Then choose 'Advanced Actions'
Determine which trigger should result in Action. You can create the system to trigger an Action based on the recipient either replying to your email OR by simply opening your email.
Choose which email in your campaign will trigger the action.
Choose the action taken. You can either send a message to the recipients who triggered the response, apply a new tag to those recipients, or remove specific tags.
Select the tags that should be added or removed based on the recipients behavior.
Save your Advanced Action. If you want to create an additional action in your campaign - click 'Create' to add additional advanced actions.
You might want to 'Add a Tag' for the people who open your email - so that they are added to a new email sequence for those who viewed your first message.
AND you might want to simultaneously 'Remove a Tag' for the tag that got them entered into the initial sequence, so that they aren't sent any more emails that are a part of that campaign.
Video Tutorial on Advanced Actions:
Integrating with Zapier
With our integration to Zapier, you can automate workflows between Connect 365 and thousands of other software you may already be using.
To accept the invite to the Zapier beta integration: