In this guest blog post, marketing maven Taylor Schulte, who’s also an advisor/CEO at Define Financial, shares the “zaps” he uses to automate his growing business at The AGC.
The AGC™, or The Advisor Growth Community, co-founded by financial advisors Taylor Schulte and Justin Castelli, is a private, online community for financial advisors dedicated to growing personally and professionally alongside their peers. It’s growing fast, due in part to the use of automated marketing technology via Zapier combined with CRM from Wealthbox.
What’s a Zap?
Zaps configured with Zapier are a way to create automations between Wealthbox and other software applications. Essentially, a Zap is an automated workflow that connects your apps and services together. Each Zap consists of a trigger and one or more actions. When you turn your Zap on, it will run the action steps every time the trigger event occurs. For example, you could automatically create a contact in Wealthbox when a prospect fills out a form on your website via another application like GravityForms.
Now, let’s hear from Taylor on how he uses Wealthbox and Zapier to automate and grow this business. Read all about it below, and also join the webinar! Hopefully these examples of the power of Wealthbox and Zapier integrations can inspire and help you too!
Taylor Schulte’s Zap Secrets in Wealthbox
Adding New Members
When an applicant completes the enrollment form on our website via Gravity Forms, we use Zapier to send that information to Wealthbox to create contacts, kick off workflows, send an email through Gmail, and log the full details in a Google Spreadsheet.
1. Create a Wealthbox Contact
When an applicant completes the enrollment form on our website, a new contact record is created in Wealthbox CRM.
Along with adding their contact information to their record, it also tags them as a “Member” in our CRM and tags them with the month and year they joined (e.g. January 2020).
2. Start a Workflow in Wealthbox
This Zap is triggered by the Zap above. When a new contact record is created in Wealthbox CRM and the contact gets the “Member” tag, this Zap launches our “New Member Workflow” in Wealthbox CRM.
3. Send an email with Gmail
When a new member completes the enrollment form on our website, a Zap sends a custom welcome email to them from our business Gmail account.
Gravity Forms does have a feature that allows you to send a confirmation email when a form is completed without using Zapier. However, customizations are limited, making it very obvious that it’s automated. It lacks the personal touch we were looking for.
Using this Zap instead, we are able to customize the email to our liking and send it from our business email accounts. It looks like any other plain-text email we would send to someone. It automates the process and saves time while creating a good onboarding experience for the new member.
4. Log membership enrollment in a Google Sheet
When an applicant completes the enrollment form on our website, their submission is added as a new Google Sheet Row to our shared Google Sheet that tracks our membership enrollment periods.
This process might be overkill since we can generate something similar from our CRM if ever needed, but it has proven to be a nice document to refer to during enrollment periods. It serves as a back-up and a master list of the new members who joined us during a particular enrollment window. It is archived in our Membership folder in Google Drive for our records.
In Google Sheets
We hold virtual weekly webinars/workshops via Zoom on Tuesday’s at 1pm EST. We use Acuity Scheduling to schedule guests, create a Contact for them in Wealthbox as a guest speaker, and create a new Google Drive folder for the event.
1. Create a Wealthbox Contact and Google Drive Folder for Guests
When scheduling outside guest speakers, we send them a link to our Acuity Scheduling calendar to pick a date and time. As soon as they choose a date/time and schedule, this Zap creates a new contact record in Wealthbox CRM. Along with adding their name and contact information to the record, the automation also tags them as a “Guest Speaker” in our CRM.
In addition, this Zap creates a new folder in Google Drive for the event. This folder is used to archive the speaker’s bio, headshot, and presentation materials that we will share with our members ahead of the event.
In Google Drive
2. Create a “Follow-up” Task in Wealthbox
This Zap is triggered by the Zap above. When a guest speaker schedules a time/date through our Acuity Scheduling link, this Zap will find the contact record in Wealthbox CRM and create a task in Wealthbox CRM to reach out to the them 30 days prior to their presentation to schedule a pre-webinar call with us.
The pre-webinar call is a chance to share more about our community, finalize the details for the presentation, and answer their questions so we can make the event as valuable as possible for our members.
3. Create ad-hoc webinars in Google Calendar
If we manually schedule a Tuesday webinar and create the event in Mighty Networks, this Zap will block that date and time off in the Google Calendar we have synced to Acuity Scheduling. This prevents double-bookings and ensures our calendar remains up to date and accurate.
In Mighty Networks
In Google Calendar
Open Enrollment Webinars
When enrollment is open and we host an informational webinar for prospective members, we create a landing page for the event using Leadpages.
1. Register webinar registrants from opt-in page
When someone opts into the event through the Leadpage, a Zap registers them in Zoom as webinar attendee.
2. Create Wealthbox Contacts for Webinar Registrants
When there is a new Zoom webinar registrant, another Zap creates a contact record for them in Wealthbox CRM.
Along with adding their name and contact information to their record, they will also be tagged with the date of the upcoming webinar (e.g. 1-13-20 Webinar).