Introduction: In our previous tutorial, we explored how to manually look up upcoming birthdays in ACT CRM. Now, we will delve into a more automated approach using Smart Tasks to set up birthday reminders. Tony Holowitz, an experienced ACT teacher and consultant, introduces us to the concept of Smart Tasks and demonstrates how to create automated reminders for upcoming birthdays. Let’s discover how this feature can enhance your CRM experience and keep you on top of important dates effortlessly.
Step 1: Understanding Smart Tasks Before we delve into setting up birthday reminders, let’s understand what Smart Tasks are. Smart Tasks in ACT CRM are automated sequences that perform various actions based on specific criteria. They can be a powerful tool to streamline repetitive tasks and ensure no crucial dates slip through the cracks.
Step 2: Accessing Smart Tasks To access Smart Tasks in ACT CRM, follow these simple steps:
- Click on the “Schedule” menu in the ACT CRM interface.
- Navigate to “Manage Smart Tasks” to open the Smart Tasks manager.
Step 3: Exploring the “Birthday Reminder” Smart Task In the Smart Tasks manager, Tony reveals a ready-to-use “Birthday Reminder” Smart Task. He highlights that the default setting for this task is to send reminders seven days before a contact’s birthday. However, Tony customizes it to trigger reminders 30 days ahead to provide ample preparation time.
Step 4: Customizing Smart Task Settings While Tony refrains from going into detail about Smart Task settings in this tutorial, he hints that users can get creative with customizations. You can modify the frequency, timing, and actions performed by Smart Tasks to tailor them to your specific needs.
Step 5: Activating the Smart Task After setting up the “Birthday Reminder” Smart Task, Tony ensures it runs automatically every day at 9 o’clock. The Smart Task scans all contacts in the CRM and identifies those whose birthdays are within 30 days.
Step 6: The Automated Birthday Reminder in Action Tony demonstrates the automated reminder by displaying the Task List. The Smart Task has successfully added a reminder for a contact whose birthday is upcoming, thus ensuring timely attention to the occasion.
Conclusion: Automated Birthday Reminders using Smart Tasks in ACT CRM offer a time-saving and efficient solution to stay connected with clients and never miss essential dates. Tony Holowitz’s demonstration sheds light on the versatility of ACT CRM and its potential to adapt to individual workflows.
While some users may prefer a more hands-on approach to client management, automation through Smart Tasks can undoubtedly boost productivity and aid in maintaining a proactive CRM strategy. As you explore the various features of ACT CRM, remember that Smart Tasks can be adapted to address multiple needs beyond just birthday reminders.
With Tony Holowitz’s valuable insights and tutorials, mastering ACT CRM becomes an exciting journey of discovery, empowering users to harness the full potential of this powerful CRM tool.
(Note: The information provided in this blog post is based on the tutorial by Tony Holowitz in the linked YouTube video. Tony Holowitz is an experienced ACT teacher and consultant. The steps and instructions provided here may vary based on the version of ACT CRM you are using. Always exercise caution when making changes to your CRM settings and consider backing up your data before implementing any modifications.)