Now we need to create an Automation in Active Campaign so that things will happen when a contact gets the tag we specified.
We’re going to need 2 automations: one for sending messages to the person who books a call to remind them about the call so they show up and are prepared, and another automation for creating a Deal so we can keep track of where this person is at and not forget about them.
Fortunately, Active Campaign makes this easy by creating “recipes” you can import into your account.
There is one called, “Calendly: Send Out Pre-Meeting Information (Automation Recipe)”. You can find that here:
On that page, just click Import recipe.
After clicking that button you should get a confirmation like this:
While we’re at it, let’s go ahead and add the recipe for creating a deal.
Here’s the recipe for that:
Follow the steps above to import it to your account.
Now click “Go to your automations”. Or you can just click the Automations icon.
If you clicked the button on the previous step, it will take you to the screen to Create an Automation. If you got here by just clicking the Automations menu item, you’ll need to click “Create an automation” at the top of the screen.
On the next screen we’re selecting a “recipe” to start with for our automation.
The easiest way to find what we’re looking for is to search for Calendly in the search box at the top.
Let’s start with our automation for when someone signs up for a call to trigger sending them information to make sure they show up on the call. Find the recipe called “Calendly – Pre-Meeting Information and click it.
Next click Continue.
Next you should see the Automation Setup Wizard.
Click Get Started.
This wizard will guide you through a few decisions that need to be made.
Find the email called “Some Information Before Our Meeting” from the drop-down menu and click Next.
The next step is basically the same, so just find the same email from the drop-down menu and click Next.
On Step 3, you’re configuring who will be notified that the person who scheduled a call has opened the email. We’ll get into this more later. You also configure the settings for who the email is coming from. This should probably be an email at your own domain name and not at a free email account like Gmail etc.
For the “Send to” field, enter whatever email address you want the message to be sent to.
As the instructions say, you can use the tag %DEAL_OWNER_EMAIL% if you want it to go to whoever owns this “Deal” in ActiveCampaign.
However, if no Deal has been created yet, and in my case it hasn’t, or if you’re the only one who will be receiving these, just enter your email address.
Don’t worry, you can change these settings later.
Now you should end up on the overview screen for this automation. You’ll need to set things up how you want them here. I’ll walk you through it.
First you’ll want to click the first item, which starts with “Tag” and will say something about Calendly, like “Tag calendly-integration-First-Touch is added”.
The first item, the Tag, is very important. If you get this wrong, your automation will never get triggered and nothing will happen.
If you’re using the built-in ActiveCampaign integration for Calendly, which means you’re only syncing your own personal calendar and not a team calendar, you can probably leave this as it is, which is something like “calendly-integration-First-Touch”.
But if you’re working with a team calendar like I am and you’re using Zapier to sync with Calendly, you’ll need to change the tag.
If you defined a specific tag in Zapier, you’d want to use that. I set mine up where it matches the name of the event that was scheduled. In that case, you’ll want to log in to Calendly and look at the names of the event you want to set this up for and make sure it matches exactly.
In the example below, I set mine to “FREE Consultation”.
The “Runs” field has to do with whether this automation should be activated only once per person, or if a person were to sign up multiple times if you’d want the automation to be triggered every time.
Since this is connected to booking a call and someone could potentially book a call with you multiple times, you’ll probably want to set this to “Multiple Times”.
Click the “Save Start” button to save this step.
Now we’re back to the automation overview screen. If you have other call types that you want to trigger this same automation (and you’re using Zapier to make the connection), you’ll want to click “Add a new trigger” and set it up for each additional tag that should trigger this automation. In my case, I have calls for different purposes, so I wouldn’t want this exact automation to get triggered again. Instead, once I’m finished setting this up, I would make a copy of this automation and tweak it for the additional call types.
The next step is to put in the message you want to go out to someone after they’ve booked a call.
Click the next step that says: Send an email “Some Information Before Our Meeting”
A popup should appear with the name of the email that should be sent. It should be defaulted to the one we selected in the setup earlier called “Some Information Before Our Meeting”. Click Edit.
You’ll be creating a new email. The first step is to select the template for this email. You can find a suitable email, or if you have a template you’ve created previously you can use that. When you hover over one of the templates you’ll have two options: Preview or Use this template. Preview any of them you need to until you find the one you like.
Once you find a template you like, click “Use this template”.
Next you’ll need to set up sender details. That’s the name your email is coming from, the email address it’s coming from, and the subject.
It’s up to you how you set this up. The email address it’s coming from should be at your domain name rather than a free email account like Gmail, etc.
The subject line should let the person receiving it know it’s in connection to your call with them and that they need to open it in advance.
I’m going to use “about our call…”
Next you’ll need to put in the content of the email that you want people to receive. It’s up to you what you want it to say.
In my case, I’m letting people know what they should do in advance to make the call more efficient. Since it’s going to be a Zoom call, I recommend they install the application in advance and make sure they’re at their computer at the time of our call.
Once you’re finished, click the little gear icon in the upper right corner to configure a few more settings for the email.
There is one main setting I’d recommend changing here – the Preheader text.
When you look in your inbox, this is the text that shows up after the subject line. It’s like a preview of your email. If you don’t customize this, it will just automatically be the first line or two of your email, but that may not be compelling enough to get someone to open the message. So it’s a good idea to customize it. When you’re finished, click the Close button at the bottom of this window.
Now we’re ready to proceed. Click the Next button in the top right.
The next screen is the Campaign Summary. Double check that everything looks how you want it.
If so, click the Finish button in the top right.
Now you should be back to the overview of the automation. It should be good to go, but let’s just double check.
This automation gets triggered when our tag gets added. Good.
The first thing that happens is an email goes out to the person we’ll have the call with to give them information they should read before the call so they can be prepared.
Next there is a waiting period of up to 3 days. You can change this time period if you want.
If, within 3 days, the person opens the email, the person you designated will get an email to let them know. If not, the automation ends.
Let’s click the “Notify” message that goes out under “Yes” in the automation.
We configured some of these settings earlier, but you may want to tweak it.
You can specify any additional people who should be notified when the person opens the email.
You can change the subject line of the notification message. You can also customize the content of the message.
By default it will include the person’s full name.
If you want, you can check the boxes at the bottom to include a link to the contact, which means you’ll go to their record in Active Campaign. It can also include any additional fields in Active Campaign as part of the message. It’s up to you, but I like having all the information I can get before a call.
When you’re finished, click the Add button.
Great! Now you’ve set up an automation to help prepare people before you have a call with them. Will it guarantee people will show up prepared? Nope. But it will help!
Next let’s set up an automation so that when someone books a call, a Deal will get created in Active Campaign.
Deals provide a way to track the progress of a prospect. This way no one is falling through the cracks after a phone call.
You can also adapt these steps to move someone to the next stage in a “Deal” if you’re doing calls with someone who is already in a Deal.