Creating a new Campaign

Preparation:

• Ensure that you have sufficient access rights to create a campaign - see Configuring user rights for Campaign Manager.
• A campaign based on existing patients will require a Contacts List that has been pre-created separately from Marketing Manager (no Contacts List is necessary for a campaign based on prospective new patients)

Overview

• Define the parameters for a new campaign (unique Campaign Name, start and end dates, design and set-up costs and unique Contacts List (if it is a campaign aimed at patients in the database).
• Specify the services that apply to the campaign (e.g. oral exam, teeth whitening)
• Specify one or multiple Campaign Media using media that are valid for your dental practice (e.g. Letters, Email).

To create a new Campaign

1. Select Administration > Marketing Managerto open the Marketing Manager desktop and then select the +1 button to create a New Campaign:

   

   

2. Select between One-off or continuous (described onscreen)
3. Select between Automated or Manual.
4. Under Campaign Design and Sending, select between Automated and Manual.
5. Select a Campaign Reason from the dropdown menu.
6. Click OK to display the Campaign creation window:

   
   

7. Complete the fields in the top half of the Create Campaign window:

   	Name	Type a new Campaign Name. EXACT will prompt you if that name already exists. For example: It has to be unique for reporting. For campaigns aimed at existing patients this name will be associated with a unique Contact List name.
   	Offer Start Date	When you create a campaign, by default the Start Date is the next day, but you can edit this. Select a date option. Note that when the Campaign starts the Start Date field becomes Read Only.
   	Reporting End Date	Select a date option (at least one day ahead). The Reporting End Date is not necessarily the date that the Offer ends. Once the marketing Offer ends you are likely to still be reporting on that Offer for some time. For example, the Offer is for the month of June and patients book during June, but their appointments are largely in July and August, so reporting (including invoicing) runs through to August. So when estimating a Reporting End Date think in terms of how long you will be tracking and reporting the outcomes of the marketing Offer. Note that this field remains editable during the campaign, so you can opt to extend or reduce the campaign while it is in progress. If EXACT won't allow you to extend the date, it may be because the phone number associated with this campaign has already been pre-booked for another campaign over that extension period.
   	Design and Set-up Costs	Specify a value for your estimated design and set-up costs. This will increment the Total Cost. Note that this Design and Set-up Costs field remains editable during the campaign, so you can dynamically change the field and affect the Total Cost.
   	Contact List	Each campaign requires a uniquely-named Contact List, created outside of Marketing Manager in the EXACT Query Templates/Contacts List feature. Note that Campaigns for New patients don't require a campaign contact list because they don't target the existing patients within EXACT. To specify a Contact List: If targeting existing patients, select the +1 button to open the Create Contact List window, then use the selectors to choose an existing Query Template: Select the correct Query Template (or create one by means of the +1 button) and select OK: If it is already in use in a Campaign you will see an Error message: Type a name for this Contact List in the Description field and select OK: Your chosen list displays in the screen: To view Contact List details: Select the [i] button:
   	Total Cost	Automatically calculated as Design and Set-up costs plus all of the Media Costs.
   	Target Audience Size	As defined by the selected Contact List.
   	Campaign Length	As defined by the Offer Start and Reporting End Dates.

   The End Date and the Design and Set-up costs fields remain editable during the campaign:

   
   

8. Add services to the campaign:
   1. In the Campaign Services area, click the Select Services button to open the Select Services window (below):

      

   2. Optionally change the listed services by using the Search or selecting from the Categories dropdown:

      

      

   3. Use CTRL-click to multi-select services, and click the OK button.
   4. The services displayed in the window are now associated with the campaign, for both appointment booking and invoiced treatment.

      

      Use this window to add and remove services, set a default service, and configure a Booking Reason per service.

   5. Set a default service (that patients will see by default in the menu of Booking Reason options online).
      
   6. Select a service and then click the Configure Booking Reason for Service button.

   This displays the same Add Booking Reason window as with the Web Setup - Online Booking window, except that it is an Edit, so the service is pre-selected:

   

   For details on this setup see also: Booking Reasons

   TIP: When you add Services to new campaigns, also add them to the Quick Service List dropdown menu so that they are available in the Edit Appointment screen:

   

   This is so that a Receptionist taking a campaign inbound call can quickly select the relevant service from the dropdown when creating an appointment.
   However, to prevent the Quick List becoming a long list you may need to manually remove those services that are no longer required. See Removing services from Appointment Book Quick Service.

   1. From this window you can also configure the Providers for the campaign:

      

      

      Patient view of multiple Booking Reasons:

      Patients can select from a dropdown menu of reasons on the booking site:

      

      Edit Appointment in the Appointment Book:

      If you Edit the appointment, the Booking Reason/service associated with the booking displays under Notes about this appointment.

      

9. Add Media Types to the campaign:
   1. In the Campaign Media area, click the Select Media button to open the Create Campaign Media window:

      

   2. Select a Media Type that will constitute your campaign (it must be available within your practice):

      

   	Media type	Select from the dropdown list. This list is irrespective of media available in your practice, so be sure that the selected media type is actually available to you. SMS is not available as a media type for campaigns. See also: Editing a Letter With Campaign Plus
   	Name	This must be unique within the campaign.
   	Total Media Cost	Calculate the cost for this media type for this campaign. Note the instructions if you hover your mouse cursor over the number controls (these apply to numerical fields throughout EXACT): Left-click increments the media cost by +1 Middle-click increments the media cost by +10 Right-click increments the media cost by +100 The Media Cost remains editable during the campaign in case you add further costs (for example you may need to print more brochures):
   	Phone Number	This is the number that the campaign target population will call.
   	Edit or Delete	To edit or delete Campaign Media, click to select and then click the Edit or Delete button:

   1. Repeat the above procedure to create as many Campaign Media as required.
      
10. Select OK to save the Campaign.

    You will see it listed in the Marketing Manager Campaign List.