1. Home
  2. AccessAlly
  3. Creating Courses
  4. How to Set Up the CRM Automation for Your Standalone Course
  1. Home
  2. AccessAlly
  3. CRM Automations
  4. How to Set Up the CRM Automation for Your Standalone Course

How to Set Up the CRM Automation for Your Standalone Course

After building your Standalone Course in AccessAlly, it’s time to set up the corresponding CRM automation. Without this step, your online courses and students will not sync properly with your CRM, and there will be no way to automate the course.

To build the CRM automation, you can use AccessAlly’s CRM Campaign Builder Guide, which is located inside your membership site. The Guide is dynamic, and will give you the tags and links you need that are specific to each course built with AccessAlly.

IMPORTANT: Before setting up the automation, please make sure you’ve set up your Standalone Course properly, by following this tutorial: How to Create a Standalone Course With AccessAlly.

Why is the CRM Automation Necessary?

When you’re ready to release your membership site to the public, you’ll need to configure specific automations within your CRM. These automations will dictate what happens when a user opts into the course or purchases it online.

For example, if you would like to offer a free course in exchange for an email address, an automation will need to be created that applies the necessary permission tags to the new or current user, then communicates with AccessAlly with the updated information.

ARTICLE CONTENT:

Written Tutorials

STEP 1: Locate The CRM Automation Guide Inside AccessAlly

The “Guide” to setting up your CRM automations is built inside your AccessAlly plugin.
To locate it, go to the AccessAlly Course Wizard > Edit/Modify Existing Courses.

Here, you can choose the course you’d like to create the CRM automation for by clicking on the “EDIT” button.

If you have fully set up the course pages as instructed in the previous tutorial (How to Create a Standalone Course With AccessAlly), the edit button will take you to the Checklist.

Click on the link for “click here for CRM campaign setup guide”.

Now, you’re inside the CRM automation setup guide. Here, you can see at a glance which CRM you’re integrated with and which course you’re building out the CRM automation for.

If you would like to change courses, just select the correct one from the dropdown menu.

STEP 2: Follow Your Specific CRM Instructions

The CRM Automation Guide will walk you through each step of the setup process. It’s recommended that you use the Guide inside your membership site (as opposed to the next part of this tutorial), as the links and tags you need are dynamic and will match up with the course you’re building.

However, if you want a refresher, click on the toggle for your integrated CRM to see all the steps.

Infusionsoft

Infusionsoft

Step 1: Create a Campaign

To set up your course campaigns in Infusionsoft, log into your account, then go to Marketing > Campaign Builder > Create a Campaign.

Step 2: Designate a Goal

PAID COURSE: If you’re setting up a campaign for a paid course, select the PURCHASES A PRODUCT option for your goal, then designate the product you’ve set up in Infusionsoft (directions here).

FREE COURSE: If you’re setting up a campaign for a free course, select the “Submits a Web Form” option for your goal. Double click on this to reveal additional settings. In the form options, you can add the URL of your Thank You page so that the user is redirected from the form back to your website. This is recommended!

Screen Shot 2016-02-23 at 4.30.37 PM

Under the “Code” Tab, you can retrieve the HTML code to copy/paste into your website’s opt-in page:

Screen Shot 2016-02-23 at 4.30.52 PM

After this step is completed, switch the tab in the top right corner from DRAFT to READY. You can now return to the campaign builder to configure the sequence.

Step 3: Add Your Sequence & Apply Course Tags

Each time you add a component to the Campaign Builder, you’ll need to connect the steps by hovering over an item, then dragging the green arrow that appears to the next step in the process.

The course tags you need to apply will appear inside AccessAlly’s CRM Automation Guide.

Step 4: Send HTTP Post Action

HTTP posts: Each time you apply a tag in an Infusionsoft campaign, it is important to immediately follow it with this step, which instructs Infusionsoft to communicate the tag change with AccessAlly. When you are using the CRM Automation Guide inside AccessAlly, the correct HTTP will appear:

PLEASE DOUBLE CHECK YOUR HTTP SETTINGS & URL! The majority of issues with a user not receiving appropriate login information or access is caused by an incorrect HTTP setup.

Step 5: Send Login Information Via Email (Optional)

The final part of the initial welcome sequence consists of the welcome email.

Since this email will communicate the username and password to the new user, you’ll want to include two merge fields: email & password. After you’ve finished drafting the email, toggle the element from “draft” to “ready.”

It’s always a good idea to test the campaign with a couple different valid email addresses to ensure you haven’t forgotten any steps and the communication is running smoothly between AccessAlly and Infusionsoft.

Step 6: Create Revoke Sequence (Optional)

If you want to revoke access for people who default on payments, you’ll also need to set up a specific revoke sequence.

The details and screenshots are shown inside the AccessAlly CRM Automation Guide. But in short, you’ll take these steps:

  1. Goal = Applies A Tag (This tag should be the Revoke tag configured for your course)
  2. Add a Sequence: Add A Tag (the “PAYF” Tag for your course) + Send HTTP Post (to update the user’s permissions)

Step 7: Make Campaign Live

Once each step has been switched from “draft” to “ready” and all items in the sequence and campaign are connected, your new campaign is ready to go live!

Ontraport

Ontraport

Step 1: Create a Welcome Campaign

The first thing you’ll need to go is log into your Ontraport account and go to Campaigns > Add New Campaign > Start From Scratch.

Step 2: Apply Course Tags

OPTION A: A FREE COURSE
A Free Course starts when a client opts in to a free offer. Add a new trigger by clicking on the + button beside ADDED TO CAMPAIGN. Add a Contact submits a form trigger and select the form that will be used to collect the client information (name, email, etc).


OPTION B: PAID COURSE
A Paid Course is only released on successful payment. Add a new trigger by clicking on the + button beside ADDED TO CAMPAIGN. If you are using the Ontraport Smart Form to take orders, add a Contact submits a form trigger and select the order form. Important: configure the trigger only when the order is is successful.Alternatively, if you are using the AccessAlly Order Form to take orders, add a When Contact is added to Tag trigger and select the Payment Successful tag.

Step 3: Apply Course Tags

In this next step, it’s important to both add the “access” tag for your course and remove the “revoke access” tag, in the event that someone cancelled their access in the past, (and received the revoke access tag) but re-purchased.

Step 4: Add a Webhook to generate a new user in AccessAlly

This step will generate the user with proper access tags inside AccessAlly.
To do this, add a Webhook (under the Advanced tab) item to the campaign. In the settings, the “destination URL” and “post data” information will need to be filled out. You can find the appropriate information inside the CRM Automation Guide for this course inside AccessAlly.

Step 5: Send login information (optional)

Step 6: Add END and publish the campaign

Step 7: Create Refund/Revoke Access Rule (optional)

If you would also like to create a refund/revoke access automation inside Ontraport, please see this tutorial: How To Set Up a Refund / Revoke Access Automation In Your CRM

ActiveCampaign

ActiveCampaign

Step 1: Create a Welcome Sequence

Step 2: Configure the starting condition

Option A: Free Course

A Free Course does not require payment and starts when a client “Submitted a form”. Select the form that will be used to collect the client information (name, email, etc).


Option B: A Paid Course

Step 3. Assign Access Tag

Step 4. Generate user password through a Webhook

Step 5. Send login information (optional)

Step 6. Activate the Automation

Step 7: Create Refund/Revoke Access Rule (optional)

If you would also like to create a refund/revoke access automation inside ActiveCampaign, please see this tutorial: How To Set Up a Refund / Revoke Access Automation In Your CRM

ConvertKit

ConvertKit

1. Create a welcome sequence

2. Customize Welcome email (with login info)

3. Create the welcome automation

4. Configure the event that triggers the automation

5. Apply course tags

6. Add tag to trigger the AccessAlly webhook

7. Add to welcome sequence to send the login info

8. Make the automation Live

9. Create the Refund/Revoke Access Sequence (optional)

If you would also like to create a refund/revoke access automation inside ConvertKit, please see this tutorial: How To Set Up a Refund / Revoke Access Automation In Your CRM

Drip

Drip

Step 1: Create a Release Workflow

To set up your course campaigns in Drip, log into your account, then go to AUTOMATION > NEW WORKFLOW.

Choose a descriptive name for this workflow, then click “create.”

Step 2: Add a Trigger

Once your new workflow has been created, it’s time to determine the “trigger” that will kickstart the course sequence. The type of trigger you choose will depend on the type of course you’ve created:

Option A: Free Course

A Free Course does not require payment and starts when a client “Submitted a form”. Select the form that will be used to collect the client information (name, email, etc).


Option B: A Paid Course

A Paid Course is only released on successful payment. Because the payment processing is handled external to Drip, the payment processing platform needs to add a tag when the payment is successful. (This can be done with AccessAlly’s order forms).

Step 3: Assign Access Tag

The Access Tag allows users to view the course materials. To add this to your workflow, add a step after the starting trigger. This next step is ACTION > APPLY A TAG. Select the Access Tag for your course.

You’ll also want to add ACTION > REMOVE A TAG and select the “Access PAYF” tag for the course. This step is useful for clients who have refunded and then re-purchased.

Step 4: Generate user password through an HTTP Post

This next step will create a custom password for each new user.  To do this, add a new action in your sequence and select “Webhook” in the “Conditions and Workflow” section. The CRM Automation Guide inside AccessAlly will give you the appropriate HTTP URL that you can simply copy/paste into your automation, as indicated in the example below:

Step 5: Send Login Information (Optional)

To prevent Drip from sending out a blank password, we need to add a short, 1-minute delay before sending out the welcome email.To add the login information inside the email, you can use the Drip shortcodes/merge fields:

  • Username: by default, the username is the email address:
    {{ subscriber.email }}
  • Password: the password custom field shortcode is based on the password field configured in AccessAlly -> General Settings -> Initial Setup -> System Integration -> Password Field.
    {{ subscriber.accessally_password }}

Save the email, update the action and return to the Workflow.

Step 6: Start the Workflow

Active the Workflow by clicking on the “Start” button.

Step 7: Create the Refund/Revoke Access Workflow (optional)

If you would also like to create a refund/revoke access automation inside Drip, please see this tutorial: How To Set Up a Refund / Revoke Access Automation In Your CRM

Updated on November 7, 2018

Was this article helpful?

Related Articles