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Managing Your Contacts : Set up the Database so it Thinks Like You!
Set up your database so you can easily work with your groups

Video Transcript

I have a great database, it has 163 contacts in it. The problem is, I want to send an email to just my Little League Parents, and I know I have about 90 Little League Parents in here, I just don't know how to get them out. I don't want to go one by one and try to figure out who it is. It would be great if I could just ask the system, "Show me all of my Little League Parents." Oh, here we go. In one second, it shows that I have 89 Contacts in here with the flag, "My Little League Parents." Now that I've got this group identified, I can easily send them an email, send them a letter, set up a To-Do, or do anything I want to with this group.

Now while you may not have a group of Little League Parents that you want to market to, or talk to, you probably have another group of several group types that you're going to want to segment out in the future, and be able to look at them as a group. The thing you have to realize is you have to set this up in advance. You can't just decide today, "I want to look at this group" and you never told the system that these people belong to that group.

Let me show you how to do that. Let's go over to Settings, and you're going to see Categories, Category 2, and Flags. These are the three ways that you can segment your database. Here's the difference between using Categories and Flags. In Categories, the contact can have only one of these assigned to him or her. Same with Category 2. In Flags, the contact could have the Birthday Flag, and the Buyers Flag, and the Country Club Flag, and the Sellers Flag, all at the same time. Most people use Categories and Flags when they're working with their database.

Okay we're rolling right along, you've got your Category set up the way you work. Your Flags are in there the way you like them, and now let's go over and add a contact and you'll see how this all fits together. I'm going to go Home and Add a Contact. When I fill out this Contact form, I'm going to put all the demographics, name, last name, address, email, phone number, all of that good stuff. And then we come over here to Category and I can pick the Category from my list, and I can pick Category 2 from my list, and assign the Flags that I created like that. And then click Save.

Now I come back to the Contacts screen here. We've laid the groundwork for my searches. So I've set my settings with Categories and Flags that make sense to me, and then when I added contacts, I assigned those contacts to different Categories and different Flags, and I could even go in later, not just when I add the contact, but later on I could go add a Flag to a contact that already exists, or change the Category.

The hard work is done, so now I want to find my Little League Parents. I just click here, select it, and the system goes out and filters the 89 people out of 163 records, all in about one second. Now from here, I can add these people to ClientTouch, and do all kinds of things. I can send them an Email Blast, I can print Mailing Labels, I can send them a letter, I can put a To-Do on all of their accounts in one click, and a lot more. So you see how valuable it is to set up the system the way you work, and then when you need to find a group of your clients and work with them, you'll be able to do it very quickly and very easily.

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