greenrope group setup best practices

Group Setup: Best Practices- Best Practices

Presented By:

Oscar Alvarez, Client Services Manageroscar@greenrope.com

Agenda for Today’s Learning Session

• What to consider when creating groups

• Group Specific Tools• Creating Groups• Group Settings• Examples of Groups

What to Consider

•Before you create the groups in the account, it is important to consider several things. Answering these questions will help when figuring the group structure.

What to Consider

•How do you obtain leads?

•How do you categorize contacts?

•What are the different stages of your sales cycle?

GroupsWhat is a Group?

Groups are your first level of organization for contacts and can be organized in various ways.

Groups will be the key identifier for the contacts in the system. You want to be able to group the contacts based on the similar email communication and similar follow up activities.

Groups When identifying what groups you are going to create, keep in mind some of these group-specific features:

•Shared Access Users•Drip Campaigns•Workflows•Events•Websites•Project Manager•Ticketing Forms

Groups

Groups Shared Access Users-Shared access given to contacts on a group basis.

Drip Campaigns- You will be able to create a series of emails and workflows that will be triggered by contacts in a specific group

Workflows-You will be able to create workflows that will automatically or manually be triggered in a group

Groups Events-You will be able to create and keep track of events that will be specific to the group

Websites- Each group will have the ability to have its own website-You can create a members only site where you can store content that should only be available to the group members

Groups Project Manager-This will allow you to keep track of projects and send automated updates to everyone in the group-Typically you want to use this in an internal group

Ticketing- You will be able to keep track of requests and archive tickets in a specific group-Typically you want to use this in an internal group

Creating Groups You can create new groups by going into the Group Setup section. In the top right corner of that page, there is the option to Create a New Group if you hover over the ‘Actions’ link

Groups Settings There are several tabs that will allow you to configure the settings for each group.

-Description-Email Options-Event Options-Contact Visibility-History-User-Defined Field Data

Groups Settings

Examples of Groups Groups: Leads, Prospects, Clients

Funnel contacts who enter the system through a form, store front, an event, or are manually entered. -Shared access is only given to those individuals who will be managing the prospects for this business-Custom content specific to communicating with prospects-Drip campaigns triggered when a contact is added to the specific group-Workflows can be triggered, manually or automatically, for prospect follow up

Examples of Groups Group: Staff

-The collaboration tool will allow your staff to communicate with one another-The wiki section will allow the staff to keep track of documents internally -The project manager will allow the staff to create and track projects

Examples of Groups Group: Newsletter/Blog

-This will allow you to keep an ongoing newsletter/blog and have them go out automatically to the contacts who are interested in the newsletter/blog

Group: Sales Team

-This will give the ability for sales reps to have access to their own leads-Each sales rep can have their own group so other sales reps will not have access to their leads

Examples of Groups Group: Services/Products

-This will give you the ability to send out emails based on specific services/products-You will be able to keep track of events or automated campaigns to promote a specific product/service

Group: Region Based

-This will allow you to create campaigns or events that specific to a region

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Q&AQ&A

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