Website Management

Website Management

Below information on Newsletters, CRM Management, Forms, Media, Export, Import, Sliders, Saving crime stats

Newsletters

Under Fluent CRM | Campaigns

View latest newsletters and select one that most matches what you want to put in this current one

Click on the arrow to the left to get an option to duplicate

• Open your duplicated newsletter and change the name at the top (edit pencil)
• Then change the body of the newsletter
• To open a new “block” hover in the space between the blocks where you want to place the block and in the centre you will get a + sign
• Click on the + and here you get all the options, eg paragraph, heading, list, image, and hamburger dots to open more options.
• If you only want to change an image highlight it and you will get an option to replace. You can then choose the image either from the media library if you’ve previously uploaded it or upload it from your computer.
• You can generally use the same newsletter for “All Businesses” however if you are uploading the crime stats from Rodney Neighbourhood Support you will need to do two newsletters.
• It doesn’t matter which one first but create your first one and then you can duplicate this exactly as the only thing you will change will be the link under the “CRIME STATS” button.
• Call one for “Members” where you will add the lastest stats. To do this –
• Open a new tab in WPEngine (note you can open as many tabs as you like, you don’t have to keep closing and opening things to work on multiple things at the same time)
• Find the lastest email from Margaret Faed from Neighbourhood Support with the Intel Crime Stat info
• In your new tab to go to “New Media”
• Upload the pdf file and then copy the url link as you need to to add to your button (when you upload you will see the url link in the right side of the screen with an option to copy)
• Go back to the tab with your newsletter and crime stat report
• Add the pdf link as the button link (and remember to change the reporting dates)
• You can then send this newsletter
• In the recipients just add “Members” List
• Done!!

Then duplicate the newsletter and change the name to “Non-Members”  and the link will go to the  “Non-Member Stat page” on the site https://businesswhangaparaoa.co.nz/business-security-and-stats-2/

This is the only change you need to do so then you can send this newsletter to list “All Businesses” and in the exclusion section, exclude “Members” (otherwise they’ll get both newsletters.

Remember if your newsletter has very close event details or lots of events in it coming up to also add the List “Invite to Events” (these are people like councillors, Local Board members and other people who aren’t necessarily local businesses but who have asked to be put on our invite list for events).

To add a second list all you do is click on the + to the right of your first List you’ve added.

All other newsletters can go to “All Businesses” which includes Members (hence why you need to specifically “exclude” them if you don’t want them to get a newsletter.

CRM Management

Fluent CRM (Contact CRM) is where you store all contact information

This will include Members and all other local business contacts you have

These contacts are divided into “Lists”, eg All Businesses, Members, Past Members, Potential Members, Invite to Events

Your Lists are then further sub-divided into Tags, eg Member categories (eg Property, Pet Services, Health, etc). Tabs can also include divisions such as Sponsors, or if you have specific contacts for a campaign (eg Marine, Buy Local or East Around the World), here is where you’ll also find divisions such as district divisions (eg Karepiro, Manly Village, etc).

Members will be in both Lists “All Businesses” and “Members”

You can export Lists or Tags from the CRM. This can be handy particularly if you need to do a mass update or each month when you want to check if your Member List is up-to-date and also to get your Member numbers for your Executive reports.

Forms

When you need a form one of the easiest ways is to "duplicate" a previous form which is same/similar. To do this -

• Hover under the form name and you get a "duplicate" option
• Duplicate and rename from the edit pencil beside the name at the top
• Then you can edit so open the form
• Often there'll be nothing you need to change in the body of the form
• Then go to the "Settings and Integration" Tab | Email Notifications
• Click on the green settings button and under Subject you'll just want to change the name of speaker or event name (this is the email notification YOU will get when someone registers so it's not essential but can throw you if you forget and it says someone has registered for an old event because you forgot to change this!!)
• SAVE
• You then need to get your shortcode which is the code in square brackets [ ] at the top right by the Preview and Design button
• Just click on it and it will copy the shortcode to the clipboard
• Then go to your event listing for the event and whereever you want to insert the form
• Click on the + and search "shortcode" | enter the shortcode and SAVE

When you want to check registrations and to download the list of attendees for the event go back into the form -

• Entries tab
• Here you can view each entry and Export

Media

This is where you can upload images and files (eg where you upload your crime stat reports and logos). You just create new and here you can also find all images which have been uploaded in the past.

If you want to copy the url of a media item to perhaps insert as a link (eg as with crime stats) you will find the url in the right column or if you are uploading new again this will be listed on the right.

All Export

When you want to export any kind of list or tab from your businesses listed under your Business tab (this is NOT the CRM contacts) go to the All Export plugin -

• New Export | Specific Post Type | Businesses
• You can filter here if you wish
• Click on the Migrate Businesses button
• Don't worry about the Configure Advanced Settings as it's set up for what you'll want
• Click on the Confirm and Run Export green button
• This will come up with a Progress screen and once this has finished
• Click on the CSV download button
• When you open your download you'll get LOTS of column options!! The only ones you'll really be interested in will be columns B (business name), then columns AH, AI, AJ, AK, AL AM, AN, AQ, AR, AS

NOTE: The Export you'll want to do to get membership dates etc for reports is the download mentioned above under CRM management.

All Import

Lists can be imported however if you wish to do this it's best to ask for Technican support as it can be very fiddly and can easily break the site but can be an excellent option if you want to make "mass" changes.

Soliloquy (Sliders)

It will be unlikely you will need these except perhaps in say a campaign or if you want to change pages and menus. They are very easy manage. If you want instructions please advise.

Saving Crime Stats

• Find the lastest email from Margaret Faed from Neighbourhood Support with the Intel Crime Stat info
• In your new tab to go to “New Media”
• Upload the pdf file and then copy the url link as you need to to add to your button (when you upload you will see the url link in the right side of the screen with an option to copy)
• Go back to the tab with your newsletter and crime stat report
• Add the pdf link as the button link (and remember to change the reporting dates)