Procedure: Setting up and Updating Workshops

What’s needed to accomplish this action:

• Access to the Event Management Dashboard (Google Drive)
• Username and password for WordPress
• Username and password for Infusionsoft
• Ability to edit and add to the Master Calendar (Google Calendar)

Step One: Web Page and Registration Form

Web Page

1. First, you must sign in to the backend of WordPress.
   • URL: https://my.influentialu.global/wp-admin/
2. Now locate the workshop web page that you’d like to update.
   • The URL naming protocol is as follows: my.influentialu.global/workshop-LOCATION
     • I.E. /workshop-ventura
   • You can also find the workshop web page by searching the website and WordPress, or by visiting the Workshops Page and using the map.
3. The details that need to be reviewed include: day of the week, date, time, location, address, map embed HTML, event leader. Basically, match the details to what is included in the Event Management Dashboard.
   • Note: inspect the day/date to ensure that this is accurate (i.e. Tuesday 4 August vs Wednesday 4 August)
   • Furthermore, also inspect the date format:
     • Use the “Tuesday, 4 August” format international events and the “Tuesday, August 4” format for U.S. events

• NOTE: Also take a look at the SEO and Social details found in the “Yoast SEO” portion and make sure they reflect accurate details.

Store Locator Map Plugin

This plugin is used to display the map found on the workshops page. This plugin includes the venue, address, and specific coordinates for each of the workshops, conferences, and speaking engagements.

1. First, you must sign in to the backend of WordPress.
   • URL: https://my.influentialu.global/wp-admin/
2. Find the “Store Locator” plugin located on the left menu bar.
3. Now scroll and find the specific workshop location you’d like to edit and click on it.
4. To edit the address and details, scroll down to “Store Details”
5. Enter the correct information and then click “Save”
   • NOTE: You must delete the latitude and longitude coordinates before saving. If you don’t the map coordinates will not update to reflect the new address you entered.

If the venue is not yet confirmed, enter “Venue TBA” for the first address line and only enter the city and the country. You’ll have to come back and update this information once the venue has been confirmed.[vc_toggle title=”Video Tutorial for Setting Up / Updating Web Page” el_id=”1524605387364-934b4eb2-248f”][/vc_toggle][vc_toggle title=”Video Tutorial: Setting Up / Updating Google Map Embed” el_id=”1525899321364-c9682b2a-fd2f”][/vc_toggle]

Registration Form

1. To begin updating the registration form for the workshop page, go to: WordPress Dashboard > Forms > Infusionsoft > Now locate the form
   • Form naming protocol: Workshop City
     • Examples:
     • Workshop Chicago
     • Workshop Takapuna
     • Workshop Ventura
2. First, we’ll need to update the data included in the form:
   • Make sure the following info matches up with the Event Management Dashboard:
     • Workshop Date
     • Day and Date
     • Hidden Field – Date
     • Scheduled Time
     • Venue
     • Workshop Address
     • MAP link
     • Hidden Field Owner
     • Note: the Owner is the Client Manager accountable for the sales territory vs the event leader.
   • IMPORTANT: Also check the field for phone number and make sure that the format is appropriate for an international or US number depending on where the location is.
   • Also, make sure that the appropriate Entry Tags are checked:
     • “Workshop Registered”
     • “Workshop LOCATION”
     • “LOCATION”
     • An example of the Ventura Workshop would be:
       • “Workshop Registered”
       • “Workshop Ventura”
       • “Ventura”

IMPORTANT: If the date or venue has not yet been confirmed, use Gravity Form 693 (Workshop TBA) for the time being. Once the date and venue have been confirmed replace with the appropriate form number.[vc_toggle title=”Video Tutorial: Editing Registration Form” el_id=”1524605487840-396924a1-c7c6″][/vc_toggle][vc_toggle title=”Video Tutorial: Setting Up / Updating Google Map Short URL” el_id=”1525899365242-98f85e7e-e175″][/vc_toggle]

Step Two: Infusionsoft Campaigns

Workshop Registrations

1. Sign in to Infusionsoft and navigate through the following:
   • Marketing > campaign builder > and search for “workshop registration” > select that campaign
2. Near the bottom, you’ll find various sequences with particular cities associated with them. Find the location you’re working on and double-click the “City date” sequence.
3. Now double click “set field value” and make sure that the correct date is included for the workshop.

[vc_toggle title=”Video Tutorial: Workshop Registrations” el_id=”1524606461350-2bebe893-4db5″][/vc_toggle]

Workshop Invitations

1. To update the other campaign associated with workshops, we’ll need to navigate through the following to do so:
   • Marketing > campaign builder > and search for “workshop invitation” > select that campaign
2. Now you should see a visual layout of the campaign funnel
3. Locate the invitation email sequence for the particular location and double-click
4. Now double-click on “invite 1” and review/edit details and links
   • Note: be sure to update the email subject line for the accurate date
5. Do the same for invites 2 and 3

[vc_toggle title=”Video Tutorial: Workshop Invitations” el_id=”1524606488764-abef9f0c-b42b”][/vc_toggle]

Launching Workshop Invitation Campaign

1. To update the other campaign associated with workshops, we’ll need to navigate through the following to do so:
   • CRM > Contacts

[vc_toggle title=”Video Tutorial: Launching Workshop Invitation Campaign” el_id=”1525805554372-5c57e2ec-d0ef”]Video embed coming soon…[/vc_toggle]

Saved Lists

1. Sign in to Infusionsoft
2. Locate “Contacts” in the top menu, which can be found underneath CRM
3. You’ll now see a page where you can search for contacts based on different criteria
4. Click on the tab “Custom Fields”
5. Now scroll all the way down to the field for “Workshop Date”
6. In that field enter the same information that you used when setting up the registration form in Step One.
   • For example: June 4 – Multnomah Athletic Club – Portland
7. Now click the “search” button to see the results.
8. You should see the account that you used to test the form included in the results. If not, then you’re doing something wrong and should refer to the instructions and retry.
9. Now click “save” and name the list.
10. We use the  naming protocol: Jan 1 LOCATION
    • For example:
      • May 12 Portland
      • Dec 13 Los Angeles
      • Aug 29 Auckland
11. Before you save the list, make sure that it will display for everyone.

[vc_toggle title=”Video Tutorial: Saved Lists” el_id=”1524606510405-9ffc1085-d6c4″][/vc_toggle]

Territory Sorter

NOTE: This particular Infusionsoft campaign will not always be included in setting up or updating a workshop. This campaign only comes into play when we’re doing a workshop in a new territory in an area that we have not done a workshop in previously.[vc_toggle title=”Video Tutorial: Territory Sorter Campaign” el_id=”1524606532441-370428fa-33e1″]Video embed coming soon…[/vc_toggle]

Step Three: Master Calendar

1. Sign in to the Influence Ecology Google Calendar for “Webinar Schedule and Events”
2. Find the most recent event in the same location and click on “More Details”
3. Near the top of the edit event view, you’ll see the option to “duplicate the event.” Select that option.
4. Now update the calendar event to make sure that all of the details are up to date and correct.
5. Click “Save”
6. Now double calendar event by visiting the customer dashboard on the Influence Ecology website. This is where we direct customers to find the calendar.

[vc_toggle title=”Video Tutorial: Master Calendar” el_id=”1524763472132-213b1d10-1d65″]Video embed coming soon…[/vc_toggle]

Step Four: Test and confirm everything is working properly

Complete the registration form, open notification emails, check links, from field, subject line, etc.[vc_toggle title=”Video Tutorial: Testing Registration Form” el_id=”1525974667847-e7827da8-a5b6″][/vc_toggle]

Step Five: Monitor Registrations

1. Monitor the workshop registrations by taking a look at the saved list you set up in Step Two on an intermittent basis.
2. Also, in Step Two, you set up the Workshop Invitation campaign and scheduled the invitation emails to be sent on three separate dates. Check the save list for the workshop after those send out dates to see if registrations are being accrued.
3. You can also double check and/or monitor registrations by looking at the Gravity Forms entries log for the registration form you set up in Step One.

[vc_toggle title=”Video Tutorial: Monitoring Registrations” el_id=”1524763615126-a4081a00-f549″]Video embed coming soon…[/vc_toggle]

Step Six: Post Event/Workshop

This portion involves all of the action that takes place after the workshop has concluded.

1. Post-event
   • Updating the webpage for the next event in that location within 24 hours post the last event.
   • Refer to Step One for directions on how to update a webpage.
   • If the venue contract has not been signed yet per the Event Management Dashboard, you should include the verbiage “Venue to be announced.”
   • IMPORTANT:
     • If the workshop venue is TBA, then you MUST use the Gravity Form ID 693
     • This form will collect registration until we have a confirmed location.
2. Updating the Infusionsoft campaigns within 24 hours post the last event.
3. Deleting the list 3 months after the event date.

[vc_toggle title=”Video Tutorial: Post Event Process” el_id=”1525878647531-f2fc499e-cbdf”]Video embed coming soon…[/vc_toggle][vc_toggle title=”Video Tutorial: How To Delete A Saved List” el_id=”1525878662296-bd52595a-20d3″]Video embed coming soon…[/vc_toggle]