Create ongoing email campaigns

1. In SiteLink Web Edition, click Setup.

2. Click CRM Campaign Schedule.

3. Click Add on the right.

Complete the information on the CRM task screen. Each section of the screen is explained more below:

1. CRM Event Name

The name entered here will be used to identify the purpose of the event (Welcome Email, Birthday Special, Move-out Farewell).

2. Schedule

Select an event that will trigger the task (Move-in, Reservation Cancelled, Calendar Date, etc).

3. Campaign Period

Checking Currently in use will turn on the event. Unchecking will disable it.

Start and end dates can be used to run the event for a specific period (E.g., Summer Special discount reminder).

4. Show On

This will determine when the event is actually set up to appear in the CRM tasks. It can be set for a number of days from the scheduled event or for an exact date.

1. Days from Reference Event can be set as a negative number or a positive number. Negative numbers will send an email before the trigger event (Ex, Invoices sent out before the payment due date), and positive numbers will send after the trigger event. Setting “0” as the day will make the letter occur on the day of the event. (With a birthday message, setting “0” would send the letter on the person’s birthday.)

2. The Recurring setting will send an email to the recipient at intervals for the number of days selected (E.g., if Days from Reference Event is set to 5, the letter will be sent every 5 days, starting 5 days after the event).

3. The Single Occurrence setting sends an email to the recipient only once on the selected day.

5. Applies to Customer/Lease Type

a. Customer type can be used to apply the event to a certain type of customer (E.g., Past tenants only for a move-out summary, reservation for an event to apply to people who have made reservations)

b. Lease type can be used to send only to residential tenants or commercial tenants, or both can be selected to send to both.

6. Letter Delivery Method

This is how the selected letter will be sent to valid customers. The customer must have provided an email address in order to use email.

7. Options

Select the letter that will be sent when the task is processed.

You can create new forms by going into Setup > Form Setup and clicking New RTF or New HTML. Save this with the name you want to use to identify it.

1. In CRM Event Name, type “Move-out Farewell.”

2. We want to have the task occur after they have moved out, so select Moved Out for the Reference Trigger Event.

3. Under Campaign Period, we will keep Currently in use checked so that the task will be available as soon as we save it. We will leave the start date as it is and keep the end date blank so the task won’t end.

4. For Show On, we will have our Move-out Farewell be due 1 day after they move out. We will also set this to a Single Occurrence, so they will only receive 1 letter.

5. Under Applies to Customer Type, we will select Past Tenant, as those are the only customers to whom we would want to send a moved-out message. We will also make the message available only to residential tenants, so uncheck Commercial.

6. We will now select which letter to use -- in this case, the “Move-out Farewell” letter -- from the setup/form setup screen.

• If you haven’t made the letter you want to use yet, click OK to save your progress. You can then go to Setup > Form Setup to create your new letter.

7. Once you have selected your letter, click OK to save your task.

8. To test whether everything is working, go to the main screen of SiteLink by Storable to see if the task is in the Reminders list. Alternatively, navigate to Operations > Customer Relationship Management to see if your task appears in the list.