Besides the possibility to create external contact lists as new groups in doo using the contact import, you can also manage the already existing contacts directly in your doo contact center as well as via the booking and participant overviews as you like and add contacts to groups or remove them from existing groups based on different criteria.
For example, would you like to write again to a certain part of an existing contact group, e.g. to remind the recipients of an e-mail message who have not yet registered of your invitation? Or to send further information about your event to all bookers who have already registered? Or do you need a list of all contacts who have given a specific answer to an attendee question? Here you will find instructions on how best to proceed.
1. Create new contact group
On the one hand, you can create new contact groups directly during contact import or manual creation of new contacts. Alternatively, you also have the option to create a new group in the contact center by clicking on the "All groups" dropdown and selecting "Create new group".
In the next step, you can then add contacts to the group by either importing them into doo from scratch (everything about contact upload can be found here) or by selecting single or multiple contacts that already exist in doo and assigning them to the group.
2. Adding or removing individual contacts
To make changes to the group assignment of an individual contact, go to the Contact Details page, click Edit Contact, and scroll down to Groups. To assign the contact to a new or existing group, click "+ Assign to a group" and select the appropriate group. To remove the contact from a group, click the "X" after the corresponding group name highlighted in yellow. Then click Apply changes to save the adjustments. For more information on editing contact data, click here.
Alternatively, you can also call the corresponding contact via the search function in your contact center, mark it in the overview using the checkbox and then add it to or remove it from the desired group.
3. Assign multiple contacts to groups based on specific criteria
If you want to assign multiple contacts to a new or existing group or remove them from it at the same time, you do not need to do this via contact import, but you can implement it directly in your doo contact center.
3.1 Organize contact groups based on data field contents
If you want to filter contacts by specific content in your contact center, you can do this via the filter function, which you can find under "More search options". At the same time, you can use the dropdown in the upper left corner to display only the contacts of a specific group.
You can specify multiple filter conditions at the same time, for example, to filter contacts by city and organization. If multiple conditions are specified, only the results that meet all conditions will be displayed.
In addition to contact master data such as name, organization, etc., as well as any contact fields you may have created yourself, you can also filter by other information such as the quality of the email address or group membership. If you want to search for contacts who have not yet entered any information for certain fields, you can also display all contacts with fields that are still empty.
After you have filtered your contacts as desired, you can select individual or all filtered contacts using the checkbox and add them to or remove them from a group. If your overview has several pages, you can also select all contacts of the following pages by clicking on "Select all contacts".
3.2. Create contact groups from bookers of an event
You can create a new contact group from the bookers of an event with just a few clicks, in order to then select them as recipients of an e-mail campaign, for example. This is useful, for example, if you want to contact all bookers of an event to inform them about changes, to send them additional information or to inform them about the cancellation of the event.
To do this, call up the event in your doo Event Manager and go to "Manage bookings" to call up the list of all bookings received. If desired, you can use "More search options" to filter the bookings, e.g. to display only the active and paid bookings and thus exclude the cancelled or still unpaid bookings.
If you then click on the checkbox to the left of "Booking date" at the top of the list, all bookings displayed on the current page will be highlighted. If your overview has several pages, you can also select all contacts of the following pages of the selection by clicking on "Select all bookings" in the green box. Afterwards, these can be assigned to an existing or new group or removed from an existing group via the corresponding links above the overview. The latter is useful, for example, if you want to send an invitation reminder and remove the already registered bookers from the recipient list of the first invitation mailing.
Information about sending e-mail campaigns via doo can be found here.
3.3. Create contact groups from attendees of an event
You can also easily create new groups from the attendees of an event in order to select them as recipients of an e-mail campaign, for example, or to obtain more precise evaluations. To do this, go to the "Attendees" item on the desired event details page.
As with contacts and bookings, there are also various options for filtering your attendees. At the top level, you can filter by attendee status and the desired ticket category.
By clicking on "More search options" you can then narrow down your search results even further to see exactly the type of participant you are looking for. Among other things, you have the option to filter by the various personal master data (name, organization, country, etc.) of the participants or bookers, or by the answers given to any questions you may have asked or additionally booked products. It is also possible to search for bookings where a file upload has taken place, in case you need documents from your participants in advance (e.g. a student ID card).
As soon as you have found the desired participants via the set filters, you can select them via mass selection (check the box to the left of "Name") and then add them to a new or existing group or remove them from an existing one by clicking on "+ Add to group".
3.4. Build contact groups based on email activities
If you use the doo E-Mail Manager for your invitation mailing, you can compile individual distribution lists for follow-up campaigns based on the e-mail activities with just a few clicks. Depending on the criteria you want to use to send your campaigns, the activities have to be filtered appropriately and, if necessary, supplemented with the booking lists of the respective event.
3.4.1. Invitation reminder to all contacts who have not yet responded to an initial campaign
- Call up the e-mail activities.
- Filter the activities according to the corresponding event and, if applicable, a specific e-mail message (e.g. useful if you have sent one German and one English campaign each) and via the "Additional search options" according to the "Sent" activity.
- Now mark all contacts to whom the message was sent and add them to a new contact group (e.g. name it "Reminder group EN" with the event name).
- Next, use the "Additional search options" to filter by the desired activity on the basis of which the reminder group is to be formed:
- For example, to write to all contacts who receive the email but have not yet booked, select all "Booked" activities to then remove them from the Reminder Group.
- For example, to write to all contacts who have not yet responded to your invitation, i.e. have neither booked nor clicked, select all "Booked" and all "Clicked" activities and remove them from the reminder group.
- Special case: For example, to write to all contacts who have clicked on the registration link but not booked, select all "Booked" and all "Interested" activities and create a completely new reminder group from them. Then call up the "Booked" activities of the event again and remove the bookers from the newly created reminder group. In this way, you ensure that only the interested parties who have not yet booked in are included in your reminder group.
- If you have received "manual rejection" to your invitation in another way (e.g. by separate mail or phone), you can easily remove them manually from the reminder group. To do this, simply call up the group under "Contacts", select the desired contact and click on "Remove from group".
In order to ensure that all persons who have already registered, i.e. also any manual registrations as well as bookings that were not made directly via the e-mail invitation link, are really removed from the new distributor, in the next step call up the respective event via the event overview, go to "Manage bookings", select all bookers and also remove these from the reminder group (cf. point 3.2.). If you have also queried the e-mail address on the participant level, proceed in the same way with the participant overview (cf. point 3.3.).
After you have set up the e-mail message for the invitation reminder, select the modified reminder contact group as the recipient so that only these contacts are contacted again.
4. Delete a contact group
To delete a contact group, select the corresponding group in your contact center, click on "Delete group" and confirm the deletion with another click.
By doing so, you will only delete the group, but the contacts that were included in the group will still remain in the contact center.
Please note that groups that are associated with a ticket category of a current or past event cannot be deleted at this time.