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all right hi everyone and welcome to our webinar how to automate your lead management uh we know we you have a lot of things you could be doing with your time right now so we really do appreciate you spending it here with us and i also love to see we have an international audience today people joining us from all over the world which is really awesome to see my name is katie and i'll be moderating today's event before we get started i just want to go over a few housekeeping items so first of all this webinar will be recorded and you'll get the email with the recording afterwards and next all attendees are muted but if you have questions please put them in the q a box at the bottom of your screen uh if you put your question in the chat box where you've been putting where you're all from it'll probably get lost just due to the sheer volume of people on this call so be sure to type it in the q a box and we'll have lori and ryan up from our support team to try their best just to get to those during the call and if not we'll have time at the end of the webinar for joel and monica to answer some of those questions live there will also be a survey at the end of the webinar and we'd love it if you could fill it out and give us any feedback you might have just so we can improve all of our future events all right so let's get started i would like to introduce our speakers today first we have joel swain who is a senior customer success manager on our customer success team here at zapier he focuses on making sure that our customers reach successful outcomes and previously joel worked with marketing agencies to help them take advantage of the marketing automation world and next we'd also like to welcome monica ruiz monica is a senior digital marketing strategist at star mark for more than seven years she's had her finger on the pulse of social media and emerging digital marketing trends her work for star mark clients has been recognized with a facebook case study and several american advertising awards she also regularly writes e-tips and articles on emerging topics in the industry and was chosen as a featured speaker at the three cma conference monica is a proud owl who earned her bachelor's degree in multimedia communications from florida atlantic university and prior to joining the starmark team she developed strategic social campaigns at med partners puppy spot ymca of south palm beach county and improv comedy clubs welcome monica all right so for those of you unfamiliar with zapier i just want to give you a quick overview of what we're all about so what is zapier zapier is a tool that allows you to connect your favorite web apps to each other and move information between them automatically it allows you to forget busy work and focus on what really matters you can connect apps like mailchimp gmail slack hubspot salesforce the list goes on and on and since we have more than 2 000 apps there's a good chance that you'll find apps that you use every day for lead management and then i wanted to give you a little overview about star mark so monica is joining us from star mark they're an agile marketing services agency their expertise shines in running large complex marketing efforts like projects like branding and positioning integrated marketing campaigns bespoke digital efforts and developing new marketing technologies i think we're really lucky to have such an expert on our call today so excited to have monica here um all right so with that i'm going to let joel and monica take it away with a live q a thanks katie so let's let's jump right in monica can you tell me a little bit more about yourself you know how long you've been at star mark and kind of what types of clients do you work with yes absolutely and thank you guys for having me i'm excited to be here um so as katie mentioned i'm the senior digital marketing strategist at starmark i've worked with starmark for five years managing paid media campaigns i'm the subject matter expert when it comes to social for both paid and organic strategy we work with many different verticals but our top are education travel b2b healthcare and technology well it's a it's a lot of different verticals how long have you been using zapier can you uh explain how you bring zapier into your client accounts yeah absolutely our first license was actually in 2014 so we've had zapier as part of our collection of tools for about six years we can say that we're big fans we use zapier for a variety of just different solutions from lead capture from facebook campaigns to landing pages we often find that if a client doesn't have a cms we often are finding solutions to create for pushing leads either directly into their database or to a google sheet where their sales team can access the leads in real time wow six years is a that's quite a while on zapier now do you mainly work with marketing teams or other teams at your client companies both we're really big on collaboration so our star marks end up becoming an extension to our clients team so whether it's media copy dev we all work alongside with other departments outside of our their marketing teams awesome and are there any pain points or challenges that your clients face before implementing zapier and if so how does zapier solve them so each client is a little bit different some clients have advanced tools and system for lead integration while others don't some of the benefits of being an agile agency is we we do what's called a project roadmap with the clients and the team so this is a no device session where the team and the clients are asking questions to create a mutual understanding of the project and how it'll be delivered during this time this is where we really identify what system we're going to be integrating into our marketing program or lead generation program as well as identify potential roadblocks that we'll need to find a solution for so for clients that don't have a crm system a zapier has been a great resource for connecting our landing page tool to our google sheets when needed and it's also great because we don't have to get our dev team involved for some of the most basic integrations um only custom ones which can be a little more complex but incorporating zapier has really just ultimately for our agency has saved a lot of time awesome so when looking from like a legion perspective what are what are the main apps your clients are so we use the connection for facebook ads also google ads google sheets as we mentioned mailchimp hubspot unbounce and chat box personally i really enjoyed the facebook application and some of our new work that we've been um working on with client and some marketing campaigns has been integrating um chat bots so this is this for me has been personally some of my favorite integrations is being able to run a messenger campaign and integrating a lead capture using zapier well that's great could you tell us a little bit more about the kind of various use cases you use across your clients absolutely um so for one example we have an education client that ran a fully integrated lead generation program that was composed of search social display and radio this client for example did not have a crm system that had the ability to capture leads from this program so our team found a solution using unbounce google sheets and zapier to capture the leads into one centralized system so that their sales team could could see the leads and interact with those leads from a real-time perspective zapier was the tool for integrating the landing pages to google sheets and then our google lead generation ads to the google sheet and then our google ads back to the google sheets um so because of this system um using zapier we were able to generate over um 11 000 of prospective parent leads and 75 of these 75 of these leads all came from our facebook integration and because of tools like this our enrollment efforts were up 63 compared to last enrollment period um even through a pandemic so um just being able to have the right tools the right strategy and the right partnerships with um our team and our clients we can see really successful outcomes wow 63 is impressive on its own but even through you know 2020 that's really impressive uh given the market can you tell us give us an example about one of your tourism clients absolutely um this has been one of my favorite interactions um came from our tourism destination client so again an example from coming from the pandemic we were tasked with developing a recovery strategy for the destination at this time florida was just starting to reopen and we needed to find a way to communicate a safety message still while generating business to their local economy so what what our team did was we created an overarching brand message and we executed it on different channels one of those channels was through a messenger campaign on facebook using a chat bot so we used this type of integration and the strategy to quickly serve up faqs about traveling to the destination what was open what was closed what was the safety protocols um and at the end of this chatbot we also had a capability where we would capture leads by asking the user if they wanted to stay in touch um and subscribe to our newsletter so the zap collected email addresses from facebook and then subscribed them to their newsletter through mailchimp um this campaign won two smarties from the mobile marketing association for this campaign so we're super proud of it wow two smarty awards that's that's actually really impressive do you have any examples for one of your healthcare clients yes um so starmark helped nova south eastern university their um a university here in south florida but what they have um that a lot of people are not really aware of as they have a system of healthcare clinics that's open to the public so we were tasked with creating um a awareness campaign that to show that we had free healthcare for better veterans and their families one of the ways we used to attract new patients was again by incorporating a facebook messenger campaign and we called this our virtual healthcare coordinator so this friendly bot was had the ability to have a personalized interaction and also book appointment requests share information about the location and services and when someone was requesting to make an appointment or to find more we were able to pull that information from facebook capture that email address that contact information through zapier and integrated to their their um crm system wow those are some actually really great examples of different ways to use zapier so you know so far we talked about using zapier for your clients but do you use that here internally at star mart yep so for our internal marketing efforts we use it for landing page integrations and our paid media campaigns such as facebook okay uh can you go a little bit more into detail on how star mark uses zapier internally i know you said media landing pages facebook ads any specifics on how these work for you and how they've helped star mark uh internally absolutely so without zapier the media team would have to pull these leads manually out of facebook or for some of the different applications or we would have to create use our in-house dev team to build a custom integration which would take more time and you know if we're trying to execute media by a certain uh start day you know we need we need to be able to have a system of tools that can help this and save time for our team to not have to go through the hassle of creating something unique for the client so we're always looking for ways to automate the process save time for our team so we can really focus on dedicating our time to developing these new strategies for our clients and zapier for us has really been that tool to help us all right so who from star mark on boards new team members to manage uh the zaps for clients you know what's what's that process look like it's really a collaborative effort there's not really a one single person who's responsible for it so for media it's typically i typically on board the team but the process is really dependent on the client's needs and how we're using zapier but one of the ways internally that we've matched with our processes is we're naming our zap folders and we're lining them with our client codes and we're giving our star markers access to only when they need it so if a client or oh sorry if a teammate is only working on ex client they're only going to see the clients that they're working on so it eliminates noise on the platform awesome that that's actually exactly what i suggest customers to do so that's pretty great so we know star wars is using a team's plan what are some of the features on the team's plan that you find helpful for you and your clients and why so from a paid media perspective definitely the unlimited zaps for for the example of our educational client we were generating a lot of leads in a short amount of time and we needed to upgrade the account and i'm really happy that we did just for some of the features like being able to organize the folders to align with our internal naming conventions leveraging some of the web hooks that are easy to use and set up sharing workspaces which allows us to our point to a grant access only to the teammates to the right clients that they're working on oh that's awesome so kind of our last question today for monica what's next for star mark in 2021 any any new ways you're going to be playing on using zapier so i'm really looking forward to trying the new shared app feature to help increase our productivity just having the ability to share zaps that are already created from our team and finding where they suit either new clients that were onboarding or other initiatives that we're working on but just leveraging some of the work that we've already put in and will really help us again save time we're all about saving time and automating processes i'm also really excited about exploring some of the new social automation applications so personally just being able to create an application that can help cross-promote content is a benefit for us that's great you know thanks again monica for taking the time to share how you use zapier to automate lead management for your clients at starmark thank you thank you so much for having me so you know because of the zaps that monica shared i wanted to show you how you can use absolute your organization to save you and your team some valuable time so what we're going to do now is we're going to jump into a few more examples of how to use zapier for lean management at your company so as monica mentioned they create a lot of workflows that send ads to google sheets to organize and automatically populate google sheets uh saving them time from having to go and download the sheets as she mentioned for all their clients daily which i can tell you personally is not fun so two of the main flows of star mark are to set up facebook lead ads and google lead ads to google sheets which are two of the examples we have here and another one uh the workflows that they use which is a kind of assembler is using that chat bot they mentioned and connecting it directly to mailchimp to auto-populate their leads list at mailchimp so if you're still unsure you know those are pretty specific examples of how to automate lead management at your organization i want to share a few more examples with you but please keep in mind you know that zapier has over 2 000 apps so just because you don't see the apps you uh use listed here doesn't mean we don't have integrations for them uh you can head over to zapier.com apps and you can see a complete list of all the apps we work with so the ones we're showing here on the screen is very similar in the vein of what we just looked at so we have a facebook lead ads to mailchimp we have facebook lead ads to a email by zapier which is an internal tool we have great and it's super useful for if you want to send internal notifications you know let somebody know that the new lead came in and the last one we have here is type forms of gmail so typeform is a popular format that we have on our platform um i'm saying send emails out when you get new responses on that form so we've got one more example here and this is a little bit more you'll notice you know we're dealing with more than one action here so uh in this example as new facebook leads come in we're not only sending them an email through a gmail but we're also sending a slack message to our team and letting them then lead us come in and this will allow our team to jump on new leads as soon as they come in which as we all know is super important for getting conversions so now that uh we talked about different kind of lead examples i wanted to touch a bit on the features uh that zapier has on the team's plan and how you can use zapier within your company to be more productive like starmark so first of all zapier for teams allows everyone on a team to automate their day-to-day tasks so they can focus on you know what's important and also allows teams to automate their processes to more efficiently share access to workflows with no limit to the workflows that you can create so some of our customers you know their favorite features are shared folders like monica mentioned which allows you to collaborate and share access to zaps with your entire team or special people at certain times like she mentioned um so they kind of work on those workflows together also unlimited zaps so you can create 10 or you can create a thousand zaps are unlimited on the team's plan and then enterprise ready security so i know this is a big one out there especially in today's age zapier encrypts all of your information sent to and from your account and offers two-factor authentication kind of for that extra layer of security so now it's time to try automating lead management yourself if you go and access to if you have access to a web page right now you can try going to zapier.com explore and here you'll find uh see the most popular zaps um that we see our customers using so you can click on you know email most popular marketing and even in search by role to find the best apps for your role and so for example if you're in marketing you can click on explore click explore zapier by job role and here you'll find all the common zaps created in your role to find lean management go to your role and you'll find different ways you can use zapier for lead management depending on the apps you're currently using also be sure to check out our site zappier.com again apps and you'll find over 2000 apps that we connect with and more than likely we have the ones that you're using today all right so thanks everyone for listening now we're going to jump over to a live q a and i'll turn it back over to katie awesome thank you both that was great um so we've gotten a lot of questions about seeing an actual demo of um lead management and we actually have a lot of zapier 101 demos that go over a bunch of different types of lead management on our youtube channel so if you want to go check those out you can see a little more in detail on how to actually use it and also if you go to zapier.com roles you'll you can type in what your specific role is for example if you're a marketer and you can see all of the different apps that and and zaps that people have created um that can help you with your lead management including all the different ones that monica um just talked about so please keep your questions coming um we've got a couple here um this one it this one might be a good one for you monica um it might be helpful also for lori or joel too but this person is wanting to know how to convince their boss that they need to automate lead follow-up um after they follow out fill out a contact form he feels it's too impersonal and will turn people off do either of you have any um feedback on that or information to help this person sure so um being able to convince your boss on can you can you repeat that question one more time the last part of it yeah it's help me convince my boss we need to automate lead follow-up so after they fill out our contact form he feels like it's too impersonal and will turn people off so basically for follow-up yeah absolutely so what we found is um people are looking for an immediate response so uh just being able to send a follow-up email so for example in the example of um the nsu example um having someone having a bot from facebook have the opportunity to sign someone up for an appointment that needs to happen as an automated process as a secondary follow-up communication almost immediately because one we're trying to build trust between this um new identity for the for the university also um we're talking about a more technical like a healthcare um scenario so you need to have that and that goes with really any leads you really need to just have some immediate communication almost immediate just so you can help um capture that that interest right then and there and start that conversation a lot sooner so if you're doing it manual and you're sending up these follow-up emails um and you're doing that as a manual process you have the opportunity of actually losing the lead um earlier on into the system rather than just having having some an automated tool send out an email that we've heard you or we'll respond to you someone will follow up with with um with a phone call or however you're following up with them great um okay here's one for you monica monica and her work at star mark is really impressive she just spoke of being able to assist an education company increase enrollment by 63 wow i use zapier extensively is monica available to be possibly hired to help my educational organization grow absolutely shoot me an email um we'll share contact information and we can have a conversation great um okay so a few people have asked if you can kind of go over again the use case you talked about by using linkedin ads and facebook ads to google sheets can you kind of go into how you set that up sure so we were using the on the facebook and linkedin side the lead generation form fill for facebook so um when you're doing that without a tool like zapier and you don't have a crm the way you'll actually download the the ads is through the facebook ads platform um so when you download those ads in that way there's really not a way to unless you're doing it every day compile that list over and over so when we were doing this before it would take hours just to really compile this list and then send it to the client um so when you're using something like a connection to google sheets for example it's pulling that lead as soon as they hit submit to that form it's pulling that almost immediately into the sheet and then the sales team is getting a notification when something is added to that google sheet so it's creating a new row or for that contact and we also created um a section for notes so we can know when the sales team is followed up what part of the the lead funnel that they're in um you know so that way we all can see have a full view of where that lead is in the process awesome thank you okay does your entire marketing team know how to use zapier or do you have certain people on the team that are master users and what would you recommend for like another team so i would say about 30 of star markers are um have the the knowledge of creating zaps and using the team what i really like about the platform is we've been able to onboard new members onto the system very very very easy and seamless um and now using the shared application um feature we're going to be able to do it a lot faster so it's not i think the the platform is has such a user-friendly application and there's so many resources out there um educational resources on how to create a zap qang's apps that we our team has really been able to pick up this tool and run with it without finding any limitations really awesome okay let's see here this one might be good for you joel or lori on the call um can you use zapier to build out more complex drip marketing campaigns for leads yeah i can take that one um absolutely so we have um you know a bunch of different internal tools and apps that allow you to do things like put delays or make conditional statements we call them pass so you can say for example you know if you ask them what industry they're in you can have a you know a path we call it where you can have different kind of drip campaign content sent based on the industry that they're in so you can build that straight into zapier and kind of send out emails one off with delays in between them or you can just push data straight to a drip campaign service for example like a uh i think drip is one of them or a crm tool like hotspot that allows you those things automatically um just kind of whatever whatever you're working with you have a tool you can send it to that or if you don't have a tool you can do it right in zapier also awesome um this one might also be good for um joel you and or laurie what's the best app for sending text messages after a lead comes in do either of you know that that answer yeah again there's not one app that's going to be best um you know we work with a bunch of different sms texting apps um actually if you go to zapier.com apps we have categories on the left side and one of them is for sms because we have so many of them um you know i've worked with customers who have worked you know years like twilio and smsend and a bunch of other different ones and they've all had good results um so you know if you already haven't you know an account with somebody that you're already using and we have a connection you can just go start off using it right away awesome okay um here's a question i'm not sure if anyone knows this answer but how do you choose between going for a crm or choosing zapier i know they're very different but yeah so those things aren't mutually exclusive um zapier helps facilitate a crm by helping you put your data from tools like facebook lead ads linkedin linux google lead ads and pushing that into your cm or you can use zapier and kind of make your own crm so we have people that do that with tools like air table or they use google sheets or things like that and they kind of make their own crm kind of base system and kind of use it in that function or you can just use it to facilitate a crm by helping you kind of put that data into that tool for you automatically awesome okay uh if there is an app i use on zapier but zapier doesn't have a particular trigger or process i'm looking to do is there any established process for creating that functionality either by requesting it directly to zapier reaching out to the devs at the app tool yeah i can take that one again uh so the best thing you can do is reach out to our support team and what they can do is they can make a feature request on our side you know a lot of the apps on our marketplace are actually owned by the app um creators themselves so what we can do is we can create an internal request for them to add something but it doesn't hurt to reach out to them also you know people like to you know hear from their customers and you know let them know that this thing's important to you and you would like to see it on zapier and that's the same thing for apps that you know maybe you use that aren't on our marketplace yet um same thing let them know and let us know and and we can work with them to get on there awesome okay more questions are coming in here's another one what tool can i use to automatically respond when i get a lead that's kind of you kind of answered that there's a lot of different apps but i don't know if you can expand on that for sure yeah so really any email service that you have that has an app on our marketplace can be used to automatically send a response when you get a new lead so the way zapier works if you haven't used it already is it's basically broken on two functions we have a trigger and the trigger is what's kicking out the workflow so that would be a new lead coming into facebook lead ads for example and then the actions would be what do you want us to do with that data and that could be sending email through gmail send the email through outlook put them in mailchimp you know um put them into your crm that has the ability to send emails and and automate it through that that way um so there's a bunch of different ways to do it again it's based on the apps you have right we work with a lot of different apps so you know you don't necessarily have to go get a new app to to make this happen you could use your existing apps or existing services i've been disconnecting this app here and do it through that great and there are a lot of questions just about like certain workflows and stuff and we i want to reiterate that we also do zapier 101 demo about once a month and they're all located on our youtube channel so if you're wanting to see how to actually use zapier in the tool please feel free to check those out we go over a bunch of different types of flows um or go on to the website there's a ton of pre-made zaps that you can literally just copy and use for yourself and i recommend i like the page uh that zapier slash roles and i go into marketer and i can see all the different apps that zapier uses with for marketers so um that's how i recommend getting started there's a question here how do you get recommend getting started with zapier as a marketer i don't know joel monica if you have anything to add to that yeah i know that's an ex that's a great example i think i always recommend you know go to zapier sign up for a free trial if you don't have one already you can go in there look at all the apps that you have we have a tool that allows you to basically search the apps that you have select them and then once you've selected them all it gives you different ways to connect those together and suggestions that are popular um and it's a good way to get in there and see different ways that you might not have thought about um and it'll kind of make those recommendations to you um and and you can see other apps and tools that you know maybe you didn't think about using it that you could take advantage of awesome well thank you all we're at at time we will be sending an email with the follow-up recording and with other resources that you can use to start automating your lead management and i want to thank you monica and joel for a great webinar thanks so much thank you for having me thank you