Quick Start Guide:
We have designed this Snapshot to be a one-stop-shop that brings together an effortlessly effective marketing strategy right inside your software. Simplicity and functionality are our primary goals, ensuring that you can easily navigate through the process. Within minutes, you'll have an operational snapshot in your hands that not only gives your clients a comprehensive breakdown of their digital marketing strategy, but also generates incredible outcomes for you.
There are a few different ways to import this Snapshot into a client’s subaccount:
You can have this Snapshot installed to start your process for Chiropractor clients
If the sub-account already exists, you can go to your Agency Dashboard and then go to Sub-Accounts. From there, find the sub-account you want to add this Snapshot to and then click the 3 vertical dots next to “Switch to Sub-Account” and select “Manage Client”. Once you have done that, you can click the Actions dropdown and select “Load Snapshot”. You will then select the Snapshot and go through the prompts.
From your Agency dashboard, you can go to Account Snapshots and then click on “Own Snapshots”. Find the Snapshot and when you hover over it, there is a button that says “Select & Create New Account”.
Once the Snapshot is loaded into a client’s sub-account, complete the following steps to make the Snapshot fully functional.
There are 12 Custom Values that should be updated for the Snapshot to be fully operational and then 6 additional custom values if you are using Zappy Chat. Keep in mind that everything can be edited, but if you choose not to make any changes, this is still a fully functioning snapshot with calendars and booking reminders, lead management automations and even a 2-year built-in nurture automation that sends weekly emails with tips.
(We recommend going through the entire Snapshot to review all of the text and email messages prior to publishing the workflows. The workflows need to be published in order for them to work.)
If you’re asking yourself, “What’s the absolute minimum I need to do for this to be a fully functioning snapshot?”, this first section has you covered. In the sections that follow, we’ll go into more detail, delving into all the goodies this snapshot has to offer.
Lead Magnet:
Request the lead magnet to go with the Snapshot if it's not already sent to you.
Funnels:
There are 2 funnels in this snapshot. Template #1 is dynamic and the logo and colors pull from the Custom Values (more on that below). Template #2 is static, meaning that the logo and colors can always be changed, but you would need to do so manually - they do not pull from the Custom Values.
Getting started:
The 12 primary Custom Values are as follows:
App URL Link: Link to your white label domain.
CRM Phone Number: When you purchase a phone number within the CRM for sending texts and making phone calls, enter that number into this Custom Value field.
Database Reactivation Offer: If you have a special offer that you want to use to try and reactivate old leads, enter the offer here.
Domain: Enter the domain you connected to the CRM (do not include the / at the end. For example, enter website.com instead of website.com/).
From Email: This is the email address you’d like for the emails in the workflows to appear to come from. The emails will actually be sent through an email service provider, but this is the email that will mask the default email.
From Name: This is the individual’s name (typically the owner) who the emails and texts will appear to come from..
Known As Business Name: This is the name that most people recognize the business as. It will be used throughout text and email campaigns. For instance, your legal company name may be “John Smith LLC” but most people know it as “Awesome Company” in which case you would enter “Awesome Company” for this field.
Primary Color: Enter your company’s primary color (typically a darker, more prominent color). Template #1 was built with #891305 as the Primary Color in mind.
Primary Logo (Dark Color): Upload your logo to the Media Library. Once uploaded, right click on the logo image and copy the link. Then, paste that link in this Custom Value field. This will automatically update the web pages and emails with your logo. This is your darker version of your logo.
Public Review Link: When someone completes the Review Request Form, where would you like for them to go to leave you a public review. Typically going to be Google Review or Facebook Review link. If you have a Google My Business Page integrated, go to Reputation Management and click Generate Link. Copy and paste that link here and new customers who said they had a positive experience will be asked to leave a Google review.
Secondary Color: Enter your company’s primary color (typically a lighter, less prominent color). Template #1 was built with #e35853 as the Secondary Color in mind.
Secondary Logo (Light Color): Upload your logo to the Media Library. Once uploaded, right click on the logo image and copy the link. Then, paste that link in this Custom Value field. This will automatically update the web pages and emails with your logo. This is your lighter or transparent style logo.
The Following Custom Values are needed if you are using ZappyChat or GHL AI Agent Bot as a conversational and booking AI bot.
AI Qualification: If you are using Zappy Chat or GHL AI Agent and want to add qualification (or disqualification) questions, you can enter them here. If the custom value is empty, the bot will proceed as normal.
Calendar ID: The ID of the calendar you would like the AI Bot to book calls on. Found by going to Settings → Calendars and then clicking the 3 dots and clicking Share. The calendar ID is the string of characters after https://lclink.co/widget/booking/
Intro Message: The Intro Message is the outbound communication that happened just prior to the AI Bot taking over the conversation. The Intro Message gives the bot context so its response is a seamless continuation of the conversation.
OpenAI Prompt: The OpenAI Prompt is where you give the AI Bot its marching orders. Typically, we will use Role, Goal, Context and Examples framework. Another framework you could use here is the CLEAR Framework, which stands for Context, Language (tone and style), Expectation (goal or deliverables), Actions (step-by-step instructions), and Restrictions (set boundaries for the bot to work within).
Robot Webhook: This is going to be the webhook URL (found after logging into app.zappychat.com) for your primary booking bot.
Robot Webhook - Nonbooking: This is going to be the webhook URL (found after logging into app.zappychat.com) for your primary non-booking bot.
Workflows:
Below is a list of key Workflows and their corresponding automation number.
Nurture Inbound Leads Into Appointments
Workflow 1.01: When a new lead comes into the CRM, this workflow will send a series of emails and texts driving the lead to schedule a time on the Intro Call Calendar.
Appointment Confirmation And Reminders
Workflow 2.01: When a new call or consultation is scheduled, this automation creates or updates an Opportunity and moves it to the appropriate Pipeline Stage. This automation also sends a series of texts and emails to confirm the appointment and remind both you and the lead as the appointment gets closer. After the scheduled appointment time, the assigned User receives an email to complete the Call/Appt/Project Result Form, where you can enter notes (for both internal use and external to email to the Contact) and schedule a time to follow-up.
Call/Appt Disposition Updates
Workflow 2.02: When the Call/Appt/Project Result Form is submitted, this automation will update the Appointment Status, Contact and Opportunity, and then send an email recap to the Contact if that option was selected on the Form.
Canceled Or No-Show Appointment Automations
Workflow 2.03: If an appointment is Canceled or the Call/Appt/Project Result Form submission indicates the Contact was a No-Show, this workflow will send a series of emails and texts to try and get the Contact to reschedule for another time.
Stale Leads Tracking
Workflow 3.02: If an Opportunity stays in the New Lead column of the Pipeline for 90 days, this automation will send them an email and text to try and re-engage them.
Follow-up Date Reminders
Workflow 3.04: If a follow-up date was requested on the Call/Appt/Project Result form submission, this automation will remind the User on that date to follow-up with the Contact.
Smart Contact Replied Alerts
Workflow 3.05: if a Contact responds via email, text, or Facebook, and the reply is not “stop,” “unsubscribe” or something negative, then this automation will notify the Assigned User via text and email. The automation is set to only notify the User every 2 hours so the User doesn’t receive an email and text for every single response from Contact.
Database Reactivation Workflows
Workflow 3.06: Use this automation to send a special reactivation offer via email and text. This automation is great if you’re importing a list of Contacts into the CRM who you maybe haven’t communicated with in a little while, or Contacts who have scheduled a call but didn’t purchase your services.
List Management
Workflow 4.01: If a new Contact is added to the CRM but is missing Name, Phone and/or Email, this automation will automatically reach out to the Contact and ask them to update their contact information. The goal here is to capture Name, Email and Phone number for every Contact in the CRM.
Workflow 4.02: This automation updates a Contact to Do Not Disturb (DND) based on the event, such as Unsubscribed, Bounced, Complained, etc.
Workflow 4.03: This automation removes all selected DND options if a Contact re-engages with you (for example, they schedule a call, submit a Form, or call, email or text you).
Invoicing Workflows (Sent & Paid)
Workflow 5.01: If an Invoice is sent via the CRM, this automation will automatically remind the Contact 3 days before the due date and then again 14 days after the due date. If the Invoice is 14 days past due, this automation also notifies the Assigned User so they can follow-up with the Contact to get the Invoice paid.
Workflow 5.02: This automation removes the Contact from Workflow 5.01 and then sends a “Thank You For Payment” email to the Contact.
Review And Referral Workflows
Workflow 6.01: After an Opportunity is marked as Won or an Invoice is paid for the first time, this automation sends an email to the Contact asking them to take a second to rate their experience (which is the Review Request Form under Forms in the CRM). When the Contact submits the form, if they indicate a 4 or 5 star experience, the thank you message will ask them in big, bold letters to leave a public review (i.e. Google or Facebook review). If they indicate a 1, 2, or 3 star experience, the message will thank them for the feedback and in much smaller letters ask them to leave a public review.
Workflow 6.02: This automation sends different internal notifications and emails to the Contact depending on their experience.
Workflow 6.03: If the Contact submitted the Referral Form, this automation automatically reaches out to the Referral to schedule an introductory call.
Workflow 6.04: If an Opportunity is marked as Won in the Leads→ Sales Pipeline and they were referred by someone, this workflow automatically updates the corresponding Opportunity in the Referral Pipeline and marks it as Won.
2 Year Nurture Sequence With Pre-written Emails and Texts (96 emails plus 24 text messages)
Workflow 7.00: This automation puts the Contact into the correct monthly Nurture sequence. After 1 year, it moves them to the Year 2 sequence
Workflows 7.01 - 7.12: Sends weekly emails (currently set to go out every Tuesday) each month with helpful tips and periodic call-to-actions asking the Contact to schedule a call. Also in the monthly automations is a text that goes out on the second week of the month trying to get the Contact to respond.
Birthday & Set Holiday Emails
Workflow 8.00: This automation updates the Contact’s Custom Fields with the dates for New Years, Valentines, St. Patrick's Day, and 4th of July.
Workflow 8.01: Sends a happy birthday email and text on the Contact’s birthday
Workflow 8.02 - 8.05: Sends an email and text to the Contact on specific holidays
