How To: Set Up and Run Auto-Responder Jobs

Table of Contents

1. Introduction
   • Purpose
   • Definitions
2. Steps
   • Creating a New Auto-Responder Job
   • Running a Auto-Responder Job
3. Why This Process is Important
4. Additional Resources

Introduction

Purpose

This help document provides a detailed guide for setting up and managing Auto-Responder Jobs in GroupTrack CRM, which allows users to automatically track and manage comments on specific posts. This tool is available on PRO (Tier 3) accounts and is designed to work on posts that are not live videos.

Definitions

• Auto-Responder Job: A task set up within GroupTrack CRM to monitor and process comments on a specified post.
• Permalink: A direct URL to a specific post on social media, used to identify the post to be tracked.
• Trigger Words: Specific words configured in an Auto-Responder Job that, when detected in a comment, trigger predefined actions within GroupTrack.
• Reply Variations: Predefined responses that GroupTrack can use to reply to comments on a tracked post.

Steps

Creating a New Auto-Responder Job

Access Auto-Responder Jobs

Navigate to the "Auto-Responder" menu in GroupTrack CRM.

1. 

   Click "Add Job"

   • Start by clicking "Add Job" to create a new Auto-Responder Job.

• Name Your Job
• Give your new Auto-Responder Job a descriptive name and select a job group from the drop down menu.

• Enter the Post Permalink
• Copy and paste the permalink of the post you want to track into the appropriate field. This can be obtained by clicking the small date/time link under the post author’s name.

• Process Existing Comments
• Decide whether to process comments that were already on the post before setting up the tracking job.

Setup Timing

Set Processing Delays

Determine the pause duration between processing comments and add any additional breaks if needed. The default is a 15 to 25-second pause.

Configure Loop Settings

Set up how the job should loop, ensuring your computer remains on with the Chrome browser open if the loop feature is used.

Setup Response Automation

1. Confirm Pipeline Placement

• Select Tags, if applicable

• Select a Message template to send, if applicable

• Set and Assign a Task

Assign a Team Member

Set a Status Label

• React to Comments

• Decide if and how you want to react to processed comments using reaction emojis.

Reply to Comments

Configure reply variations if you wish to automatically respond to processed comments. GroupTrack will randomly choose from these replies.

Running a Post Tracking Job

1. Access the Auto-Responder Page

   • Go to the "Auto-Responder" page in the GroupTrack CRM web app.

     Run the Job

   • Click the "Run Job" button in the Action column next to the job you want to start.

• View Your Jobs Running

Why This Process is Important

Setting up and managing Post Tracking Jobs is crucial because:

• Automation: It automates the process of adding and managing contacts based on their engagement with your posts.
• Efficiency: Saves time by automating responses, tagging, and stage management based on predefined criteria.
• Engagement: Helps maintain and increase engagement by quickly responding to and tracking interactions on key posts.