Account Management Setup

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Beetexting

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Account Management

Manage your clients and leads with ease. Beetexting provides many features to organize and communicate with your accounts as well as stay organized with your team.

Outline

Tags

Overview

What's a tag? Tags are short descriptive words or phrases added to contact profiles. Tags help you organize your contacts and identify specific groups of contacts for sending mass messages to multiple contacts at one time.

An Example Demonstrating How Tags Work

  • A client texts you for the first time so you add a tag to their profile indicating they are a client... you add the word "client" as the tag name to their contact profile.
  • Then, a different contact who is a sales lead for your service X texts you for information, so you add the tag "Lead X" to their contact profile.
  • Next, you receive another lead from a different contact for your service Y so you add the tag "Lead Y" to their contact profile. Over time you accumulate 15 leads for service X, 20 leads for service Y, and 50 clients in your Beetexting account.
  • You decide to text all your clients at once (a broadcast message) letting them know your holiday hours and how to contact you in case of an emergency. This is when tags become really important.
  • When you create your broadcast message it asks you which tags to send your message to, and you choose the tag(s) that identify your clients. You choose the tag "client”.
  • Your holiday message sends to just your clients and not your leads because you chose the tag “client” and not the tags “Lead X” or “Lead Y”.
  • This is a simple example of the basics of how tags work. Tags are the organization system behind your contacts helping you separate your contacts into their appropriate buckets.

Make a Plan for Your Tags

Before you begin adding tags consider determining beforehand how you want your contacts organized. Tags are the most powerful when implemented with a plan. Here are some good tag ideas.

  1. Product/service
  2. Region
  3. Campaign attribution
  4. Industry vertical
  5. Marketing/deal stage
  6. Job role

How to Create a Tag

There are two ways to create a new tag.

  1. The first one is from the tags page.
    1. Open the Beetexting app on your desktop computer.
    2. Select ‘Tools’ located in the left column.
    3. Select ‘Tags’ from the top row.
    4. From ‘Tags’ select ‘Create Tag’.
    5. In the text box add the new tag name you wish to create.
    6. Select from your contacts listed below on this page at least one contact to add the new tag.
    7. Once you’re happy with the tag name and have chosen your contacts, select ‘Save’.
  2. The second is directly on contact profiles.
    1. Select a current conversation from your list of conversations.
    2. To the right of the conversation is their contact profile.
    3. From the contact profile, there is a spot for adding tags. Add a tag or two here to see how it works.
    4. Note: You want contacts to fit into similar tag names so keep these simple and not too detailed. If you want to add details, then add those details as separate tags. For instance, let's take the following details about a client... they are a client, they are located in Nashville, and they have both service x and service y from you. You could add the following 4 separate tags: "Client" "Service Y" "Service X" and "Nashville".

Managing Tags

  1. Start by selecting ‘Tools’
  2. Select ‘Tags’
  3. How to edit tags
    1. There are two ways to edit your tags. You can look through the list and click on the tag you want to edit, or you can use the search bar to narrow down your choices and then click on the tag you want to edit.
    2. Select the tag you want to edit.
    3. The next screen gives several options for managing the selected tag.
      • Update tag name: if you want to alter the name of your tag, you can change/edit the tag name here.
      • Add/remove tag from contacts: all your contacts will show at the bottom of this page. The ones with a yellow circle by their name are the ones who have the chosen tag already on their profile. To remove the tag from their profile, simply click the yellow circle turning it back to white. Use the same method to add the tag to more contact profiles – once you’ve found the contact you’d like, simply click the circle changing it to yellow.
      • Once you’re happy with the changes you’ve made, select “save”.
    4. How to delete tags
      • if there is a tag you no longer want anymore, you can delete the tag.
      • From ‘Tags’ select the tag you wish to delete.
      • On the next screen, you’ll see a red “DELETE” button. Click this button to delete the tag from all profiles and from your list of tags.

Notes

Overview

Notes allow you to keep information regarding contacts on their profiles. Useful for remembering details, account status, birthdays, anniversaries, or whatever is important to you and your customers.

How to Add Notes

  1. Open a conversation in the Beetexting app and look to the right of the conversation thread, you will see the contact profile.
  2. Below tags is a section called notes.
  3. Use this text box to write a note regarding your customer.
  4. Select ‘ADD’

Managing Notes

  1. Click on the specific note you’d like to manage.
  2. You have options to edit your note and resave or delete your note.

Schedule Messages

Overview

Write messages to your customers ahead of time and schedule them to send for a later date.

Tip: one way to use scheduled messages is reminder texts for appointments, events, seasonal info, and more.

How to Schedule a Message

  1. Schedule from your conversation.
    1. Under the conversation text box is a series of icons. The schedule messages feature is the fifth icon from the left (the little clock).
    2. Select the clock icon.
    3. A popup screen will appear. Choose the date and time you’d like your message to send.
    4. Select ‘set’.
    5. Write your message in the text box.
    6. Select ‘schedule’.
  2. Schedule from tools
    1. Open the Beetexting app on your desktop computer.
    2. Select ‘Tools’ located in the left-hand column.
    3. Select ‘Scheduled Texts’ from the top row.
    4. Select ‘Create Scheduled Text’.
    5. Choose the department you’re creating the scheduled text for.
    6. Under “Text Sent To” either enter the name of your contact or their phone number.
      1. Tip: You can add multiple contacts for your scheduled message, but the contacts will be together in a group text, not an individual one-to-one conversation. For messaging multiple contacts at once to be delivered individually, use broadcast messaging.
    7. Choose the date and time you want your message to send.
    8. If you want to send a recurring message, select ‘make this text recurring’.
    9. Choose either ‘schedule text’ or ‘save draft’.

Manage Scheduled Messages

  1. Open the Beetexting app on your desktop computer.
  2. Select ‘Tools’ located in the left-hand column.
  3. Select ‘Scheduled Texts’ from the top row.
  4. From this screen, you can manage your upcoming scheduled messages and your draft messages by selecting the ‘Manage’ button to the right of messages. From the manage section you can:
    1. Delete the message.
    2. Change the recipient.
    3. Edit the message.
    4. Edit the date/time the message will send.
    5. Change your message from scheduled to draft by selecting ‘Save draft’.

Broadcast Messages

Overview

Broadcast messages are mass messages sent through text to your customers who have opted-in to receiving text messages from you.

Similar to email marketing, you create one message and send to a large number of contacts who receive the message individually to their phone number.

Create Your Broadcast Message

  1. Create a broadcast message to your customers to communicate holiday hours, important updates, staff changes, and more. You can also use this feature for promoting an event, sale, special promotion/giveaway, etc.
    1. Start by selecting ‘Tools’.
    2. Select ‘Broadcasts’.
    3. Then select ‘Create Broadcast’.
    4. Choose the phone number line you want your broadcast to come from when you send the broadcast message.
    5. Select which tag(s) you want your broadcast message to send to. Note: you can only send broadcast messages to customers who have opted-in to receiving messages from you.
      1. If you choose more than one tag for your message, choose if you want your message to be more or less targeted.
        • More targeted means the contact profile must have ALL the tags you’ve chosen listed in their profile to receive your message.
        • Less targeted means that contacts must have at least one of your chosen tags to receive your message.
    6. Title: Create a title for your message. This will only be visible internally and will help you identify your broadcast message within the broadcast overview screen.
    7. Next, write your message. Messages have several features
      1. Personalization: If you look above the text box to the right there are options to personalize your messages with the contact’s first name and/or businesses name.
      2. Below the text box is a series of different items you can add to your messages:
        • File attachments: Add a file attachment to your message.
        • Emojis and GIFs: Add emojis/GIFs to your message for to build excitement, show personality and more.
        • Request review: If you’ve setup your request review link then you can use this request review feature in your broadcast message.
        • Business vCard: If you’ve setup your business vCard then you can use the vCard feature to send your vCard in your broadcast message.
      3. Once you’re happy with your message select the “opt-out” box for the appropriate opt-out messaging to be added to your message. You must also add the mandatory keyword HELP. Here’s an example of your opt-out language:
        1. “Reply HELP for more info or STOP to opt-out.”
        2. Note: You must create a keyword automation for the keyword “HELP”. Here’s how:
          • From the Beetexting dashboard select "Tools" in the left-hand column.
          • Navigate to "Automations" in the top row.
          • Select "Create automation".
          • Title your automation.
          • For your conditions, change the dropdown to "Message Received" and "Exactly Matches".
            • Add your keyword, “HELP”.
          • Add your action
            • Change the dropdown to "Send a reply immediately".
            • Write your reply in the text box provided: “You’re texting with [enter your company name here]! Call us at (XXX)XXX-XXXX or visit our website at [enter your website URL]. Opt-out to all messages by replying STOP.”
          • Once you're done simply turn the automation ON and select "Create".
    8. Choose when you’d like to send your message.
      1. Send now.
      2. Schedule for later.
        • Click on the date/time below this option and a popup will appear for you to choose your preferred date and time for your message to send.
    9. Choose whether you’d like your broadcast message to be recurring.
      1. If yes, then select this box. Choose how often you want your message to send from the options provided.
    10. Agree to the terms of use.
    11. Lastly, you can choose to:
      • Send/schedule your message now.
      • Save as draft.

Templates

Overview

Templates are great for creating consistent responses to frequently asked questions. When someone asks a popular question, you simply find the correct template response to send – saving you time and energy from manually typing the answer to FAQ multiple times per day.

How to Create Templates

  1. Select ‘Tools’ from the left column.
  2. Select ‘Templates’ from the top row.
  3. Select ‘Create Template’.
  4. Title your template (or internal reference only).
  5. Next, write your message. Messages have several features for engaging your recipients.
    1. Personalization: If you look above the text box to the right there are options to personalize your messages with the contact’s first name and/or businesses name.
    2. Below the text box is a series of different items you can add to your messages:
      • File attachments: Add a file attachment to your message.
      • Emojis and GIFs: Add emojis/GIFs to your message to show personality.
    3. Tip: Think through your frequently asked questions and create a template response for each one.
  6. Choose ‘Personal’ or ‘Shared’.
    1. Personal: This is a template message that only you can see and use.
    2. Shared: This is a template message that other users can also see and use.

Request Reviews

Overview

Reviews are a tremendous help in growing your business. They are also difficult to collect! Send review requests to customers easily with the request review feature.

How to Setup Your Review Site

Create an easy-to-use template to quickly send to customers with the click of your mouse. First, you need to set up your review site and template message.

  1. Setup your review site.
    1. Go to the Beetexting app on your desktop computer.
    2. Select ‘Tools’ from the left-hand column.
    3. Select ‘Reviews’ from the top row.
    4. Select ‘Add Review Site’.
      • You need at least one review site enabled in order to use the request review feature.
    5. Choose the review site from the dropdown you’d like.
    6. Add your review URL to the text box.
    7. Select ‘Create’.
    8. Repeat steps 4-6 for as many available review sites as you’d like to add.
  2. Setup Your Review Template
    1. Now that your review site is ready it’s time to add your template message to go with the link in your message.
    2. On the reviews page, select ‘Edit Review Template’.
    3. In the text box add the wording you’d like to accompany your review link.
      • Here’s an example of something to say - “Thank you so much for using our services. Will you please take a minute to leave us a review of your experience? We appreciate you.
    4. Select ‘Save’.
  3. Using Your Request Review Feature
    1. Below your conversation text box is a series of feature icons. Select the third icon from the right (speech bubble with 4 little stars).
    2. A templated message with a link to your review sites will populate the text box.
    3. You can modify the message or leave it as-is. When you’re ready, select ‘Send’.
  4. Manage Your Request Review Template
    1. You can change your template message or add/remove a review site.
      1. Go to the Beetexting app on your desktop computer.
      2. Select ‘Tools’ from the left-hand column.
      3. Select ‘Reviews’ from the top row.
      4. To edit the message, select ‘Edit Review Template’.
      5. To manage your review sites:
        • Use the toggle to turn them on/off.
        • Select ‘Manage’ next to the review site you need to edit.

Pay by Text

Overview

Send invoices to customers over text. Beetexting has an integration with the highly popular and secure payment processor, Stripe.

How to Use Pay by Text

  1. The first thing you need to do is create an account with Stripe if you don’t have one.
  2. Once you have an account with Stripe you need to link your account to Beetexting, here’s how:
    1. Go to the Beetexting app on your desktop computer.
    2. Select ‘Settings’ in the left-hand column.
    3. Select ‘My Seller Account’ in the top row.
    4. Select ‘Add Seller Account’ and follow the instructions on the connect.stripe.com website.
  3. Now that your Stripe account is integrated with Beetexting, you can begin sending invoices/payment requests through Beetexting.
    1. Under your text box in your conversation, select the 4th icon from the right (a dollar bill). This is the icon for pay by text/contactless payment.
    2. A popup will appear with three fields to complete:
      • Invoice # (optional).
      • Bill description.
      • Amount owed.
    3. Select ‘Send’.
    4. The contact will receive a link to Stripe for secure payment.
      • Here’s an example: “Thank you for your order at Demo Co! Your total on invoice# 1234 is $ 10.00. Please use this one-time, secure contactless payment link to complete your order. Thank you! https://app.beetexting.com/pb?b=Ud7o9

Calendly

Overview

The Calendly integration allows you more ways to interact with people who schedule appointments with you.

This integration expands Calendly’s functionality for you to include deeper customization, advanced SMS sequences, and the ability to manage replies.

How to Link Your Calendly Account

  1. To begin, you must have a Calendly account.
  2. Go to Calendly to create your Calendly account.
  3. Go to the Beetexting app on your desktop computer.
  4. Select ‘Integrations’ from the left-hand column
  5. Follow the steps to link your Calendly account.
  6. NOTE: If you choose the free account you have to manually update your Calendly in Beetexting.

How to Create Workflows

  1. Go to Beetexting on your desktop computer.
  2. Select ‘Integrations’ from the left-hand column.
  3. Select ‘Create Workflow’.
  4. Choose the phone line you are creating the workflow for.
  5. Under ‘Workflow Title’ give your workflow a name (this is an internal note only).
  6. Under ‘Workflow Event’ choose which event you’re creating your workflow for.
  7. Create your first trigger:
    1. Under ‘When this happens’ choose the right scenario that should kick off your workflow.
  8. Create your first action:
    1. Under ‘Do this’ choose the right action that you want to happen after your workflow is triggered.
    2. Add more actions if you would like more than one thing to happen when your workflow is triggered.
      1. For example, if you’re inviting people to a webinar then you might want to have at least three different actions happen after the workflow is triggered: a confirmation message, a reminder message, and a tag added.

Manage Your Calendly Workflows

If you have the free version of Calendly, you must manually update your Calendly account in Beetexting to show all your events. Here’s how:

  1. Go to the Beetexting app on your desktop computer.
  2. Select ‘Integrations’ from the left-hand column.
  3. Select ‘Status’.
  4. Select ‘Sync hook’ and then select ‘Sync Events’.
  5. Now you’re up to date.

View and manage workflows.

  1. From the integrations page, you can view both your workflows and past/present events.
  2. To manage specific workflows, select ‘Manage’ next to the workflow you want to manage.