This is the first of 2 multipart tutorial series that will explain how to properly setup a few essential tools you can use to automate important parts of your business like lead managment, email campaigns and scheduling calls with potential clients.
In part 1 of the first series called ActiveCampaign And Calendly we will show you how to properly setup and connect your ActiveCampaign account to your Calendly account.
First let’s look at the different tools we’ll be connecting together. If you’re using different tools you might need to make some adaptations, but the principles and ideas still apply.
Booking Calls (Calendly)
I use Calendly for new prospects to book a call. If you’re not already using something like Calendly, I’d suggest it. It cuts down on all the back-and-forth frustration when trying to schedule a call. You put in your availability once, then all you have to do is send people a link to your calendar and let them pick a time. No more going back and forth to find a time that works for you and the other person. No more trying to calculate time because someone’s in a different time zone. Calendly takes care of all of that.
To be most effective, you’ll want to sync it with whatever calendar system you use (like Google Calendar). Then, not only will it automatically put new calls on your calendar, but if you have other appointments scheduled it won’t let people book calls for those times.
CRM (Active Campaign)
I use Active Campaign for my email marketing and CRM. You must have the Plus plan or above to get the CRM and sales automation features. Using a system like Active Campaign is good for a lot of things.
When someone signs up for a free report or other lead magnet on your website, you can have a series of emails automatically go out to them that starts to build a relationship with new prospects and gain their trust.
If you need help coming up with what to send new prospects, there’s a free tool called Drip Scripts that has templates for follow-up emails. So follow-up emails are great, but in this example we’ll be focusing on another tool in Active Campaign called Deals.
Deals are used for keeping track of important prospects and moving them along a path toward the goal you want. For example, if you’re trying to get investors for your deals, you’ll want to move them toward the goal of actually investing with you.
What if I’m using a different CRM or scheduling system?
The first thing to do is check with your CRM and see if it says it integrates with Calendly or whatever scheduling system you’re using. Fortunately, Active Campaign integrates with Calendly by default, so connecting them is relatively easy.
Active Campaign connects with over 270 other apps and tools. Other CRMs usually have built-in integrations too. If you’re using systems that don’t integrate by default, it doesn’t mean it’s not possible to connect them. There’s a great tool called Zapier.
Zapier basically just connects things together that weren’t specifically designed to be connected. It basically acts as a middleman. The two services you’re trying to connect both need to be capable of connecting to Zapier. Zapier takes information from the first service and you tell it where that information should go in the second service.
Connecting Calendly with Active Campaign
There are 2 different ways you could connect Calendly with Active Campaign. If you’re the only person in your Calendly account, you can use Active Campaign’s built-in tool for connecting. But if you have a team of people in your Calendly account who people can book calls with, their built-in tool won’t work, at least not as of this writing. I spent over an hour in a chat with their support to learn that.
If you’re the only person in your Calendly account (as opposed to having other team members), follow the instructions that follow. Otherwise, instructions for connect a team’s calendar will follow.
I only need to connect my personal calendar.
I need to connect my team’s calendar or want more control over the integration.
Connecting your personal Calendly calendar to Active Campaign
Log in to Active Campaign, and in the menu you should see “Apps”. Click that.
There are hundreds of apps you can connect with. You can search for your app or you can find it by category.
Calendly is listed under the Event Management category, or you can search for it. When you find it, click it.
Next, there should be a “Connect Account” button in the top right. Click that.
Next there should be a big button to click that says “Connect to Calendly”. Click that.
If you’re already logged in to Calendly, this may happen automatically. If not, you may need to log in.
Next you should see a list of your calls:
Click a meeting type that you’d like to set up.
Next you’ll be asked which field at Calendly corresponds to the email field at Active Campaign.
You’ll need to select the email field on the Calendly side.
If you have any other pieces of information you’d like to be sent from Calendly to Active Campaign, this is the time to set that up.
Click the “Add field mapping” link on the page to add additional items. You’ll probably want to add the person’s name at least.
When you’re finished, click the Save button.
That’s it! If you need more help on this process, here’s a more in-depth article: https://help.activecampaign.com/hc/en-us/articles/360010946759-how-to-connect-calendly-to-your-activecampaign-account?_ga=2.192816366.59623354.1583339613-154276856.1573390412
Ready to start setting up automations between ActiveCampaign and Calendly? Follow this tutorial.