List of topics

  1. introduction
  2. marketing search
    1. add other filters
    2. cross the results
    3. remove results from the search
    4. search inversion
    5. delete search
    6. view people corresponding to the search
  3. available filters:
    1. person
    2. cards
    3. CRM
    4. accounting
    5. courses
    6. classes
    7. multipacks
    8. services
    9. ProShop
    10. coupon
  4. bulk actions
    1. send email
    2. send  SMS
    3. export to Excel
    4. insert CRM task  
    5. assign/remove tags
  5. save searches
    1. manage saved searches

1. Introduction

The marketing tool is useful to apply filters in order to extract specific users that match with those filters. It will then be possible to send communications via email/SMS, plan CRM tasks or assign/unassign tags.

2.Marketing Search

Every search provides a list of of users that correspond to the filters applied. This list can be combined with other searches to futher narrow results. 


Click on Reports -> Marketing. Once the filters have been selected, click on the button


A first summary with the filtered data will appear. It will be then possible to: 


  • add other filters

    1. click on Filter and select more filters
    2. then click on
    3. the results will be the sum of all the filters applied. Example: unpaid multipacks + partially-paid multipacks
    4. please note that the results of the two searches are independent. This means that if the first search filters people with an active enrolment onto a swimming course and the second filters people with an active multipack, in the results of the first search there might be people with an active multipack as well and viceversa.

  • cross the results 

    1. after the first search, click on Filter and then select the necessary filters
    2. then click on
    3. (Example: 1st filter -> Potential Customers, 2nd filter -> assigned to the Consultant Robert) 

Difference between Adding and Crossing Results

Example: if the first search has "potential customers" as a filter and a second search is added to find people with Robert Tail as consultant, the results of the second search won't necessarily be potential customers. Therefore to find potential customers assigned to Robert, it is necessary to cross the results or apply both filters in a single search.


  • remove results from the search

  1. after the first search, click on Filter and select the required filters
  2. then click on  to remove the results of the last search from the results of the previous search
  3. Example: 1st search = CRM: users with a multipack-renewal task assigned -> click on ADD -> the results will show all the users that need to be contacted by a consultant to suggest they renew their multipack enjoying a promotional discount. Click on filter again and then on CRM and select "users with Outcome: Positive" -> click on REMOVE -> the system will remove from all the users of the first search those who accepted the renewal (CRM outcome = positive). Therefore the final results will show who are the users that did not accept to renew their multipack.



See Examples of Marketing Searches for more examples 


  • search inversion

The order of the results of a search can be inverted by using the arrows next to each search



  • delete search

It is possible to remove the results of individual searches by clicking on the Delete button next to each search in the summary of results 

  • view people corresponding to the search

Once all the filters have been applied, it will be possible to proceed by clicking on the button


A Summary will appear with the details of the users corresponding to the search. Click on Exclude to remove some entries (if required): 



3. Available Filters

 

You can filter data by: 

PERSON

  • Last Name
  • Name
  • Date of Birth:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Gender
  • Tax Code
  • Upcoming Birthdays:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • City
  • Postcode
  • Age (from - to)
  • Birth Place
  • Borough of Birth
  • Email
  • Tags
  • Mobile Phone
  • Phone Number
  • Medical Certificate:
    • Standard: user profiles with the medical-certificate field filled in
    • Empty: user profiles with an empty medical-certificate field 
  • Expiry date of the medical certificate:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Medical Certificate for Competitive Activity
    • Standard: user profiles with the medical-certificate field filled in
    • Empty: user profiles with an empty medical-certificate field 
  • Expiry Date of Medical Certificate (Competitive Level):
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Creation Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Last Access Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Expiry of the user's subscription
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Membership Card (used for Access Control)
    • do not filter
    • linked with a user profile
    • unlinked (not associated with a user profile)
  • Consultant
  • Skills 
  • Client Status:
    • active: automatic status assigned by the system to all those users who have an active subscription. Please note that users will remain active up to one week after the expiry of their subscription
    • dropped out: automatic status assigned by the system to all those users whose subscription expired and they didn't renew it (or buy a new one) within one week
    • potential client: automatic status assigned by the system to all  new users who still haven't purchased a subscription
  • Notification Authorisation:
    • do not filter
    • agreed 
    • not agreed
  • Marketing Authorisation:
    • do not filter
    • agreed 
    • not agreed
  • has referred a person:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • any additional fields that might have been created will also be visible as a filter in this section

CARDS

this section refers to card models (affiliation to a sport federation/association)

  • Card Model
  • Expiry Date
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Confirmed CSI (affiliation to the Italian Sport Center)
    • do not filter
    • yes
    • no

CRM

  • Notes
  • Targets
  • Tasks
  • Tags
  • Operator
  • Outcome
  • Date of Schedule:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Time
  • Creation Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  1. ACCOUNTING:
    • Shopping Total:
      • greater than or equal to
      • less than or equal to
    • Outstanding Payments:
      • greater than or equal to
      • less than or equal to
    • Payment Due Date:
      • do not filter
      • specify dates
      • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
    • Consultant
    • Blocked (people with a recurring payment, for example SEPA instalments):
      • do not filter
      • yes 
      • no

MEMBERSHIP FEES

this section is obsolete, therefore it is only recommended to filter membership fees, disregarding the fields that are not listed

  • Season
  • Name
  • Starting Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Expiry Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Renewal
    • Renewed
    • Not Renewed
  • Date of Sale:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Seller
  • Payment Status:
    • unpaid
    • partially paid
    • fully paid

COURSES

  • Season
  • Sub-Season
  • Facility
  • Area
  • Activity
  • Days of the Week
  • Starting Time
  • Trainer
  • Renewals:
    • clients who renewed their subscription
    • clients who didn't renew their subscription
  • Package (course sold)
  • Tags
  • Skills
  • Returned (refunded courses)
    • do not filter
    • yes
    • no
  • Date of Sale:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Seller
  • Sale Price
    • greater than or equal to
    • less than or equal to
  • Payment Status
    • unpaid
    • partially paid
    • fully paid
  • Med. Certificate Required:
    • do not filter
    • yes
    • no
  • Med. Certificate for Competitive Activity Required:
    • do not filter
    • yes
    • no
  • Card Required (affiliation to a sport federation/association):
    • do not filter
    • yes
    • no

CLASSES

  • Season
  • Sub-Season
  • Facility
  • Area
  • Activity
  • Days of the Week
  • Starting Time
  • Trainer
  • Date of Classes:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Booking Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Tags
  • Skills
  • Booking Channel

MULTIPACKS

  • Name
  • Activity
  • Multipack
  • Price-List Rows
  • Starting Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Expiry Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Date of Sale:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Seller
  • Payment Status:
    • unpaid
    • partially paid
    • fully paid
  • Sale Tags
  • Remaining Credit:
    • greater than or equal to
    • less than or equal to
  • Returned (refunded multipack):
    • do not filter
    • yes
    • no
  • Med. Certificate Required:
    • do not filter
    • yes
    • no
  • Med. Certificate for Competitive Activity Required:
    • do not filter
    • yes
    • no
  • Card Required (affiliation to a sport federation/association):
    • do not filter
    • yes
    • no

SERVICES

  • Service
  • Activity
  • Resource
  • Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Customers:
    • do not filter: the system will show among the results all customers that are booked in to take part in a service
    • Main Customer: the system will only show among the results the customers that are responsible for the booking of a service, therefore additional participants will be excluded from the search
    • Participants: the system will only show among the results the customers that are additional participants, therefore customers responsible for the booking will be excluded from the search

PROSHOP

  • Activity
  • Items
  • Date of Sale:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Seller
  • Sale Price:
    • greater than or equal to
    • less than or equal to
  • Payment Status
    • unpaid
    • partially paid
    • fully paid

COUPONS

  • Coupon Type
  • Used:
    • do not filter
    • yes
    • no
  • Beginning of Validity:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • End of Validity:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today
  • Redemption Date:
    • do not filter
    • specify dates
    • difference of days in comparison with today: 0 = the current day, the minus before the number calculates days in the past e.g. from -7 to 0 -> from seven days ago to today


4. Bulk Actions

The options available are the following:

Email  -> send an email to the selected users. Requirements:
  • valid email address registered in the user profile (through the Edit button under the picture in the user profile)
  • through the Edit button under the picture in the user profile, the option to receive marketing notifications must be accepted

SMS -> send an SMS to the selected users (please click hereto know more about the purchase of SMS). Requirements:
  • valid number registered in the user profile (through the Edit button under the picture in the user profile)
  • through the Edit button under the picture in the user profile, the option to receive marketing notifications must be accepted

SMS length: an SMS message that does not contain special characters can contain up to 160 characters including spaces and line breaks. If this number is exceeded, the credit deducted will be 2 messages. Also you need to pay attention to the presence of special characters. Their presence in the message can reduce the number of characters available as they are counted double. The special characters are as follows: 


Excel -> export data to MS Excel
CRM -> Add CRM task: 

The system will ask to select the type of target and then, after clicking on the "Next" button, it will be possible to create a CRM task.


Tags -> see the manual: Add/Remove Tags



5. Save Searches


 

After the filters have been applied, searches can be saved by clicking on the corresponding button.  

Why is it useful to save a search? Searches can be used at a later time without having to set all the filters again e.g. Multipacks expiring in 30 days from today (search to be launched at the beginning of the month).


A name and a description of the search are required.


Once the search has been saved, it will be available in the corresponding section. Just follow the steps below to launch the search at any time:

  1. click on Reports->Marketing
  2. click on Saved Searches
  3. select the required search (a description and a summary of the filters will appear below)
  4. click on Add to launch the search



Manage Saved Searches


You can also find saved searches in Reports -> Back Office -> Management of Marketing Searches, where you can see all the saved searches with the corresponding creation date and user. From this window you will be able to store or delete them.