RMRS

STANDARD OPERATION PROCEDURES (SOPs)

SOP | How to Schedule Facebook Bots on ManyChat

Facebook Bots

Drafting

  • Login to manychat.com and click Broadcasts > New Broadcast.
  • Select I want to start my broadcast with… ‘Messenger‘
  • Where it says ‘Content’ at the top, type in the date of the broadcast and a word or two to identify the topic (Example: Nov. 1. Tie Types).

Writing

  1. Write a question or engaging statement that requires an answer where it says ‘Click to add text in the sidebar’
  2. Add a button with a possible answer as the Button Title (<20 characters)
  3. Click ‘Send message’ and write a message about the video
  4. Add a button with a CTA (e.g. ‘watch now’, ‘let’s see!’) as the button title (<20 characters)
  5. If ready, put video URL where it says ‘Website address’
  6. Add a button with a second possible answer as the title (<20 characters). Repeat steps 3- 5.
  7. Add a third possible answer the same way if wanted. Repeat steps 3-5.
  8. Check the message says ‘✓ Saved’. Your draft will be saved automatically.
  9. In Content Team Schedule Spreadsheet, under ‘FB Bot’ column type ‘drafted’ and change colour to orange.

Scheduling

  • Paste URLs into answers where it says ‘Website address’
  • Click ‘Go Next’ and keep ‘Subscription Content’ selected
  • Under Schedule Broadcast select ‘Schedule for later’
  • Select publication date (double-check in InfluenceKit)
  • Select publication time in YOUR time zone.
  • Click ‘Schedule Message’
  • In Content Team Schedule Spreadsheet, under ‘FB Bot’ column type ‘scheduled’
  • (If email, bot, and push notification are all scheduled) Comment in IK tagging Gavin and Sam to notify them that all posts are scheduled
  • No amends after Sam checks it unless absolutely necessary.
  • Had to change something? Notify him to check again!
… Read the rest

SOP | Updating Email, Push & FB Bot Stats Spreadsheet

The following is the standard operating procedure for updating the spreadsheet: Email, Bot & Push Notification Stats

 

To update the Email Stats (total sent, open rate & click rate):

  1. Open up the RMRS InfusionSoft website.
  2. Select the icon in the top-right corner and click “Email and Broadcasts” under Marketing.
  3. Select “Email and Broadcasts” from the menu below the word “Marketing”.
  4. Select “View Email Broadcasts”.
  5. Hold Control (Windows)/Command (Mac) on your keyboard and select “Antonio Centeno”, “Antonio Centeno” and “Olena Centeno”.
  6. Click “Search”.
  7. Under “Date”, find the email you are looking for.
  8. Under “Status”, check that it says Sent.
    1. “Stopped By User” means that someone has stopped it, either to edit and reschedule it or to cancel it.
    2. “Scheduled” means email is scheduled to be sent.
  9. Under “Total”, you will see the total number of recipients. Fill this information into the spreadsheet under “Total Sent”.
  10. Under “Report”, click View.
  11. Here you will see the open rate percentage (opens) and click rate percentage (clicks). Fill this information into the spreadsheet under “Open Rate” and “Click Rate”.

To update the Email Stats (number of clicks):

  1. Open up the RMRS InfusionSoft website.
  2. Select the icon in the top-right corner and click “Settings” under CRM.
  3. Click Tags from the menu below “Contact & Company Settings”.
  4. In the “Search” box, type in the date of the broadcast sent following this pattern: first 3 letters of month – day – year (–##).
    1. For example, if an email was sent on September 15, 2018, you would search: sep-15-18.
  5. Under “Number of People”, click Show Number to see the number of clicks.
    1. Tags ending in -video indicate number of clicks to video. Fill this information into the spreadsheet under “Clicks to Video”
    2. Tags ending in -sponsor indicate number of clicks to sponsor. Fill this information into the spreadsheet under “Clicks to Sponsor”
    3. Tags ending in -rbu or  -rebrandu indicate number of clicks to ReBrandU. Fill this information into the spreadsheet under “Clicks to Sponsor” as “# RBU”.

 

To update the Facebook Bot Messenger Stats:

  1. Login to Manychat.
  2. Click on ‘Broadcasting’ on the left.
  3. Scroll down to ‘History’ and find the chatbot that was sent the day you need to update the stats for. (Ignore the ones that say ‘YouTube Post’.)
  4. Under “Sent” you’ll see a number. Put that in the ‘Total Sent’ column.
  5. Under “Read(%)” you’ll see a number
… Read the rest

SOP – Scheduling and Sending Push Notifications, Facebook Bot Messages

Systems we use for push notifications:

https://subscribers.com/

https://app.onesignal.com/

Watch video tutorial:

 

Platform we use to send out FB Bot messages (broadcasts):

https://manychat.com

There is no username and password for Manychat – user should be added admin or editor in order to created and send.

Watch video tutorial:

… Read the rest

How To Check Email, Bot, And Push Notification Stats

Don’t worry – this takes a long time to explain, but it’s really quick to do!

  • Here’s the stats spreadsheet (we only care about the tab ‘Broadcasts from INFUSIONSOFT’ – everything else is old info and no longer updated).
  • Check broadcast stats at 7am CST on Sunday, Monday, Wednesday, and Friday (24 hours after each video goes live). Set an alarm to remind yourself!
  • Check subscriber stats at 7am CST on Mondays, right after broadcast stats.

Checking Broadcast Stats

  • Add a row at the top of the spreadsheet and put YESTERDAY’S day and date in the first column.
  • Login to keap.com.
  • Go to Email & Broadcasts > View Email Broadcasts and click Search.
  • Find the email that was sent 24 hours ago and click View.
  • Put the email subject line in the Subject column on the spreadsheet.

Fill in the blue ‘Email’ section.

  • Right under ‘Broadcast stats’ you’ll see ‘Total delivered’. Put that number in the ‘Total Sent’ column.
  • On the next line down, look to the right and you’ll see the open rate (it’s a percentage). Put that in the ‘Open Rate’ column.
  • Look another line down and you’ll see the click rate (also a percentage). Put that in the ‘Click Rate’ column.
  • If yesterday’s video had no sponsor or article: look to the left and you’ll see ‘Clicks: Unique’. Put that number in the ‘Clicks To Video’ column.
  • Otherwise: Mouse over the green logo at the top left and you’ll see a drop-down menu.
  • Under ‘CRM’ click ‘Settings’.
  • On the left, click ‘Tags’.
  • Scroll down till you see the tags for yesterday’s email. They’ll be ‘[date]-Video’ and either ‘[date]-Sponsor’ for a sponsored email or ‘[date]-Article’ for an unsponsored one.
  • Click ‘Show Number’ beside each one.
  • Put those numbers in the ‘Clicks To Sponsor’, ‘Clicks To Video’, and/or ‘Clicks To Article’ columns.
  • If your email took an unusually long time to deliver, the numbers will be lower than usual. Put ‘AR 25‘ in red in the ‘Weekly Net Subs’ column so we know why.

Fill in the green ‘Facebook Bot’ section.

  • Login to Manychat.
  • Click on ‘Broadcasting’ on the left.
  • Scroll down to ‘History’ and find the chatbot that was sent yesterday. (Ignore the ones that say ‘YouTube Post’.)
  • Under ‘Sent’ you’ll see a number. Put that in the ‘Total Sent’ column.
  • Under ‘Read(%)’ you’ll see a number with a percentage in brackets.
… Read the rest

How To Double Check Emails, Facebook Bots, & Push Notifications

If you’d like some checkboxes to help you follow this, see the ‘Daily Checks’ tab here.

Check IK and see what’s due to publish next.

Ideally, you want to do this between 1 and 24 hours before it goes live. If you do it too far in advance you might miss last-minute changes.

Email

  • Login to keap.com and click Email & Broadcasts > View Email Broadcasts > Search.
  • Is nothing scheduled that SHOULDN’T be? (2+ possible videos in the same day on IK = schedule nothing for that day)
  • Is the next one drafted?
  • Is it scheduled?
  • Is the date correct? Double check
  • Is the time correct?
  • Is the topic correct? (Check the review copy of the video in IK)
  • Are all links present and correct? No changes in IK?
  • Is the video link the short one and not the playlist?
  • Are there no spaces at the end of links?
  • If there are 2 links (e.g. video and sponsor) are both tagged?
  • Is any discount code mentioned?
  • Have you sent a test email to yourself, Gavin, and Steven and checked all links?

Bot copy

  • Login to manychat.com and click Broadcasts.
  • Is nothing scheduled that SHOULDN’T be? (2+ possible videos in the same day on IK = schedule nothing for that day)
  • Is the next one drafted?
  • Is it scheduled?
  • Is the date correct? Double check
  • Is the time correct?
  • Is the topic correct?
  • If sponsored – are there 2 steps?
  • Is any discount code mentioned?
  • If non-sponsored – is there 1 step?
  • Is the link correct?

Push notification

  • Login to app.subscribers.com and click Scheduled.
  • Is nothing scheduled that SHOULDN’T be? (2+ possible videos in the same day on IK = schedule nothing for that day)
  • Is the next one scheduled?
  • Is the date correct? Double check
  • Is the time correct?
  • Is the topic correct?
  • Is the link correct?
… Read the rest