Email Marketing

General Setup

You must set up clients to receive marketing emails before you send an email blast or automated email.

• Setting Up Clients to Receive Marketing Emails

  1. Click on the toolbar.

  The Appointments for window displays.

  2. In the Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  The client's details display.

  3. Right-click on the client's name and select Edit View/This.

  The client's profile displays.

  4. Click Edit.
  5. In the E-Mail field, type the client's email address.

  Tip:  If the client wants to receive emails at multiple addresses, type the email addresses with a semicolon after each address.

  6. Click Notify.

  The Notification Preferences window displays.

  7. Select Email Marketing.

  8. Click Ok.
  9. Click Save.
  10. Repeat Steps 1-9 for every client that wants to receive marketing emails.

   

Email Blasts

The Form Letters window allows you to send email blasts to notify clients about upcoming appointments, expiring memberships, or new promotions.  Millennium features a number of templates you can use for common scenarios, such as appointment confirmations and new member welcome notes, but you can create your own templates as necessary.

• Sending an Email Blast

  1. Select Marketing > Form Letters.

  The Form Letters window displays.

  2. Click New.
  3. Complete the following:

  1. In the Form Letter Name field, type a title for the email.

  2. Select Show Business Name to display the name of your business at the start of the email.

  3. Select Include Footer to display the contact details for your business at the end of the email.

  4. Select Exclude Missing Addresses to prevent Millennium sending emails to clients who do not have an email address in their profile.

  5. In the Email Format field, specify the format (HTML or RTF) to use for the email.

  4. Complete the following to define a client selection to use for the email blast:

  1. Click New next to the Client Selection field.

  The Client Selections window displays.

  2. Select one of the following options:

  • Use Standard Dates = Select this option if you want to use specific dates (e.g. 12/3/11 to 12/10/11).

  • Use Relative Dates = Select this option if you want to use relative dates (e.g. last month or last year).

  3. In the Selection Name field, type a name for the client selection.

  4. Select Contains Email.

  5. Select Email Marketing.

  6. Select filters to define the target audience for the email blast.

  7. Click Save and close the Client Selections window.

  The Form Letters window displays.

  5. In the Text Entry box, define the email.

  • Images = To add an image, open the image in a graphics editing program and press Ctrl+c.  Move back to the Form Letters window, select the desired location for the image using the mouse, and press Ctrl+v.

  Note:  You must save images in JPEG format before you can insert them into an email.

  • Tags = Tags allow you to insert data into your email, such as client names and appointment details.  To insert a tag, click Insert Tag and select a tag from the menu.  Once you insert a tag, the tag displays in carats (e.g. <<TODAY’S DATE>>) in the Text Entry box.

  • Text = Type text as desired.

  Note:  If you want a web site address to display in the document, type the web address in carats as follows: <<www.harmssamplesalon.com>>.

  6. Customize the appearance of the email using the formatting tools.
  7. Click Save.
  8. Click .MAIL.
  9. Click Yes.
  10. Click OK.

  The Enter Subject for email window displays.

  11. Type a subject line for the email.
  12. Click OK.

   

Automated Emails

The Automated Marketing feature allows you to send automated emails to targeted groups of clients at specified intervals.

Example:  You can set up a new client welcome email so that you stay in contact with new clients and encourage them to return.

There are two options for sending automated emails.

Option 1: Send Through Millennium

The first option is to use Millennium to define the target audience, design the email, define the distribution frequency, and send the email to clients.

Complete the following steps to send an automated email through Millennium.

1. Define a Campaign for the Email

   The first step is to define a marketing campaign to associate with the email.

   1. Select Marketing > Automated Marketing Campaigns.

   The Automated Marketing Campaigns window displays.

   2. Click New.

   3. Complete the following:

   1. In the Campaign field, type a name for the marketing campaign.

   Examples:  "New Clients 2011" or "Holidays 2011".

   2. Click the first empty field in the Campaign Strategies list.

   3. Type the name of the email you intend to send to clients and press Enter.

   Examples:  "New Client Welcome", "New Client Follow-Up", "Mother's Day 2011", or "Christmas 2011".

   4. Click Save.

   5. Proceed to Step 2 (Define the Spam Policy for the Email).

    

2. Define the Spam Policy for the Email

   The next step is to define the spam policy for the email.  The spam policy displays in the footer of automated emails and should provide clients with instructions on how to unsubscribe from receiving your emails.

   1. Select Marketing > Automated Marketing Spam Policy.

   The Automated Marketing Spam Policy window displays.

   2. Type instructions on how clients can unsubscribe from receiving your emails.

   3. Customize the appearance of the spam policy using the formatting tools on the toolbar.

   4. Click Save.

   5. Proceed to Step 3 (Define the Email).

    

3. Define the Email

   The final step is to define the content, target audience, and distribution frequency for the email.

   1. Select Marketing > Automated Marketing Manager.

   The Automated Marketing Manager displays.

   2. Click Schedule New Strategy.

   The Schedule New Campaign Strategy Wizard displays.

   3. Complete the following:

   1. In the Marketing Campaign field, select the marketing campaign to associate with the email.

   2. In the Available Strategies list, select the type of email you want to define.

   4. Click Next.

   The Form Letters screen displays.

   5. Select one of the following options:

   • Use an existing email template

     1. Click Insert Letter.

     The Select Form Letter window displays.

     2. Select the email to use.

     3. Click Ok.

      

   • Define a new email template

     1. Select Email in the Send Format field.

     2. In the E-Mail Subject field, type a title for the email.

     3. In the Text Entry box, define the email.

     • Images = To add an image, open the image in a graphics editing program and press Ctrl+c.  Move back to the Form Letters window, select the desired location for the image using the mouse, and press Ctrl+v.

     Note:  You must save images in JPEG format before you can insert them into an email.

     • Tags = Tags allow you to insert data into your email, such as client names and appointment details.  To insert a tag, click Insert Tag and select a tag from the menu.  Once you insert a tag, the tag displays in carats (e.g. <<TODAY’S DATE>>) in the Text Entry box.

     • Text = Type text as desired.

     Note:  If you want a web site address to display in the document, type the web address in carats as follows: <<www.harmssamplesalon.com>>.

     4. Customize the appearance of the email using the formatting tools on the toolbar.

      

   6. Complete the following:

   1. Click New next to the Filter Name field.

   The Client Selections window displays.

   2. Select Use Relative Dates.

   Tip:  You must use relative dates so that a dynamic date range selects the clients you want to receive the email.  If you use standard dates, the same clients will receive the email each time.

   3. In the Selection Name field, type a name for the client selection.

   4. Select Contains Email.

   5. Select Email Marketing.

   6. Select filters to define the target audience for the email.

   7. Click Save and close the Client Selections window.

   7. Click Next.

   The Frequency screen displays.

   8. Select the frequency at which to send the email:

   • Once

     1. In the Beginning on and Ending on fields, select the date when you want to send the email.

     2. In the At field, select the time when you want to send the email.

      

   • Weekly

     1. In the Beginning on field, select the date when you want to start sending the email.

     2. In the Ending on field, select the date when you want to stop sending the email.

     3. Move to the Daily\Weekly tab.

     4. In the Recur every _ weeks field, select the weekly interval at which to send the email.

     5. Select the day(s) when you want to send the email.

     6. In the At field, select the time when you want to send the email.

      

   • Monthly

     1. In the Beginning on field, select the date when you want to start sending the email.

     2. In the Ending on field, select the date when you want to stop sending the email.

     3. Click the Monthly tab.

     4. In the Day _ of every _ months fields, select the day of the month and the number of months when you want to send the email.

     5. In the At field, select the time when you want to send the email.

      

   9. Click Schedule Strategy.

   10. Click OK.

   The email displays on the Automated Marketing Manager.

   11. Select the email.

   12. Click Test.

   The Enter Email Address window displays.

   13. Type the email address you want to use to receive a test email.

   14. Click OK.

   A notification displays.

   15. Click OK once you receive the test email.

   The setup is complete.

    

Option 2: Send Through Constant Contact

The second option is to use Millennium to define the target audience and distribution frequency for the email, and use the Constant Contact web site to design and send the email to clients.  This helps you leverage the power of Millennium and the email marketing expertise of Constant Contact to keep customers and prospects coming back.

Note:  You must open an account with Constant Contact before you can use this option.

Complete the following steps to send an automated email through the Constant Contact web site.

1. Define the Email

   The first step is to define the email you want to send through the Constant Contact web site.

   1. Open a web browser and access http://harmssoftware.constantcontact.com/index.jsp.

   2. Log in as normal.

   3. Click Create an Email.

   4. Follow the instructions to define the email and make the following selections:

   • List Selection page = Select the check box next to Dummy list.

   • Delivery Date page = Select Draft in the Email Status section.

   5. Click Finish.

   6. Proceed to Step 2 (Define a Campaign).

    

2. Define a Campaign for the Email

   The next step is to define a marketing campaign to associate with the email.

   Note:  You must associate an email with a marketing campaign before you can define the target audience and frequency for the email.

   1. Select Marketing > Automated Marketing Campaigns.

   The Automated Marketing Campaigns window displays.

   2. Click New.

   3. Complete the following:

   1. In the Campaign field, type a name for the marketing campaign to associate with the email.

   Examples:  "New Clients 2011" or "Holidays 2011".

   2. Click the first empty field in the Campaign Strategies list.

   3. Type the name of the email you created through the Constant Contact web site.

   4. Click Save.

   5. Proceed to Step 3 (Configure the Email).

    

3. Configure the Email

   The final step is to define the target audience and distribution frequency for the email.

   1. Select Marketing > Automated Marketing Manager.

   The Automated Marketing Manager displays.

   2. Click Schedule New Strategy.

   The Schedule New Campaign Strategy Wizard displays.

   3. Complete the following:

   1. In the Marketing Campaign field, select the marketing campaign you created for the email.

   2. In the Available Strategies list, select the email you created through the Constant Contact web site.

   4. Click Next.

   The Form Letters screen displays.

   5. Complete the following:

   1. Click New next to the Filter Name field.

   The Client Selections window displays.

   2. Select Use Relative Dates.

   Tip:  You must use relative dates so that a dynamic date range selects the clients you want to receive the email.  If you use standard dates, the same clients will receive the email each time.

   3. In the Selection Name field, type a name for the client selection.

   4. Select Contains Email.

   5. Select Email Marketing.

   6. Select filters to define the target audience for the email.

   7. Click Save and close the Client Selections window.

   6. In the Send Format section, select Constant Contact.

   7. In the Campaign Selection field, select the email you created through the Constant Contact web site.

   8. Click Next.

   The Frequency screen displays.

   9. Select the frequency at which to send the email:

   • Once

     1. In the Beginning on and Ending on fields, select the date when you want to send the email.

     2. In the At field, select the time when you want to send the email.

      

   • Weekly

     1. In the Beginning on field, select the date when you want to start sending the email.

     2. In the Ending on field, select the date when you want to stop sending the email.

     3. Move to the Daily\Weekly tab.

     4. In the Recur every _ weeks field, select the weekly interval at which to send the email.

     5. Select the day(s) when you want to send the email.

     6. In the At field, select the time when you want to send the email.

      

   • Monthly

     1. In the Beginning on field, select the date when you want to start sending the email.

     2. In the Ending on field, select the date when you want to stop sending the email.

     3. Click the Monthly tab.

     4. In the Day _ of every _ months fields, select the day of the month and the number of months when you want to send the email.

     5. In the At field, select the time when you want to send the email.

      

   10. Click Schedule Strategy.

   11. Click OK.

   The Millennium Automated Marketing service sends details for the email to Constant Contact so that they can send the email at the specified interval(s).

   Notes:  

   • If you update the client selection for an automated email after the initial setup, the Millennium Automated Marketing service sends the updated client selection to Constant Contact the next time the service runs.  If you want to send the updated client selection to Constant Contact immediately, access the client selection on the Client Selections window, click Send To Vendor, and click Yes.

   • If a client selects to unsubscribe from the email, the Millennium Automated Marketing service deselects the Email Marketing check box in the client's profile the next time that the service runs.  This prevents the client from receiving any further automated emails.

    

Maintenance

• Unsubscribing a Client from Marketing Emails

  1. Click on the toolbar.

  The Appointments for window displays.

  2. In the Client field, type the client's name in "lastname,firstname" format and press Enter, or double-click in the field and locate the client's profile using the Quick Search window.

  The client's details display.

  3. Right-click on the client's name and select Edit View/This.

  The client's profile displays.

  4. Click Edit.

  5. Click Notify.

  The Notification Preferences window displays.

  6. Deselect Email Marketing.

  7. Click Ok.

  8. Click Save.