Coastal Wine Growers Alliance

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Today we're diving into the people and organisations feature in Swift Fox. Now let's talk about why this feature matters. We're going to make a bold and obvious statement. Your contacts are at the heart of your organisation.

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Whether your contacts are stakeholders, members, clients, or a particularly elaborate extended family. Keeping track of details is crucial. You want to remember things like their name, their email, memorable conversations -that you had that you really should remember - events you've seen them at, and if they pay you, and how much.

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In this tutorial, we're going to show you how to create a new contact profile, see custom fields, store interactions, and set permissions. So let's start by creating a new contact. I would like to add Jessica Bridge to my SwiftFox contacts.

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I met Jessica yesterday and I do not want to forget to add her and her esteemed law firm, Bridge Lawyers, to my SwiftFox environment. Now let's add this very real person, Jessica, to my SwiftFox tenant.

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So I'm logged into SwiftFox and I'm on my home page here. When we click on the plus sign on our top navigation bar, we can see our options for contact creation. You can create a person or you can create an organisation.

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This process is different if you are importing a big list of data with contact information. In this case, we want to create a new person in SwiftFox.

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So we select Add Person or Scan Business Card. You can also scan a business card and have these details update automatically. How cool. So here you add a person's contact information such as their name, email and phone number.

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Bridge lawyers is already in the system, so I'm going to go ahead and link Jessica to this organisation. Now on this toggle, you're asked if you would like to be the stakeholder leader on this record.

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If you select yes, this means you're the primary contact for this person at your organisation. Quick interlude data. And should I select yes. As a stakeholder leader, you will be the primary point of contact with this individual.

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Understanding this role is crucial for tasks like creating lists or sending invites and emails. This means correspondence from your organisation can be channeled through you, ensuring that communication feels personalized.

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So smart. Now I'm going to select yes to being Jessica's stakeholder leader because frankly, we go way back and she says that I'm actually the best member of the client team.

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So okay, great. I've selected yes, filled out the details. And now Jessica exists. Great. Jessica Bridges is now a contact in SwiftFox. Let's just give a quick overview of what you can do on a person's profile.

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Contacts and roles is where you can record all the contact details, including addresses you have for contact. And this is also where you can see the various roles a contact has to add your contact to a new role.

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Simply click Add Role. Select the organization and record their role title. If a contact has more than one role, this little crown indicates which one of the roles you consider to be the main or primary role.

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And the details of this role will appear in the business card. You can also change the view of your roles so they appear in a table format rather than a business card if you prefer. We're all about flexibility.

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Up top, we have a quick snapshot of the key details of your contacts in business card form. Custom fields live on the main profile page and containing the important information about your contacts you need to store.

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SwiftFox comes with existing custom fields, but it's easy to create your own. Simply click Edit, add a field, select the type of custom field you want.

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In this case, let's choose a multi-select. Add the details. And click create. Custom fields enable you to track information about your contacts that is unique to your organisation.

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All of this information is searchable and enables you to build reports, as well as targeted lists for other Swift Fox features such as emails, events, texts, and calls. Speaking of communication, contact profiles are not just a place to store information.

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You can send outbound communications directly from a profile with quick actions. You can also generate a mail merge document for your contact based on saved templates.

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Often, the most important part of a contact record is where you store and view your interactions with them. Our posts tab is where you can record all of the interactions, meetings, and notes you have with your contacts.

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This works like a social media feed, so every time a post is written, you say it here. I can also create tasks linked to my contact here. Love that.

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This leads us to our final step managing roles and permissions for your contacts. Permissions on a contact go like this. If you're an admin, you have superpowers.

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You can set a contact to be both viewable and editable by everyone, or you can set more custom roles. With custom roles, you can choose who in your team can see or edit information about your contact.

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For example, you might want to limit editing rights but leave view only open to everyone. You can do this here.

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Organisation profiles work in a very similar way to contact profiles. In SwiftFox, that is, not in real life. Let's show you how. By clicking on an organisation, you can instantly see all of the key information you want to display.

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Custom fields are created in the same way as with people, the contacts and workplace tab shows all the people attached to that organisation who you have already saved.

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In SwiftFox, if the organisation is related to another organisation, for example, if there is a subsidiary or parent organisation, these will be displayed here. To add additional organisations, click on add and describe the nature of the connection.

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The rest of the tabs are similar. Your organisations can also have interests, insights and activity.

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Contact and organisation profiles are a really great way to store information, communicate, and manage all your interactions and relationships.

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Welcome. Welcome back. Oh, it's your first time? Well, hi. Your contact information in SwiftFox can be updated and changed easily. Because as a great poet once said, your data needs to be updated regularly because people and organisations will often have updates. Great poem. In this tutorial, I'll show you how to update a profile in SwiftFox. Okay, let's dive in.

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Here is Miss Jessica Bridge. Let's click on the Contacts and Roles tab. Contacts and roles is where - you guessed it - you can track a person's contact and role details, including email addresses, work and home addresses, new job titles, work history where they volunteer. Basically, every role that is relevant to them, present or past, is recorded right here. So we can see here that Jessica already has a few roles.

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She is a founder at Bridge Lawyers and a member of the Association for lawyers. See this Crown icon? This appears whenever a contact has multiple roles. The role marked with the crown is considered the most significant or the primary role for that individual. So select the crown for whichever role your organisation primarily interacts with. To add another role, I select Add Role.

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Jessica has told me that she is the Treasurer of Law for change. Wow. I guess Jessica really loves law, so I'll pop in her details and can now see this new role in her profile. And if Jessica leaves any of her roles, I can add an end date here. An end date helps you track an individual's work history so you can build a bit of a CV.

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Let's go back to the profile and select edit button. I've just learned that Jessica speaks fluent German, so I'll select Edit and add German as a language. This could come in handy. I'd also like to make some changes to her custom fields. This is the information your organisation is tracking across your contacts. We like to keep track of dietaries to help with our event planning, and Jessica has recently told me she is a vegetarian, so I will select, edit and add vegetarian to her profile.

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We also track engagement and renewal likelihood. Let's just say I'm confident that Jessica is going to renew her membership. So here I'll select high renewal likelihood. Easy updating profiles regularly as new information comes in is so important. And it's easy. So keep adding editing and updating, so you can get fantastic data. Next up let's look at how to store your interactions on a client profile.

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Welcome. Welcome back. Oh, it's your first time? Well, hi. Your contact information in SwiftFox can be updated and changed easily. Because as a great poet once said, your data needs to be updated regularly because people and organisations will often have updates. Great poem. In this tutorial, I'll show you how to update a profile in SwiftFox. Okay, let's dive in.

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Here is Miss Jessica Bridge. Let's click on the Contacts and Roles tab. Contacts and roles is where - you guessed it - you can track a person's contact and role details, including email addresses, work and home addresses, new job titles, work history where they volunteer. Basically, every role that is relevant to them, present or past, is recorded right here. So we can see here that Jessica already has a few roles.

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She is a founder at Bridge Lawyers and a member of the Association for lawyers. See this Crown icon? This appears whenever a contact has multiple roles. The role marked with the crown is considered the most significant or the primary role for that individual. So select the crown for whichever role your organisation primarily interacts with. To add another role, I select Add Role.

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Jessica has told me that she is the Treasurer of Law for change. Wow. I guess Jessica really loves law, so I'll pop in her details and can now see this new role in her profile. And if Jessica leaves any of her roles, I can add an end date here. An end date helps you track an individual's work history so you can build a bit of a CV.

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Let's go back to the profile and select edit button. I've just learned that Jessica speaks fluent German, so I'll select Edit and add German as a language. This could come in handy. I'd also like to make some changes to her custom fields. This is the information your organisation is tracking across your contacts. We like to keep track of dietaries to help with our event planning, and Jessica has recently told me she is a vegetarian, so I will select, edit and add vegetarian to her profile.

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We also track engagement and renewal likelihood. Let's just say I'm confident that Jessica is going to renew her membership. So here I'll select high renewal likelihood. Easy updating profiles regularly as new information comes in is so important. And it's easy. So keep adding editing and updating, so you can get fantastic data. Next up let's look at how to store your interactions on a client profile.

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There is another way you can create people and organisations in SwiftFox via the data importer. Now I know what you're thinking. Data? Importer? Sounds a little bit spreadsheet-y, it is, but once you import, you can enjoy the sweet comfort of knowing that your data is safe and way better looking in SwiftFox. Now let's dive in to how you can import your data into SwiftFox.

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You need to prepare and clean your data thoroughly before importing it. What does that mean? Well, firstly make sure all your information is accurate. So check every name, every email, mobile. You're importing this data for longevity. So take the time to make sure that it's right. Ensure that all the column headings match with custom fields in SwiftFox.

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So if you're tracking member type on a spreadsheet, make sure this is the same custom field in SwiftFox. Important. Check the guidelines and an example sheet right here within our data import at all. Step two. Once your data is checked, triple checked, and then checked again, save your Excel sheet as a CSV. Step three. Import your data.

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Select the plus button on the top right of your SwiftFox page and select Import Data. Then select either people and organisations or just organisations depending on what data you will be importing. Today I'm going to upload people. We’ll drag and drop our CSV file onto the page and select next. Step four. Find your match. Select your matching criteria to determine how the importer will match people in your sheet to your current SwiftFox database.

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Here we recommend full name and contact information, but SwiftFox provides several options to choose from. Step five. Now, you must match each column within your imported sheet to a SwiftFox custom field. Exact matches between the column headings and SwiftFox will automatically be matched. Here we can see that all but one of our spreadsheet columns have matched.

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D.O.B. was short for date of birth, so we'll match it with the appropriate field in SwiftFox. Warning, any columns left without a SwiftFox field match will be skipped and not imported. Okay, now select next. Step six. It's our turn. SwiftFox will analyse the importer file and then provide a full table of all rows that will be imported.

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Do one final check. Make sure you review any of the highlighted fields. These are areas that SwiftFox thinks are empty, incomplete, or incorrectly formatted. Here you can filter by record status to easily find certain field types. Import status will highlight whether this row will be imported or skipped, and profile match shows whether a row matches an existing profile in SwiftFox.

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The moment has arrived. Once you have completed your final check, select Import. Make sure to keep this page open until the import is complete. So now you're done. You made it! Now enjoy a world of contact and organisation profiles.

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The event feature is a bit like a campaign platform within a campaign platform. There’s forms, there’s lists, there's emails, there's texts and there's really great automatic data insights.

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In this tutorial, I'm going to walk you through the steps on how to create an event. Let's dive in.

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So first from the home page, let's click on the events icon, then select Create New event. Now let's put in the event details so your event name and description “new members dinner” and for the description, I’ll write “let's meet everyone”.

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Okay, let's set our date and time.

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Now, because this is a modern platform in a modern world, we have three options for location settings; online to create a 100% online event with our integration with Zoom, hybrid, which will require a physical address and create an online event or venue.

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I'll select this option as a basis for in-person events. I'll write the address. Fantastic.

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This section here is where you can create custom fields for events. This helps you track data across your events and record events on people's profiles.

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Here you can see we’re tracking event type, I'll select member only. For location I’ve selected in-person.

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I also have key attendees and staff so I can track the workload of my team and see if certain attendees draw larger crowds.

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As you continue to create events in SwiftFox, you'll be able to see patterns in this information. So have a think about what event information would be most helpful for you.

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Time to decide on my invite list, so I'll select a pre-existing mailing list. For example, new members list. You can also invite contacts who are not on the mailing list, such as your colleagues.

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I'll invite my friend Tim. This page is going to become a lot more interesting when we have sent out our invites so we’ll come back here. Click next.

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Now it's time to create your RSVP page, which contains your RSVP form. In events you can create multiple forms linked to the same event.

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For example, I could create a website form, a sign up form a feedback form, but today I'm going to create an RSVP form.

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So I'll click create RSVP page and write the page name “New Members Dinner”.

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If you know how to use SwiftFox forms, this form will look familiar, but there are some exciting new tools here.

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Let's add some text I'll also add an option to download a calendar invite so people can link this event to their calendars. So handy love when people do that, and style it to my liking.

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Then we'll want to add in some RSVP buttons. To keep our form layout nice and clean.

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I'll first add a column block to add these buttons to. Now I'll drag an RSVP button into the column and change the label to ‘Yes, I'll be there’. Style it to our liking.

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Now we can just duplicate this button, move it over to the next column and set it to not attending.

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Update the label to. No, not this time.

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Now let's repeat this process for our final option that we'd like to include. Maybe

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Now let's send the invite email.

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Just like event forms, you can create multiple emails linked to your event for each stage of the event process. But let's just create an initial event email.

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Let's name this email campaign.

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“New Members Dinner”.

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Next I'll choose an email category.

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This email will be sent from a recipient's primary contact, so I will select this stakeholder leader toggle. Now let's just fill in some details.

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Send rules will become useful when I'm sending follow up emails. But for now, I'll just leave this field empty.

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The only thing left to add is the subject line.

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So I'll go to my design builder, select the templates tab and then click on the template you want to use and click confirm.

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Now let's start filling in my details.

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I'll link my RSVP page change the label Style it to our liking. and add my social media links and I'll make sure to include an unsubscribe option.

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Excellent. Now I'll send myself a test email. I can preview here how my email will look for different recipients.

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Click next. send. Now it's out in the world. Fantastic.

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This is where the event organising work starts. Now we need to attract attendees. So let's come back to the attendees table.

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You can see everyone I've invited to the event in this attendee table.

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I can also insert other custom filters here, such as who the stakeholder leader is, their contact details, etc.

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And as people fill in their RSVP forms, this information will update automatically.

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Let's point out a few interesting things by taking this auto mailbox here, everyone you add to your mailing list later will still receive this email before receiving any follow up emails. Pretty nifty.

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My guest list is locked so I'm not going to select this option.

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I can also update my invite statuses manually. So let's say Evan phones to say he is coming. I can update his status here and select attending while I'm on the phone. Same for a different RSVP response.

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I can also filter by attendee RSVP. So here I have attending. Not attending, but I also have maybe and feedback provided. The last two ‘maybe’ and ‘feedback provided’, are event send rules.

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Now send rules allows you to send emails to different groups within your mailing list based on their RSVP status

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So I can create a ‘follow up’ email, ‘sorry we missed you’ email and send another email link to a survey asking how the event was.

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Let's send an email to people who have responded maybe to my invite so I will duplicate my email, write some details. And unlike in my first email, I will select maybe from the events send rules option.

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Okay, let's schedule and send

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I can continue to create multiple emails and forms linked to this event.

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But not all correspondence is sent via email. If you want a reply, sometimes you need to send people a message where they are, on their phones.

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If you would like to send out SMS invites, this works much in the same way.

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Select SMS. Then write your message in this nifty sidebar, “event is next Saturday RSVP to secure your place”. Select send rules. I want to track down the people who haven't replied and get an answer, select ‘No RSVP’.

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In your message, be clear how your recipients can reply to your text. The responses are ‘Yes’, ‘Y’, ‘No’ or ‘N’ anything else and SwiftFox will not register the RSVP response.

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Pick your date and time. Make sure you send this message at a time people are awake.

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And very important, select your unsubscribe method.

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Please note that the no unsubscribe method can only apply to certain messages and organisations, so please check the spam act. Then I'll click send.

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Thank you for watching our speedy run through of how to create an event in SwiftFox and to see any more of our videos, just click next.

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The Events feature is like a mini-campaign platform inside a campaign platform. There are so many exciting tools to use to make event organising simple; including forms. In this tutorial, I'm going to show you how to design an RSVP page for your event. This page will contain your RSVP form. Now, I'm starting this session today in the RSVP page section.

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If you don't know how we got here, watch our "Create an Event" video. So, I'm going to click "Create RSVP Page" and I'll call it "New Members Dinner." Fantastic. Here we are in the RSVP form builder.

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If you know how to use SwiftFox forms, this page will look pretty familiar. The RSVP page is in Events, just like our form feature, but we have a few extra tools that will make a big difference to event organisers.

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But before I show you that, let's design our form. So, the first thing I'm going to do is set the layout of my form, and I'll do this by dragging a column onto the canvas. This will give you more flexibility with your formatting. Select the single column option. Now I can adjust the layout, padding, color, margin, or radius. And now I'll add an image to the header and upload.

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Excellent. Let's add some text. Here, I'll add an "Add Update Contact" block. This will allow new contacts to sign up to my form. I can also add additional custom fields here by selecting "Fields" and adding fields here. I'll select "Dietary Requirements."

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Now I want to ask some questions. Drag the "Question" block onto the canvas and use this dropdown menu to choose your question type..

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Write your question and then choose whether your question is required for people filling in your form. If no description is needed, just leave that section blank. This question type creates a question that can have a range of possible answers, but the user may only select one option as their response. Click "Add Answer" to add an answer option.

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You can add as many as you like. And just a note if you're a little confused about all the different question types, check out our video on question types. Let's add some of these new tools. Now I'll add an option to download a calendar invite so people can link this event to their calendars. So handy. Then I'll select RSVP and create some RSVP options.

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Now I can change how this text appears for my recipients, so I'll change to "Yes, I'll be there" and style it to my liking, and "No" to "No, next time." But for my data it will just flow through as 'yes' and 'no.' I'll also add the option "Maybe." Great. Then I'll add a submit button and style it to my liking.

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Excellent. I'll add a divider to break up the text. Customise our fonts and colors. Fantastic. Brilliant. You now have styled your RSVP page. What can't you do?

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Do you know my favorite proverb? “A great event needs a great email”. In this tutorial, let me show you how to create a great event email with the SwiftFox Email Builder.

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Here we are in the SwiftFox Email/SMS part of the Event Builder. You can create multiple emails linked to a single event. For example your follow up email, your thanks for coming email or like this one your invite email. So let's create that now, click create new email.

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This campaign name is just for internal use. Next I'll choose an email category.

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Decide who you will send this from, Is it from a primary stakeholder later or is it from you? And decide where you will receive replies let's write the subject line and write the preview text. and workout send rules.

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Send rules allows you to send the email to segments of your invitation list, for example, to people who have RSVP yes or no. But we're sending out the first invite, so we'll leave this section blank.

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Let's get into the design features. Now, if you know how to use SwiftFox emails, this will look very familiar to you. Events uses SwiftFox emails, but there are a few extra useful features.

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On the right you'll see your SwiftFox design toolbar filled with great design options. I could use a saved template here, but today it's all about creation.

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In the style section, you can tweak the body background color, so I’ll tweak the colours to fit with my brand colours.

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If you put all your elements inside a single column block, this will give you more flexibility with your formatting. So we'll take a column block here and drag this onto the canvas select the single column option.

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Now I can adjust the layout, padding, colour margin or radius. Okay, great. Now we have a great looking frame for our email.

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I'm going to add two image headers first. Drag the first image block onto the column block and upload. Same as before, play around with the columns padding to position the image. Now repeat.

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Let's write your email. I'll add the rich text blog to my email design.

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And because I'm known to get writer's block, I'll use this Swift predict icon and ask Swift predict to write this invitation to a new member dinner.

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I'll then edit the text here to make it my own. I'll add a merge field, to summon a merge field I'll write the @ symbol and I can see my list of options here.

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I'll select at first name and I'll create a fallback just in case. I'll adjust the font of my email by selecting the font and colour here. Now let's get to some of those specific event features.

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Here you can see event location which will link your event to Google Maps. This is already in my RSVP form so I won't bother adding this here. I'll also add an option to download a calendar invite so people can link this event to their calendars, and I'll link my RSVP form via RSVP link. Style the button.

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Now it's time to test. Okay, let's preview our email. First, I want to see how my email will look if in an unexpected turn, we don't have a first name for our invitees.

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Great the fall backs are working.

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You can send a test email to anyone on your contact list, and as with before, you can select any profile in this scroll bar. I'll send myself an email, but I want to see how it looks for my new member, Jane. With her mail merge fields filled in.

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So let's schedule and send. Once your invitations are sent, you can create multiple emails linked to your event and to copy your email, simply click clone and options will appear.

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Thanks for tuning in.

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00:00:05:48 - 00:00:19:30
In this digital age, our events don't need to be confined to the physical realm. They can go online! Whether you're organising a webinar, a conference, or even a slightly weird visual dinner party, online events are a must.

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Let's dive into how you can create an online event in SwiftFox with our Zoom integration. Let's get into the events Builder.

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First, let's create an event. Write your event name and description, I'll write mine here. Now let's set the date and time. Don't forget to include the end time as well.

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Let's set the location. Since this is an online event for the location, I'll choose online. Then if I'm creating this zoom event fresh in SwiftFox, I'll select Create Zoom Webinar There it's created!

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What if you've already created an event in Zoom? It's almost as easy. Go to your Zoom account, copy your Webinar ID then return to SwiftFox and paste your information in. Brilliant!

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If you're running your event both in-person and online, you can select the hybrid option. Enter your physical address for the in-person part.

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Then either insert your Zoom details or select the Create Zoom Webinar

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So versatile. Let's breeze through the remaining steps of the event creation process. I'll add my mailing list, design my RSVP form, send my email invitations and create my event. Amazing.

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With the event set, RSVP will funnel into the attendee table. And just like with an in-person event, I can send emails and SMS messages based off attendees RSVP’s.

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After the event wraps up, attendance data will sync from Zoom to SwiftFox, so you can see results easily. How good’s that.

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Thanks for tuning in. There's so much more you can explore with events. Be sure to check out our other tutorials for more tips and tricks.

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00:00:05:32 - 00:00:23:28
Event Send Rules are one of the best tech gifts of the universe. They can help you segment your lists, write tailored emails, and finalise your event invite list faster. In this tutorial, you guessed it, let's learn how to create event send rules, and how to use them.

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So to create events send rules, you must be the most elite SwiftFox user there is: an admin.

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I see you've stayed. Nice to know I'm with such distinguished company. Let's dive in.

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Head over to Settings and then select Event RSVP Options. Now the first four event statuses allow SwiftFox to have zoom data funneled into SwiftFox. So if you have a Zoom event linked to SwiftFox, you'll be able to see who attended, and who didn't attend, etc. Let's focus on this customisable section: Event Send Rules.

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This is where you create what information you will track on your events. Now organisations like to track event data differently. You might want an RSVP response for attendees who have RSVP'd but not paid, or for people who have provided feedback or marked 'maybe' for an event.

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This information can then be used to send follow-up emails, assess event performance, and add to the rich data on individuals.

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Decide what would be most helpful for you. Okay, let's move on.

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Event Send Rules are incredibly useful when it comes to managing event RSVPs. I'll set the scene. I've sent my event invitations and received some RSVP responses, but I still need to finalise my event list.

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I can get a quick visual by going to my invite list, filter by 'maybe' responses, which is one of our custom event send rules, but you can filter by any send rules here.

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Now what is even more useful is that I can send tailored emails to different groups within my mailing list, based on their RSVP status. In my event under email, you can see I have already sent out an email invite. This was sent to everyone on my event mailing list. Let's create a second email that will be sent only to people who have RSVP'd maybe.

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So I'll create a new email, fill in the details, and select 'maybe' for event send rules. Great, that's been scheduled and set. Now I can keep creating tailored emails for different attendee groups.

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For example, I can send a thank-you email to everyone who has provided feedback or I can send a "Sorry, we missed you" message for people who selected attending but didn't actually attend.

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It's up to you, and you can clone your event email. Simply click clone and options will appear. Thanks for watching! To watch any more of our feature videos, click below too.

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I'm sorry. I was just replying to an event RSVP from SwiftFox via SMS.

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Now, that was just a simple theatrical device used by people in the biz such as myself to illustrate a point. And that point is this.

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If you want to find someone, you have to go where they are and where they are is on their phone. In this tutorial, I'll show you how to send an RSVP response via SMS.

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Here I am in the event builder. I'm at the Email/SMS stage. Now I've already sent out my invitations, but I'm still waiting on some answers and now I need some replies. So what do I do?

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Select SMS, then write your message in this nifty sidebar. Event is next Saturday RSVP to secure your place, select send rules, I want to track down the people who haven't replied and get an answer. Select no RSVP.

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In your message be clear how your recipients can reply to your text. The responses are ‘Yes’, ‘Y’, ‘No’ or ‘N’ anything else and SwiftFox will not register the RSVP response.

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Pick your date and time, make sure you send this message at a time, people are awake.

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Select an unsubscribe method, do not choose no unsubscribe method unless you’re sure you're not in breach of the spam act.

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Check the spam act to determine this. Do not guess.

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Then I'll click send.

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You can see the responses filing in. Look at this beautiful list.

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Now you're going to work out your attendee list today because all your guests had to do was just look at their phone, feel flattered by the attention, and write a simple yes or y

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To see more information on how to create great events, check out our videos below

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Thanks for tuning in and if you have any feedback, send us a text

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00:00:05:06 - 00:00:18:20
Hi there. First things first. I don't want to waste your time. Because I've heard that time is actually really powerful... ok no, okay. Let's talk about why it's useful to connect your SwiftFox account to your email domain.

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Your email domain is the part of your email address that typically follows your name. Connecting SwiftFox to your email domain allows you to send beautiful, segmented emails and newsletters to all your contacts from within SwiftFox, while appearing to still come from your regular email address.

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To connect SwiftFox to your email domain. You will need to be a SwiftFox admin. If you are not an admin, you will not be able to set this up. Sorry. So, first log to your SwiftFox account. Go to the settings page.

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Open the email management folder and select Email Domain. Now enter your domain name. Click create.

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That's it. You can add multiple email domains to SwiftFox and then choose when sending an email campaign which one you'd like to use.

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S,o that's how to add your email domain to SwiftFox. To see more of our tutorials, click the link below. Happy emailing! Regards.

00:00:05:33 - 00:00:16:24
Emails. They're the quiet yet dependable heartbeat of communication. Whether you love them or you really love them, you want to master the art of sending them efficiently.

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You can use SwiftFox to create and send email, newsletters, welcome emails, emails to just one person. Marketing emails. Please donate emails. Thank you emails, email invitation emails. Follow up emails, emails with surveys attached, emails with forms attached, emails with attachments,

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and even emails that say please stop giving us examples of what an email is. We get it. SwiftFox move on.

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In this tutorial, we're going to give you an overview of the SwiftFox Email Builder and how to create and send an email in SwiftFox.

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From your SwiftFox home page, go to the Email Builder. This table view shows our organisations email campaigns - tracking their progress by email creators and engagement metrics.

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It's a useful overview if your organisation is managing multiple simultaneous campaigns, or you just want to get a quick snapshot of how your emails are tracking. You can also filter and search for your results here.

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Now we could duplicate an email here with the clone option, but I will click Create New Campaign. Let's name this email campaign. New members welcome. This campaign name is just for internal use. Next I'll choose an email category.

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You can see here I have a range of categories to choose from. Marketing. Events. Announcements. This email is telling new members about their membership, so I'll select the membership category.

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Why do we have category types? Category types in the email builder offer flexibility to your subscribers and encourage your subscribers to stay on your mailing list.

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For instance, if a contact would like to receive updates about upcoming events but doesn't want to read marketing emails, they can unsubscribe from marketing emails while remaining on the subscriber list for events.

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By setting up different categories for your emails, you can engage with your contacts based on their interests, and that way, they're always happy to hear from you. Great! Let's work out who was sending out email to. Now it's time to select your campaign audience. Select this arrow to choose your mailing list. Here there is a new member list.

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This box here will send this email even if they are unsubscribed from receiving your emails. Consult the spam act before ticking this box, as it is only to be used in very specific circumstances.

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Otherwise do not and we repeat, do not tick this box. And if you're not sure how to create a list of recipients, or maybe you just miss how great my voice sounded in the earlier videos, check out our list builder video on how to create a list and on list types.

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The Campaign Details section covers what recipients see in their inbox. Start by setting the sender and reply to email addresses. For example, I'll use hello as the sender email and replies for replies.

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You can configure these addresses in your domain settings to see how, go to our email settings tutorial. Additionally, this stakeholder lead to toggle - each recipient on your mailing list will receive this email from the primary contact at your organisation.

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What we call the Stakeholder leader. You can also direct replies to stakeholder leaders by selecting this toggle. This can help channel feedback quickly through your organisation, as people are more likely to engage with and respond to people they know.

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The only thing left to add is the subject line. Welcome new members and some preview text. Preview text appears in your recipients inbox under your email heading before they click on your email and open it.

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Thank you for registering. Here is what you need to know. How enticing. All right. Let's go to the next page. And just a reminder, you can go back and change this email at any time before you hit send.

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Welcome to the design page. We're creating a simple email today from a saved template. So I'll go to my Design Builder. Select the templates tab and then click on the template you want to use and click confirm. Now let's start filling in my details.

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A great thing about sending emails in SwiftFox, is that you have all your contact information at your disposal. And a simple way of using this data is with mail merges. I will summon the mail merge field by using the At symbol. On this scroll bar. We can see a whole bunch of fields available to me.

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Here I'll use @FirstName. I'll also use @Member Number and @StakeholderLeader. Okay, I'll do a little writing.

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Now you can see I've written @FirstName, @Member Number at @StakeholderLeader and @StakeholderLeaderEmail. So when this email is sent out, all the recipients will have these symbols populated. But what if a contact is missing a custom field on their profile? What do you do then? Select mail merge field and write some backup text.

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So I'll select first name backup text. And write 'there'. Let's see how this worked. Let's preview our email. First I want to say how my email will look if in an unexpected turn, we have no information stored on our new member sign ups. Great.

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We can see those backup fields are working well. Then this scroll bar lets you see how your email will appear for different contacts in your mailing list.

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It looks much better with the right custom fields, but I'm happy with both. Okay, now for the real test, let's send a test email. Select test email. You can send a test email to anyone on your contact list. And as with before, you can select any profile in this scroll bar.

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I'll just send myself an email, but I want to see how it looks for my new member, Jane.

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I'm happy with how my email looks in my inbox, so I'll select schedule. I'll select schedule and decide what time I would like my email to be sent.

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So now that my email is sent, I can see how my email campaign performed. I'll click on the new member email in the list and I'm delivered with my stats. How my members responded to each email will also be displayed on their profile.

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To dive into any of our email tutorials mentioned today or to see the suite of videos, click the links below. Thanks for listening.

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00:00:05:42 - 00:00:19:46
Today we're going to learn all about SwiftFox's design features. Let's dive in. Here we are in the SwiftFox email builder. On the right, you'll see your SwiftFox design toolbar with some great design options.

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I could use a saved template here, but today it's all about creation. In the style section, you can tweak the body background colour, so I'll tweak the colours to fit with my brand colours. Fantastic.

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If you put all your elements inside a single column block, this will give you more flexibility with your formatting. So we'll take a column block here and drag this onto the canvas. Select the single column option. Now I can adjust the layout, padding, colour, margin or radius.

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Okay, great. Now we have a great looking frame for our email.

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I'm going to add two image headers first. Drag the first image block onto the column block and upload same as before, play around with the columns padding to position the image. Now repeat. Let's write your email. I'll add the rich text block to my email design.

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Now I'm known to get writer's block, so I'll use this SwiftPredict and ask SwiftPredict to write a great welcome email.

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I'll then edit the text here to make it my own. I'll add a merge field. To summon a merge field, I'll write the '@' symbol and I can see my list of options here. I'll select @FirstName and I'll create a fallback just in case. I'll adjust the font of my email by selecting the font and colour.

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Here. Let's add some links and attachments. To add a link, I'll select the button and drag it onto the canvas. Then I'll adjust the label and URL here. Great.

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The survey button can be used to link one of your SwiftFox forms to the email, and I'll link a feedback form to this email. How did you find my email?

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You can also attach a file by selecting here and clicking upload. Now for the sign off. I'll add my social media links. You can style your social media links as you like. I'll select an icon and copy my URL and voila! And finally I'll add an unsubscribe link at the bottom here so I'm in compliance with the Spam act.

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Okay. Let's preview our email. It looks so good! Send a test email to ensure everything looks perfect. And once you're satisfied with your design, save it as a template for future use.

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Add sender details, subject line and schedule your email for delivery. Once your email is sent, you can review how your email fared by saying the open right click rate and bounce rate.

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Thanks for tuning in and to check out more of our videos, click the link below.

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00:00:05:09 - 00:00:27:03
Okay, let's do something a little bit wild hey? Let's send an email. But instead of going to the email builder, we're going to go to a contact's profile. What? That's a different way to do emails. Yes it is. Sending an email direct from a person's profile is a quick efficiency that you love. You can see all your contact information right as you write your email.

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So it's way less hassle. Let's get into it. Here we are on Jessica Bridge's contact profile. I've been doing some work for Jessica, and I'd like to send her a quick update. An email update.

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So I'll go to Quick Actions and click email. Now this side panel will appear, because I'm sending this email from Jess Bridge's profile. SwiftFox can make some educated guesses here.

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So her primary email address is prefilled. And because I'm logged into my account, you can see my details are also suggested automatically. If I wasn't already Jessica's stakeholder leader, I might select this stakeholder leader name toggle.

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This means that she would receive this email from her primary contact. But I'll just send it from myself. You can also set a different option for replies, but today I'll keep it simple.

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I'll select plain text, write my subject line and my email. Select my font of choice. Attach my document. Then, I'll click send. Note unlike the email below that your email is sent not scheduled. So once you click send, you've sent it.

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Let's touch on a few more options in this side panel. I could use a templated email here by selecting templates, or I could save this email as a template.

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And if I'd like to create an email with more design options, I would just select Full Builder where I'd be directed to the email builder. One more thing. If you forget to write subject header or an email address, SwiftFox will stop you from sending your email.

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You're welcome. There you have it. Another great way to send an email.

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If you would like to check out any more of our videos, click the link below. Happy emailing!

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In today's fast paced world, everyone is working on a different schedule, and it is impossible to predict the perfect time to send an email campaign so that it gets seen. Except it isn't impossible because you have SwiftFox. We're going to show you how. With the power of AI, SwiftPredict can predict and send your email at the perfect time for everyone.

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In this tutorial, we're going to show you how to create an email campaign and use SwiftPredict to send your emails when each recipient is most likely to open them. Let's jump straight in and get started. Let's open emails and click Create New Campaign. We'll give our campaign a name. Select a category for your campaign and select next.

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Here fill out your campaign details, including the mailing list. The sender name, sender email addresses and subject line. For more information on this step, check out our video Create and send emails. Once you have filled out these details, select next. Now design your email. For this example, we will select a template. But to learn how easy it is to design your own email watch Understand also with Fox email design features video in the Academy.

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Once your email is ready to send, select next. Here is where we pick our send method to use AI to predict the best send times. Simply click SwiftPredict. You'll see this message which outlines that your campaign will be sent at the optimal time for each recipient within 24 hours of the scheduled or current time.

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Once this is selected, fill out the remainder of your details and either select send to start this process immediately or select schedule to set a time for this to begin. Once your campaign is sent, you will be able to see all your campaign data in the overview page. This includes all the details of when your recipients received their email and what they did with it.

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There you have it. You now know how to harness AI, which SwiftPredict to optimise your email campaign timing. Whether you're sending newsletters or promotional emails, SwiftFox simplifies the process of ensuring your messages reach recipients at the ideal moment. Thanks for watching and happy emailing.

00:00:05:24 - 00:00:20:28
Today we're exploring one of our most exciting features SwiftFox Automations. In this tutorial, we'll be specifically focusing on how to create automations from scratch, so you can make SwiftFox keep working even while you're sleeping.

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Our session will cover creating a trigger, setting in action, and publishing your automation. So let's get started!

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SwiftFox Automations can be accessed by selecting automations from the menu. The home page shows you all your current automations to create a new one, select Create Automation.

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This is the automations canvas where you build out your automation journey. First up, let's give our automation a name, which you can do by selecting name. This automation.

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To get our first automation underway, select Trigger Automation.

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Triggers are the name given to the act that kick starts and automation. For example, if you want to send an automatic email to someone who fills out a form. The act of filling the form will trigger the automation to start.

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In the drawer, you can see the list of available triggers and this list will continue to grow, so keep checking back to see what has been recently released.

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Sticking to our earlier example, let's create an automation that starts when someone fills out a form.

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select, a form is filled out. And then next. Now select which of your existing forms you want the trigger to listen to. In this example, we'll select our Contact us form. Then select Add trigger. Now the trigger has been set

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With our trigger set. We now need to add an action to happen when the form is filled in.

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So, select Add an action.

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Actions are what happens after your automation has been triggered to run.

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In this draw, you can see the list of available actions.

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This list also always continues to grow, so keep checking back for more actions.

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Let's select our action as an email is sent and select next.

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On this screen we can build out what this email is going to look like and where it will go.

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Our first option is who will be the target of this email.

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Now, I would like everyone who fills out my contact form to get an instant follow up email to let them know that someone will be in touch shortly.

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So I will set the target to the contact who filled out the form. This will be sent from our support team with the subject: Thanks for reaching out.

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For the email body, we can either write a plain text email. Open up our full email builder to take advantage of its rich features.

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Or use one of your own pre-saved templates.

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We already have a template for this. So we'll use that and select Add Action.

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Now we've created our very first automation. An email will be sent when a form is filled out.

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The final step is making your automation live.

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To do this, simply click Publish.

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All done! Now you will return to our automations table and see that your automation has its status set to on.

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To edit or unpublished the automation, select the three dot menu and choose either Edit or Unpublish. You can also rename or delete your automation here too.

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Now you know how to create automations. So go on SwiftFox for work!

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Today we're doing a deep dive into our most popular automation, sending an automatic email to someone when they fill out one of your SwiftFox forms.

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In this tutorial we will look at setting a form trigger, creating an email action, and publishing the automation. So let's get started.

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SwiftFox automations can be accessed by selecting automations from the menu. The home page shows you all your current automations to create a new one select Create Automation.

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Let's give our automation a name, which you can do by selecting Name this automation.

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Now we will select a trigger which will be a SwiftFox form. Select form is filled out and then select next.

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This dropdown will list all the forms that have been created in SwiftFox. If you can't see your form in the initial dropdown, type the name of the desired form and it will appear. For this example, we will select our feedback form. Now select Add Trigger and you have kickstarted your automation.

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Back on the canvas we now need to add an email as our action. So let's select Add an action and then an email is sent in the draw. Now select next. In this next step we can create our email.

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First select who you want the email to go to. You can select to send it to the person who filled out the form, or a custom list of specific emails you want to enter.

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For this action, we want the email to go to the person who filled out the form. Now complete all, send the details and it's time to create the email.

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You have three options to choose from when creating an email.

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Create a plain text email,

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which looks similar to the one you would receive from Outlook or Gmail.

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By clicking Email Builder.

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You can create a whole new email which can include headings, images, colors, forms, and attachments

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Or you can select a save template from the SwiftFox Email Builder by clicking Templates.

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Let's select a template to send back to our form submitter. We'd like this to feel personal, so I will go to the email builder and add a name merge field so it addresses them by name. We'll select Save and Close and then Add action.

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Here we have our automation ready to go.

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But before we set it live, let's also set an automatic email to go to someone in your organisation alerting them that a form has been submitted.

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To do this, let's add another action. Select email again, and now we're going to set the recipient of the email as a specific email address.

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I will add our internal client team so everyone in that team will be notified.

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Now in the email body we can type an email alerting the recipient that a form has been filled in. And we can also have this email include the form, name and response by using the @form name and @form response merge fields. Finally, click Add action.

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On our canvas, we can now see that the foam response being filled in will send two emails, one to the contact that submitted the form and the other to our client team.

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Now everyone will be in the loop.

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The last step is setting it live. To do this, simply select publish.

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All done. Now you know how to send multiple emails automatically when a SwiftFox form is filled in.

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Custom fields are one of the most powerful features in SwiftFox, allowing you to report on, track and manage your contacts, exactly how you need. Let's explore how automations can make these custom fields work even harder for you.

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In this tutorial, we'll look at two game changing ways. Automations can help you manage custom fields. Using a custom field change to trigger an automation. Updating custom fields automatically based on other actions. Let's dive into our first example.

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I want to create an automation to send automatic confirmation emails when my members renew date changes.

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First, let's create a new automation called Membership renewal confirmation. Select Trigger Automation and choose one or more custom fields changed.

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Now we'll tell Swift Fox which custom field to watch. We want this to run when the membership renewal date changes.

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So select the person record type and then Membership Renewal Date. You can choose to run this for any change or set specific values to look out for. Select add trigger. Next, we set up what we want to happen after the change. Select Add Action and choose an email is sent. Here we will target the email to affected contacts email addresses and have the email come from the membership team.

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You can use an existing email template here, but it is important to make sure to check the merge fields are pulling the correct information, as they can be different from regular emails.

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To do this will open the email builder and update the merge fields for members name, and then new renewal date. Save and close. Add the action and hit publish.

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Now your members will automatically receive confirmation emails about their renewal dates.

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I know what you're thinking. Wow. That's incredible. But just wait. There's more. Let's look at how automations can update custom fields for you

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Here I have an existing automation that sends an email to a contact after they complete our contact form.

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This is really cool, but you might want to automatically update their mailing list custom field so they're added to your weekly newsletter.

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Here's how we'll add an additional action by selecting Add an action. By the way, you can add as many actions as you like.

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Select a custom field is updated and target it to contacts created or updated by the form. Choose your mailing list custom field. Set it to yes and add the action.

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Simple as that. Now everyone who completes your form will be automatically added to your mailing list, saving you time to focus on the more important things like taking longer coffee breaks. These examples just scratch the surface. The possibilities for combining custom fields and automations are endless.

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Ready to make your custom field work even harder for you? Then check out our other tutorials to discover more SwiftFox features that will streamline your workflow.

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Hey there. Let's talk about keeping your contact details up to date and making sure everyone who needs them gets the memo.

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One super important detail addresses if you need address changes to trigger a notification. Automation has got your back. Let's explore how to set up triggers that spring into action when addresses change. Ready to dive in? Let's create something brilliant.

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First up, let's create a new automation. Select an address was added or changed as your trigger. We'll keep it focused just for individuals and their postal addresses.

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Brilliant. Our trigger is ready to roll. Next, let's add an action. An email is sent. Easy as that. Now we'll need the email to go to a specific email address and pop the sender details below.

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Here's where it gets really clever. We've got some handy merge fields we can use to keep everyone in the loop. Just use the @ symbol to summon them.

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For our email message, we'll write something like the @ address type of @ triggered by user was updated to @ address value, and for extra clarity we can add @ recipient's email in brackets after their name.

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Save, publish, and voila! You're all set to keep everyone in the loop automatically.

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And there you have it. With address based automations, you can keep everyone in sync whenever contact details change. This simple yet powerful feature ensures your team and partners always have the most up to date information.

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Want to explore more automation possibilities? Check out our other lessons in this course to discover all the ways you can streamline your workflow with SwiftFox

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Have you ever wished you could automate tasks that happened hours, days, or even months later? Let's explore SwiftFox's brilliant solution. Delayed automations.

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While instant automations are great for immediate actions, delayed automations let you schedule tasks for the future. Perfect for those of us who can't rely on memory alone, myself included.

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Let me show you how to set up delayed automations that will make you look incredibly organised.

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Here's a practical example. I have an automation that sends instant confirmation emails when someone fills out our support form,

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But to ensure our clients are happy with our service, I want to automatically send a follow up survey one week later.

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Let's set this up together. First, add a new action under your existing journey. Then select Set a time delay. Here you can specify the delay duration. In this case, duration is 1 and the time frame is a week.

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Save this action. Next we'll add another action to send our follow up email.

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For the email settings, select the contact who filled out the form as the target and the sender details will be our support team.

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Then select templates and I will use our pre-made support follow up email containing the survey. Save this action and then save and close the automation.

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You've just created an automated workflow that ensures consistent follow up without any manual effort. SwiftFox will handle everything while you focus on other important tasks.

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It really is that simple. Now nothing will get missed and you'll appear super organised while SwiftFox does all the work. Incredible.