Users with the role of sales manager, marketing manager, or administrator have access to create a program whereas other roles do not have access to create a program.
The Programs builder will guide you through the process of setting up a program. You can save and exit from the builder at anytime, with all previous selections up to that point saved in your drafts.
Name your program
Select the “+ Program” button on the top left of the page.
Give your program a name and enter the date range the program will run. The start and end dates will define the metrics for this program including when the program is closed.
Now click “Create Program”, at this point your program is saved as a draft so you can continue the setup now, or Save & Exit to come back later and finish.
Note: Automatically scheduling a Program to activate on a specific date is currently not available. When you click “Activate” in the Program builder or “Activate Now” on the Program’s info panel, the Program will activate, whether your selected start date is today or in the future.
Choose Your Audience
Which fans do you want to target? The audience determines which segments of your fan base will be assigned as leads in this program.
Select an audience and click on the Audience(s) you want to include. You can also choose any groups in your “Shared with Me” tab.
Note: Make sure you’ve created your Audience(s) prior to program setup. You will not be able to build a new one during this step.
As you select an Audience(s), your total number of unique fans will update at the bottom of the program builder. Duplicates won’t be counted, but if a fan has profiles from more than one data source, each profile will be listed individually.
Note: Audiences are dynamic, meaning if new fans enter an Audience while the program is a draft or in progress (active), they will be automatically entered into the program.
Once a fan is in an active program, they cannot be removed. This is to ensure your historical data for a program will be accurate and stable. Before you activate your program, make sure your audience is correct. You cannot remove an Audience once the program is active.
Click ‘Continue’ if you’re ready to define statuses for your workflow. Click ‘Save & Exit’ to save your work as a draft.
Customize your lead statuses
There will be a set of default lead statuses that can be used to move leads through the program. You can update, add, or remove any of these statuses.
Type in any of the text fields to update the name of a status. The order they appear on this page, will be the order they appear everywhere in the program.
Tip: Maximum length for typing a new name status is 30 characters.
Notes: The first status in the list is the starting status. This means that every lead will default to this status once they are assigned to a rep in a program.
Tip: You can have as many lead statuses as you like. You must have at least two (one default and one conversion status).
Next, identify and select the conversion status so we can calculate the lead conversion rate for each team member and the program itself.
Click ‘Continue’ if you’re ready to assign leads to your rep. Click ‘Save & Exit’ to save your work as a draft.
The lead assignment process in programs can be automated, so your associates receive the right lists quickly. FanThreeSixty prioritizes existing account rep relationships with their fans (based on data from your ticketing system), giving you options on how you want to control it.
First, select reps you want to include in the program. Reps are listed with their account rep type which is based on data from your ticketing system, so make sure to select the rep type you want.
Tip: If you need to remove an account rep, click the “x” next to their name.
Next to each rep, enter the number of leads you want them to start with, this will serve as the rep’s lead quota. Rep’s will never have more new leads than the number you type in (A new lead is one who has never changed status in the program).
Tip: To assign all leads at the start of a program, ensure that numbers add up to the total number of fans. Alternatively, you can throttle lead assignments and only send portions of leads at a time. Your reps will automatically get more leads as they work their list and move their existing leads out of the program’s starting status. They will never have more than the specified number of leads in the starting status.
You have the choice to “only honor existing relationships”, if you check this box a rep will never be assigned a fan who is assigned to a different account rep. If you leave the box unchecked, fans with no account rep at all or one who is not included in the Program, will be left unassigned.
Tip: You can change this selection at any time. If you change it while a program is active, it will only apply to leads assigned from that point forward.
You can write an accompanying message to your team in the “Instructions” box on the right side of the screen.
Click ‘Continue’. Click ‘Save & Exit’ to save your work as a draft.
Lastly, you have the option to associate one or more products from your ticketing system with your program. Add campaign tags to see revenue for a campaign or track program status by plans/events.
Note: This step is optional. If you don’t want to add a campaign tag or track products, simply leave the campaign field blank and the products toggle turned off.
Add a campaign tag
Select the product(s) you want to track
If you are ready to activate the program, click “Activate.” To save as a draft, click “Save and Exit”.
Note: When you activate your program, each rep who was assigned leads will receive an email notifying them.