InstantReach lets you create new Mailing Lists in two different ways. You can either upload them from an Excel File (described below) or you can use the Reports capability which is described in the Reports section below.

Contacts – Mailing Lists

You may create new Mailing Lists in a variety of ways within InstantReach.

Go to ‘Contacts/Manage Mailing Lists’ and click on the ‘Add List’ button at the top. You will now see the ‘Details’ tab for a new Mailing List ready to be completed.

Enter the Name and the Description and then tick the box labelled ‘Enabled’ as shown below;



There are two methods that you can use to create your Mailing Lists. You can either upload them from an Excel File (described below) or you can use the Reports capability which is described in the Reports section of this Guide.

Excel Method
To add a new Mailing List from an Excel File;
Create your list



Click the ‘Edit List’ button at the top.



Click Manage Mailing List.



Click ‘Edit’ Button.



Click ‘Create Spreadsheet’



Save Target File



Open Saved Spreadsheet Template



Fill Shell Spreadsheet with data



Upload Spreadsheet
Click ‘Manage Mailing Lists’ then click on the Mailing list name you just created.



Click on the ‘Upload’ tab and then click the ‘Edit’ button



Browse for the excel file you just created by clicking on the ‘Select’ button and following the dialogue. Then click the ‘Upload’ button.



Click ‘Proceed with Upload’



Complete the fields as required then click ‘Do Upload’.



Your Mailing List upload has been completed.

You can see what Mailing Lists have been assigned to each contact by looking at the ‘Mailing List’ tab at the end of each contact record. (Active lists are indicated by a ticked box.)

You can add the vital information regarding your contacts in this section of InstantReach. Key items include, Name, Address, Security Level, Marketing Details, General Notes and a Mailing List Inventory.

Here you add the core company contact information including Address, Main Contact, Discount and Customer Service Requests.

Add Company

You can add a new company by clicking Contacts/Manage Companies and then the ‘Add Company’ button as shown below;

This will bring up the empty record on the right pane.

Enter the appropriate contact information. When finished click the second tab which is labelled ‘Address’ along the top.

(You may also click the ‘next’ button at the bottom right of the screen.)

Add Address

Complete the address details on this tab.

(You can move on as before by clicking the next tab along the top or by clicking the ‘next’ button at the bottom-right of the screen.)

Add Contact

Add the contact name and tick the box if this company is already a registered client of your own business.

Miscellaneous

You can select the level of client discount that is appropriate for this clienton this tab.

Support

Use this tab to register any open support requests that this client company may have.

The quality of your results depends on both the response rate and the effectiveness of the follow up. InstantReach allows you to control assignment and follow up of campaign generated sales actions via internal emails.

Contacts - Manage Actions

You can easily assign sales actions to your internal staff and keep tabs on all your important sales activities while automating the sales reminders.
To start, you simply create a sales action by clicking Contacts/Manage Actions and then click the ‘Add Action’ button at the top of the screen.



Fill in the new Sales Action details as follows;
Action Title/Summary: You can now enter the Action Title and summary as below.
Assigned To: You may choose who the action is assigned to from the drop down box or you may elect to leave the action unassigned.
Action: You may select one of the following from the drop down list; All Actions, New Lead, Email Prompt, Telephone, Send Letter
Date Range/Date: If the ‘Date Range’ box remains un-ticked, you will be presented with an option for normal ‘Date’ entry. However, if you tick the ‘Date Range’ box you will be presented with an entry row for both a ‘Start Date’ and ‘End Date’ for your action.
Web Link: You may add a web link that is specific to your action.
Email: You may also add an email address that is to be sent a reminder when the action requires to be done.
PDF Document: If you have uploaded any PDF Documents (e.g. sales product sheets for distribution) then these may be referred to here.
Contact Name: Enter the prospect contact name
Contact Telephone: Enter the prospect contact telephone number
Priority Flag: Click here to prioritise this action
Active: Click if this action is active



Once complete, you may add free-format notes to your action by clicking on the next button at the bottom right or by clicking on the ‘Notes’ tab along the top.



When finished, you must click on the ‘Update’ button at the bottom right and then the ‘Save New Record’ button near the top of the screen.



You may now review your new Sales Action if you wish. Click on Contacts/Manage Actions and you will see your new Sales Action has been added to the list of Sales Actions. Now click on the title of the Sales Action (“Book Launch Event With Hotel” in this case) and your record will appear. If you now click ‘Edit Record’ you will have easy access to your record and will be able to modify any item you choose.



Note: Emails will automatically be sent to the person that has been assigned to execute the action you specified.

With this powerful element of InstantReach you can quickly see pie charts and graphs of your contact population segmented by Geography, Status (VIP/Supplier/Customer/Prospect/etc) and Membership.

Contacts – Reports

This is a very powerful element of InstantReach that brings together several aspects of the eMarketing data for you. Among these are the ability to picture how your online contact database is made up, an easy facility to build new mailing lists and Actions Management. This example uses the included sample database.

To begin with, we will show an example of how to quickly see some graphs of your contact data. Reports can be accessed by clicking on Contacts/Reports.

Now click on the small square to the right of the ‘Marketing Source’ row as shown below;



Next, click on the ‘Chart’ button at the bottom right. This will bring up the following;



You can now easily analyse the data in Bar Chart format by clicking the ‘View as Bar Chart’ button near the top left.

You can also see a Print Preview by clicking on the ‘Print Preview’ button on each of the chart pages.

Any of the parameters on the ‘Contacts’ tab of the Reporting page may be selected in this way to produce a similar graphical output.

Reports/Mailing Lists

The main Reporting Page allows you to select the specific parameters that you require on the ‘Contacts’ Tab and to use this configuration as another method of conveniently generating new Mailing Lists from your contact database.

E.g. you may choose all contacts who are classed as who are classed as active and as ‘VIP’, are associated with TDH Holdings Ltd and have been registered between 1/1/2005 and 1/1/2008 to be added to a Launch Party Guest list.

You can set this up by simply selecting the above parameters and then click on the ‘Create New Mailing List’ Button at the bottom.



This will then add some brief Mailing List Detail and you should click ‘enable’ and enter a title and description. To finish, click the ‘Go’ button at the bottom left.

Your New Mailing List has now been created using the configuration you selected. This can be verified by clicking on one of your target contacts under Contacts/Manage Contacts and then clicking on the ‘Mailing Lists’ tab. You will see the Mailing List and if your contact is added then their name will have a tick in the box next to the list.

You may also choose to generate your Mailing List as a spreadsheet instead by simply following the above process and then clicking on the ‘Generate Spreadsheet’ button instead.

Reports/Actions

The ‘Actions’ tab on the Reports menu allows you to administrate internal sales activities by creating a list of any outstanding actions and sending the list to a designated email recipient.

This may be done as a Mailing List (of one?) or as a Spreadsheet which is created, attached and then sent in a single click.