Create Campaign Members and Monitor Their Engagement
After completing this unit, you’ll be able to:
- Describe who can be added to campaigns.
- Add campaign members to campaigns.
- Use campaign member records to track responses.
Michael, the Communications Intern at No More Homelessness (NMH), set up campaign records in Nonprofit Success Pack (NPSP) for the upcoming advocacy training workshops, but what’s a workshop without people? A pile of binders and unopened boxed lunches, that’s what. Not a whole lot of advocacy work happens that way.
It’s time for Michael to create a list of people to invite to the workshop, send the invitations, and track everyone’s responses. And make sure, of course, that the invitees to each workshop are correctly associated with the corresponding campaign in NPSP.
Campaigns Need Campaign Members
In Salesforce, the people you add to a campaign need to first have either a contact or a lead record. When you connect either a contact or a lead to a campaign, a campaign member record is created, which allows you to track an individual’s responses to the campaign—key data for organizing and understanding how well your campaigns perform.
Most of the data on a campaign member record pulls directly from the person’s lead or contact record, but there’s an additional field to track a person’s status in relation to the campaign. For example, after you add some campaign member records to a campaign, and send out an invitation to an event, the status could be Sent. If they never respond, this status doesn’t change, but if they register for the event, you can change the status to a value like RSVP Yes.
Here’s what a NMH campaign member record looks like:
Exciting, right? Before Michael starts adding campaign members to the campaign for the upcoming advocacy training workshop, he must decide what statuses he wants to use to track responses to the invitation.
Create Custom Campaign Member Statuses
There are two statuses that are automatically set up for every campaign and that you can apply to each associated campaign member: Sent and Responded. Depending on what you use campaigns for, that might be enough. For example, if you’re only using campaigns for fundraising appeals, you could use the status Sent for solicitations and change to Responded if a campaign member donates. Life isn’t always so binary, though. Good thing you can customize campaign member statuses in Salesforce!
For every individual campaign, you can add your own statuses and apply them separately and as needed to each campaign member. Because custom campaign member statuses are set for each campaign, it’s a good idea to work out a set of common statuses for all your campaign types, so reporting is clear and easy. Actually, a set of common statuses isn’t just a good idea, we strongly recommend it.
At NMH, the team decided to keep the standard status Sent and add RSVP Yes, RSVP No, Cancelled, Attended, and No Show for events. Let’s see how Michael adds these new campaign member statuses to an upcoming advocacy training workshop campaign:
- Log in to Salesforce and use the App Launcher ( ) to find and select Nonprofit Success Pack (NPSP) if you’re not already there.
- Find a campaign record you’re working with. Michael’s working with Event: June 2019 - Advocacy Training Day and he found it using global search.
- Click Related.
- In the Campaign Member Statuses section, click New.
- Enter the new Member Status. Michael enters RSVP Yes.
- (Optional) Check the Responded box. This indicates that the campaign member has replied in some way. All campaign members with a status that includes a checkmark in the Responded box are counted as responses in the campaign summary roll up.
7. Click Save.
Done with that first one, Michael repeats the process for each of the other campaign member statuses the NMH team wanted to add (which were RSVP No, Cancelled, Attended, and No Show). When he’s done, Michael checks the default status—the status that’s assigned automatically to each campaign member. Sent is the current default status. Good. That’s what the team wants, but if they change their minds, Michael could use the Change Default Status button and select a different option.
With all of the campaign member statuses set up, this is what the list looks like:
Add Campaign Members to a Campaign
With the campaign member statuses set up, Michael is ready to invite a select group of leads and contacts to the training workshop event as campaign members.
Michael first adds contacts that have volunteered and made a donation in the past year. He feels that this segment of supporters will be most interested in becoming community advocates. There’s more than one way to add contacts as campaign members, but he’s using a list view. Although Michael is focusing on contacts at the moment, he could follow the exact same steps from the lead object to add leads as campaign members.
To add contacts as campaign members using a list view:
- In NPSP, click the Contacts tab in the navigation bar.
- Click the gear icon to open List View Controls.
- Click New.
- Name the list view and select the sharing settings. Michael calls this new list Training Day Invitees and makes it visible only to himself.
- Click Save.
- Click the filter icon if the filter window is not already open.
- Add filters to limit the contacts that appear in the list. For Filter by Owner, Michael selects All contacts and clicks Done. He then clicks Add Filter and adds the field Last Gift Date set to greater than or equal to 1/1/2019, clicks Done, and clicks Add Filter again to add Volunteer Status set to equals Active. He clicks Done again.
- Click Save.
- Now that there’s a list view for these contacts, it's time to add them to the campaign. Click the checkbox at the top of the column to select all records in the list.
- Click Add to Campaign.
- In the Add to Campaign form, search for and select the campaign for these contacts. This is where your easy-to-remember, transparent naming convention comes in handy.
- Select the Member Status. You should see custom statuses if you set them up. Michael chooses Sent as the status.
- Select either Keep existing Member Status or Update to the selected Member Status for existing campaign members (if you have any).
- Click Submit.
Now that Michael added this list of contacts to the campaign, they each have a campaign member record that he can access and manage from the related list on the campaign record.
Using a list view, like Michael did, is just one way to add contacts or leads to a campaign. You could also:
- Add individual, hand-picked individual campaign members from contact or lead record detail pages. This is a good option if you just need to add a few specific people to a campaign.
- Add leads or contacts using the Manage Campaign Members option in the dropdown on the Campaign Members related list. If you can segment your list based on a single field value, this option might be right for you.
- Add up to 50,000 members from lead or contact report results. This is a great option for segmenting a list by multiple criteria and/or adding a large number of campaign members to a campaign.
Just remember that adding contacts to a campaign, regardless of how, is only connecting records in Salesforce. You still need to actually reach out to your campaign members, be it by email, a letter, or passenger pigeon.
If you use a tool like Pardot or Marketing Cloud for email marketing, you can sync the lists and emails you are building with those tools and vice versa. Review the resources below to explore other options that might best meet your specific needs.