Creating Campaigns for Custom Classes

We keep track of custom programs in Salesforce as campaigns. These steps will show you how to create the campaigns and the naming conventions we use. (For open enrollment classes, see Creating Campaigns for Programs, Sessions, and Classes)

Campaign Statuses

Here's a guide to the different campaign statuses we use. These apply mainly to "session", and "class" campaigns. "Program" campaigns refer to any custom event within a given fiscal year, so the only statuses needed are "Planned" and "Completed."

• 1. Completed <--The class actually took place

  2. In Progress <--This is an extended class that is in progress

  3. Planned <--This class is scheduled but hasn't yet occurred

  4. Cancelled <--This class was cancelled.

  5. Aborted <--We don't currently use this

Creating Custom Campaigns

• (For custom campaigns there is no need to create a product because they won't be registering individually through our form.)

• Create program

• Create session(s)

• Create class(es)

1. First, set up the "program" campaign. This level of campaign will include everything within a specified fiscal year. Navigate to Campaigns and click New. Record type should be Executive Education and member type should be ExecEd. Click Continue.

• 1. In the Campaign Name, use the following naming convention: Program - Company - Fiscal year. For example, "Program - Stryker - FY18". In the Parent Campaign field, click the search icon and search for Exec Ed if you don't see it. Set the start and end date to span the whole fiscal year. It does not need to be checked active. Keep the status as "planned" unless you are creating a campaign for a previous fiscal year, in which case it would be "completed." Save. The campaign type is "Exec Ed Custom Course."

• 1. Now, create the "session" campaign. The session campaign represents an entire custom program (Imagine that this is equivalent to the proposal). Navigate to Campaigns and click New. In the Campaign Name, use the following naming convention: Session - Company - Topic - Month/Season Year. For example, "Session - Stryker - BioVentures - December 2017". In the Parent Campaign field, click the search icon and search for the program campaign you set up in step 2. Set the start and end date to span the length of the custom program. Choose the correct status depending on the situation. The campaign type is "Exec Ed Custom Course." It does not need to be active unless you are about to link it to the opportunity. Save.

• 1. Finally, create the "class" campaign(s). Each class campaign will correspond to an individual day of classes. Navigate to Campaigns and click New. In the Campaign Name, use the following naming convention: Class - Company - Topic - Month Date. For example, "Class - Stryker - BioVentures - December 11". The Start Date and End Date correspond to that day of class. In the Parent Campaign field, click the search icon and search for the session campaign you set up in step 3. Choose the correct status depending on the situation. The campaign type is "Exec Ed Custom Course." It does not need to be active.

• 1. If you have more than one class campaign to create, it is easiest to use the clone feature. After creating your first class campaign, click "clone." All you will need to change is the campaign name and start and end date.

Ensuring Campaigns Linked Successfully

To check that all your created campaigns linked successfully, check the "Campaign Hierarchy" section. Starting from the "program" campaign, find the "Campaign Hierarchy" section and check that the new session campaign is listed.

Click into the session to check that all class campaigns are listed. You may need to click on "Go to list" to see them all if there are many class campaigns.

How to Add Attendees to Campaigns

To add attendees to a custom campaign, it is usually best to use the import template attached below. See also Campaign Membership - Class Registration.