Campaign Stages Overview

The purpose of Campaign Stages is to divide a larger Campaign into individually manageable segments.

For example, you could email all your prospects in a first stage campaign, and then send another email as second stage to just those who clicked through on the first stage.

Or, you could email all or some of your customers with an invite to a golf day, and then send further details to those that accepted, and finally a reminder the week before as a third stage.

You could also segment your database into customers, prospects and suspects, create a stage for each segment, send them slightly different newsletters and then see both the individual segments’ response rate as well as the consolidated numbers.

The Campaign Stage Page

The Campaign Stage page holds all the information about the Campaign, who it has been sent to and how they responded. The fields on the Campaign Stage record are as follows:

Campaign Stages Page

Campaign Stage Name

The name that you want to call the Campaign Stage, such as “Initial Letter” or “Follow Up Call”.

Campaign Stage Order

The order that this Campaign Stage runs in the Campaign. Enter any alphanumeric such as “02”.

Campaign Stage Status

Use this box to describe if the Campaign Stage is Running, Planned or Completed. You can define what Campaign Status are available by the dropdown table CampaignStatus which can be accessed from Settings / System Settings/ Custom Dropdown Lists /CampaignStatus.

Default Activity Status

This is the Activity Status that new Members (your Contacts) are assigned when added to this Campaign Stage. This is normally “Selected”, and is driven by the CampaignActivity dropdown list.

Email

If this is an email campaign, the name of the email that will be sent. Select the email you wish to send from the dropdown list.

Notes

Use the Notes box to describe the Campaign Stage for future reference. Text entered in the Notes field will be shown when you hover your cursor over the Campaign Stage Name on data table.

Drip Feed Delay

If this is an email campaign and your are using Drip Marketing, enter the delay time, or Drip Feed Delay, of when you want the emails to be sent. For example, you might want the first email to sent immediately, so this would be set to 0, the second 30 minutes later, the third a day later and a final one a week later. The delay time is taken from the start of the campaign rather than the interval bewteen two stages. So a drip feed delay of one day will be sent one day after the first stage has been mailed, not one day after the previous stage’s.

Campaign Stats

If the Campaign Stage is an email, once the Campaign has been sent, the graphs and stats show the performance of the campaign stage.

Campaign Details

The Campaign Details grid lists all the Members in this Campaign Stage. Clicking the blue + Add” button on the top right hand side of the table will take you to the Maintain Members page, to add or delete Members (your Contacts) in this Campaign Stage. See Create Campaign Mailing List.

You can also delete individual Members from the Campaign Stage by ticking the checkboxes on the left of each Contact and then clicking the Delete button. This will take those Contacts out of the Campaign Stage, it won’t delete the actual Contacts themselves.

Mailing Status

In Campaign Details the column ‘Status’ indicates the status of that contact within the campaign. Before the Campaign has been sent out the status will be ‘Selected’. Once added to the Mailer Queue the status will be ‘Queued’, and once sent the status will be ‘Mailed’. See Campaign Status for all status options an ddefinitions.

Ticking the contact checkboxes in the Campaign Stage will display further options on the ‘More’ button. You can copy the contact or change the Campaign Status values. Select a new Campaign Status, and save. For example, if you are running a golf day and want to record acceptances, use this to change all those who have accepted your invitation to “Accepted”.

Change contact status in campaign

A summary of the Campaign Stages is shown on the Campaign Stage grid in each Campaign.

Creating a Campaign Stage

To create a new Campaign Stage, open your Campaign and in Campaign Stages click the “+ Add” button. This will open a new Campaign Stage page. In the ‘Email’ box select the email you wish to send.

You can then either just ‘Save’ the Campaign Stage or click ‘Save and Add Members’ to select the contacts you wish to mail.

Email Campaigns: Create Campaign Stage

Selecting Contacts for your Campaign Stage

Having created a new Campaign Stage you can select the contacts you wish to mail by using the ‘Save and Add Members’ button or, if you have already saved the stage, re-open it by clicking on the Campaign Stage name and clicking the Maintain Members button.

Add Contacts to a new Campaign Stage

Once you have added some contacts (or members) to the Campign, you can add more contacts by clicking the “+ Add” button.

Add more Contacts to a Campaign Stage

Clicking the “+ Add” button takes you to the Members page which will default to the Campaign and Campaign Stage you have accessed it from. You can also access this page from the main menu but you’ll need to use the dropdown lists to select the Campaign and Stage where you are looking to add or delete members.

To add ALL the contacts from your CRM system simply click the “+Add Contacts” button. You can also delete Members in the same way.

Add all Contacts to your Email Campaign

CRM Database Segmentation

You can send your mailing to a more select group of customers or prospects by using the Data Filters option. You can use all the data held in your CRM to drill-down your Member selection. Maybe you only want to mail contacts in a specific location or who have previously purchased a particular product. Or maybe you want to identify specific Account Types or contacts you have set up with a new custom field.

Use Data Filters to segment contacts

You can also select Members who are, or are not, Members in another Campaign or Campaign Stage. You can select them as a whole or according to their ‘Status’ within that campaign, for example, if they Opened or Clicked Through in that campaign.

Select Members from another Campaign

The List Filter option lets you select or deselect Contacts in your Mailing & Consent Lists, i.e. contacts who have given permission to receive your marketing messages, to comply with GDPR. Leaving the List Filter boxes blank will override any consent data and all contacts will be added to the Campaign Stage e.g. for mailings where consent is not applicable.

Selecting a Mailing & Consent List from the dropdown list will select just your contacts on that list. If you are also using Data Filters and/or Campaign Filters the selection will be cross-referred against your Mailing & Consent List to only select those contacts who meet all the criteria. See Create Campaign Mailing List for more details.

Use List Filter to select or deselect contacts with consent

Editing a Campaign Stage

To edit a Campaign Stage, open the Campaign and click on the Campaign Stage name in the summary grid. You can edit all the details and change the email associated with that campaign as required.

Deleting a Campaign Stage

Deleting a Campaign Stage will delete the Activity Status of its Members.