Overview

This tutorial provides a breakdown of how to track what needs to be done before or after a session or event

Personalized and Automated Email and Text Messages

If any of the following workflow items need to be done for a client then CloudAlert Email and Text Messages should be used instead of session/event tracking pipelines.

• A personalized email confirmation or text message would automatically be sent when the session is booked
• This step would be done by first creating an email template and then adding that email template to a calendar type.
• Click here for a tutorial on how to create an email template
• Click here for a tutorial on how to setup calendar types
• A personalized email would automatically be sent to the customer 2 days before the session to remind them of the session
• Click here for a tutorial on how to setup CloudAlert reminder emails and text messages
• A personalized text message would automatically be sent to the customer 2 hours before the session to remind them of the session
• Click here for a tutorial on how to setup CloudAlert reminder emails and text messages
• A personalized thank you email or text message would be sent to the customer to thank them for the session 2 hours after the session ends.
• Click here for a tutorial on how to setup CloudAlert reminder emails and text messages
• A personalized email or text message would be sent to the customer 2 days after the session ends to remind them to book a sales session.
• Click here for a tutorial on how to setup CloudAlert reminder emails and text messages

Session Tracking Overview

Session tracking is used to track the steps that need to be done before and after a session that usually does not involve an email or text message being sent to a customer. If a text message or email needs to be sent to a customer then CloudAlerts is usually the best solution.

StudioCloud uses the concept of a whiteboard to track the status of a session. The whiteboard includes actions that need to be done before and after a session.

Below is an example of a whiteboard being used to track a session. Each post it note indicates a session.

What is an example session tracking pipeline?

Here is an example of a session tracking pipeline for a sales session.

Session Pipeline Name: Session Event Tracking

• Call Client to remind them of session
• Pipeline deadline: 2 days before session
• Call and schedule sales session
• Pipeline deadline: 2 days after session
• Retouch Up Images
• Pipeline deadline: 4 days after session
• Print Sales Booklet For Sales Session
• Pipeline deadline: 6 days after session
• Upload Marketing Images to social media
• Pipeline deadline : 10 days after session

How do I setup Session Tracking?

• Click here for a tutorial on how to setup the session/event pipeline

How do I view the sessions based on the pipelines?

There are three different ways to view the status of sessions

Option 1 is similar to the whiteboard method where each session is listed in a column.

• Click on the Calendar component
• Click on the Session Tracking tab
• Click on the Individual Session Pipeline menu bar button

Click here for a tutorial on how to use pipelines views.

Option 2 is to go to the agenda view and the session pipeline column shows the status of each session

• Click on the Calendar component
• Click on the Calendar tab
• Click on the Agenda menu bar button
• The lead tracking pipeline will be listed under the Session Pipeline column

Option 3 is to use the calendar tracking table which lists all of the sessions with their current active pipeline stage.

• Click on the Calendar component
• Click on the Session Tracking tab
• Click on the All Sessions Pipelines menu bar button