Background
Suppose while reviewing leads in eTrigue, you find leads that might benefit from receiving a dedicated 1-1 email. In some cases, you might want to follow-up with a lead by interesting them with additional content which can lead to increased engagement. Or perhaps you were able to hit it off with your lead and wanted to schedule a meeting on the fly with him or her.
This special type of messaging can be achieved with eTrigue's Ad Hoc Emails and Meeting Invites.
Ad Hoc Emails behave like a traditional marketing email, but have the added benefits of being more personal. These emails can further solidify a relationship with the reader because:
- The emails are targeted. Users send emails based on templates that their Sponsor has chosen specifically for the purpose of 1-1 emails.
- The emails include a space for personal messages. Users can add an optional custom message.
Separately, Sales Development Representatives (SDR) or Business Development Representatives (BDR) can set meetings with your team members and the recipients through Meeting Invites.
Special Note: If you are a Sponsor Administrator that would like to create messages for usage with Ad Hoc Emails, please refer to this resource to help you create an email message. After you have created the email message, open its Properties tab and then share it with your designated partners. Once shared, the email message will be available for selection when users send an Ad Hoc email. |
How to Send Ad Hoc Emails
There are 4 ways to initiate an Ad Hoc email:
- Log into eTrigue and open up a Lead or Prospect individually. Click on Send message button.
- Log into eTrigue and view your lead listing. Users can then select up to 25 leads as recipients, and then click on the Send message button.
- Log into eTrigue and view your prospect listing. Users can then select up to 25 prospects as recipients, and then click on the Send message button.
- Via a Prospect Snapshot, click on the Send message button (requires you to login).
- After initiating a message via the Send message button, choose Ad Hoc Email.
- Under Send Email on Behalf of, choose the Partner Sales Rep or Call Center that will appear as the email's sender (i.e. the sender "From").
- Under Cc, choose up to 5 additional users that will receive a copy of the ad hoc email that you are sending.
- Under Email Message (template), choose the message template that will be used for the body of the email.
- Under Subject, provide a subject line for the Ad Hoc email.
Note: This input will automatically fill in with the message template's pre-defined subject line, but users can adjust the subject line if desired. - Under Personal Message, provide a personal message to the email (optional).
If your email message supports a personal message, users can add a custom message to be included with the email. The provided text will insert where [[personal_message]] appears.
On the right hand side, there will be a preview of the email so that users can see where the custom message would appear. - When you have finished configuring your Ad Hod Email, click Send to proceed.
- Users will be provided with a final confirmation window. Please review this window carefully to confirm your sender, recipients, and (optional) meeting invite date.
- If everything looks correct, click "Yes, send email" to send your Ad Hoc emails.
If you need to make some adjustments, click "No, take me back" to make your adjustments.
How to Send Meeting Invites
There are 4 ways to initiate a Meeting Invite:
- Log into eTrigue and open up a Lead or Prospect individually. Click on Send message button.
- Log into eTrigue and view your lead listing. Users can then select up to 25 leads as recipients, and then click on the Send message button.
- Log into eTrigue and view your prospect listing. Users can then select up to 25 prospects as recipients, and then click on the Send message button.
- Via a Prospect Snapshot, click on the Send message button (requires you to login).
- After initiating a message via the Send message button, choose Meeting Invite.
- Under Send Email on Behalf of, choose the Partner Sales Rep or Call Center that will be the meeting organizer.
- Under Cc, choose up to 5 additional users that will receive a copy of the ad hoc email that you are sending.
- Under Email Message (template), choose the message template that will be used for the body of the email.
- Under Subject, provide a subject line for the Meeting Invite.
Note: This input will automatically fill in with the message template's pre-defined subject line, but users can adjust the subject line if desired. - Under Personal Message, provide a personal message to the email (optional).
If your email message supports a personal message, users can add a custom message to be included with the email. The provided text will insert where [[personal_message]] appears.
On the right hand side, there will be a preview of the email so that users can see where the custom message would appear. - Configure your meeting's date and time.
Date: Use the calendar to choose the date of the meeting.
Duration: Choose the duration of your meeting (15 mins, 30 mins, 45 mins, 1 hour).
Time Zone: Choose the time zone of the meeting.
Location: Specify a location for your meeting. NOTE: This input will automatically fill in with a personal meeting URL if the chosen sender has one defined in their user settings.
Meeting Description: Provide a description about your meeting. For example, you can add caller details, international call numbers, or a meeting call block. NOTE: This input will automatically fill in with a description if the chosen sender has one defined in their user settings.
Topic: Provide a subject line for your meeting invite. - When you have finished configuring your Meeting Invite, click Send to proceed.
- Users will be provided with a final confirmation window. Please review this window carefully to confirm your sender, recipients, and (optional) meeting invite date.
- If everything looks correct, click "Yes, send email" to send your Meeting Invite.
If you need to make some adjustments, click "No, take me back" to make your adjustments.
Viewing Ad Hoc Email or Meeting Invite History
After Ad Hoc Emails are sent, users can find the history of sent emails by viewing the Activity tab of a lead or prospect. The activity will also include any meeting invites that were attached.
How to Update Meeting Invites
Sometimes a meeting date needs to be rescheduled or an adjustment needs to be made. If this need arises, users can update a meeting and send an email with the updated meeting information and ICS file.
- In eTrigue, navigate to Leads or Prospects, then open up your Lead or Prospect's details.
- Under the Activity tab, locate your meeting entry and click on the pencil icon to update the meeting.
- Use the provided fields to update your meeting details as desired.
- Click Save to retain your meeting changes.
NOTE: By default, the Resend meeting invite checkbox will be enabled.
When this box is checked and you click Save, the original recipient, original sender, and any user that was selected as a Cc, will receive an email notification with the updated meeting information.
If the box is unchecked, clicking Save will update your meeting with your changes, but notifications are not sent to anyone. - Click Save to retain your meeting changes.