Transpond and Capsule Automations

Automating with Capsule and Transpond streamlines your marketing by syncing contacts, tags, and custom fields, keeping your data up-to-date. You can set up personalized email sequences triggered by actions in Capsule, ensuring timely communication. Transpond also provides insights into how contacts engage with your content, helping you tailor your strategies. This integration boosts efficiency, improves customer relationships, and supports business growth.

Below is a list of some great examples of how you can use Transpond and Capsule in Automations.

Create Sales Opportunities in Capsule based on Form Submissions

Creating an Opportunity from an Automation is a time saver for your Sales team and ensures that no lead is missed.

This streamlines the process, improves lead management, and boosts conversion rates, all while reducing manual effort and errors. It’s a simple way to nurture leads and drive business growth.

To create the Automation:

Step 1: Set Up the Automation Trigger (Form Submission)

• In the Transpond dashboard, navigate to Automation in the main menu.
• Click Create New Automation > From Scratch.
• Choose the Trigger "When a contact signs up from a form", at this point you'll need to select the form, the signup status (here you'll want to choose Signup Confirmed otherwise, the contact hasn't agreed for you to send them emails) and the contact status.

Step 2: Add delay step

• After the Form action, click +, add Delay step (for 1 hour as an example).
• This is a useful step so the contact doesn't get an email instantly after completing a form.

Step 3: Create the Email Sequence

• After selecting your form submission trigger, click on +, then Send Email as the action type.
• Here you can select the subject line, and choose the email address the email will be sent from. You'll also need to create the email content that you want to send to your Contacts. You can personalise the email with merge tags, such as the Contact's first name.
• Save and configure the email.

Step 4: Track Email Opens

• After the email action, click Add Wait.
• Select Workflow Campaign Activity as the trigger type.
• Choose the specific email you sent in the previous step
• Select the condition 'Was opened' with no timeout

Step 5: Create an Opportunity

• If the contact opens the email, you can now add an action to create an Opportunity.
• Click Add Action > select Create Opportunity.
• Fill in the necessary details for the Opportunity, such as the opportunity name, value, and milestone. You can include merge tags here to make it more personalised.

As part of the Automation you can also add tags and tracks to the Opportunity.

Step 6: Test and Activate the Automation

• Before activating, test the entire process to ensure everything works as expected.

• Submit the form yourself and ensure you receive the email, then check if the opportunity is created when the email is opened.

  Activate the Automation:

Once you’ve confirmed everything is working, activate the Automation.

Now, each time a contact signs up via the form, they’ll receive an email, and if they open it, an Opportunity will be automatically created.

Create Contacts in Capsule based on a Contact Form

If you have a welcome discount or offer when new contacts sign up via a form, then this Automation is a great way to keep track of engagement and update Capsule with the results. This Automation is going to focus and target the contacts with a high engagement rate.

Step 1: Set Up the Automation Trigger (Form Submission)

• Click Create New Automation > From Scratch.
• Choose the Trigger "When a contact signs up from a form", at this point you'll need to select the form, the signup status and the contact status.

Step 2: Add delay step

• After the Form action, click +, add Delay step (for 1 hour as an example).
• This is a useful step so the contact doesn't get an email instantly after completing a form.

Step 3: Send Welcome Email with Discount Code

• After selecting the form submission trigger, click + then Send Email as the action type.
• Create your welcome email, including the discount code and a specific discount link (e.g., a button or hyperlink).
• Personalize the email if needed and include a call-to-action with the discount link.
• Save and configure the email.

Step 4: Track Clicks on the Discount Link

• After sending the email, click + then add a Condition.
• Choose Campaign Activity > Link Clicked and select the specific discount link you included in the email.
• This condition will check if the contact clicked the discount link.

Step 5: Create Task in Capsule if Link is Clicked

• If the contact clicks the discount link, click Add Action > Create Task in Capsule (this would be under the thumbs up).
• Set up the task in Capsule (e.g., "Apply discount to contact") and assign it to the appropriate team member.

Step 6: Delay 1 Week if Email Link is Not Clicked

• If the contact doesn’t click the discount link, add a Delay action (under the thumbs down)
• Set the wait time to 1 Week before proceeding to the next step. This is completely up to you, but we usually recommend not to send emails instantly after one another to ensure contacts aren't incorrectly marking your emails as spam.

Step 7: Send a Follow-up Email After 1 Week

• After the 1-week wait, click Add Action to send a follow-up email.
• Create a second email with the same discount code and link.
• This email should encourage the contact to click the link again, with a slightly different message or call to action.

Step 8: Delay 2 Days Before Checking Link Click Again

• After sending the second email, add a Delay action for 2 Days to give the contact time to click the link.

Step 9: Create Task in Capsule if Link is Clicked After Follow-Up

• After the 2-day delay, add a Link Clicked condition again (similar to the previous condition step).
• Choose the same discount link to track whether the contact clicks it after the follow-up email.
• If the contact clicks the link, add an action to Create Task in Capsule.
• Set up the task in Capsule (e.g., "Apply discount to contact") and assign it.

Step 10: Add Note if Link is Not Clicked After Follow-Up

• If the contact doesn’t click the link after the second email, add an action to Add Note in Capsule.
• Add a note to the contact’s record in Capsule, such as "Discount link not clicked. Follow up next steps."

Before activating, it's always great practice to test the workflow. Once everything is working correctly, you can then activate the Automation.

Onboarding/Welcome Email for New Contacts

A great Automation for when you are introducing/welcoming a contact to your Product or Service. This Automation combines personalization, timely engagement and data-driven actions to effectively nurture and convert contacts.

Step 1: Define the Trigger (Contact Joins Group)

• In the Transpond dashboard, navigate to Automation in the main menu.
• Click Create New Automation > From Scratch.
• Choose the Trigger "When a contact joins a group", select the Group (e.g. "New Contacts"), set this trigger for when the contact is active.

Step 2: Add a 2-Minute Delay

• After the contact joins the group, add a Delay action.
• Choose Delay for and set the delay for 2 minutes.

Step 3: Send Welcome Email

• After the 2-minute delay, add the Send Email action.
• Choose the email template for the Welcome Email.
• You can use personalization tokens to make the email more tailored (e.g., first name, company name, etc.).

Step 4: Add a 2-Day Delay

• After sending the welcome email, add another Delay action.
• Set the delay for 2 days.

Step 5: Send Follow-Up Email with Extra Information

• After the 2-day delay, add the Send Email action.
• Select the template for the Follow-Up Email with extra information.

Step 6: Add a 2-Day Delay

• Add another Delay action after the follow-up email.
• Set the delay to 2 days.

Step 7: Check if the Contact Opened the Most Recent Campaign

• After the delay action, click Add Condition.
• Select Campaign Activity as the trigger type.
• Choose the specific email you sent in the previous step.
• Set the condition to trigger when the email is opened.

If the contact opened the email, you can set them to be left without any further actions.

If the contact didn’t open the email, then at this point it might be worth us offering a training call with the contact. To do that:

• Under the thumbs down condition, add the Send Email action.
• This email will contain a link to the webinar.
• You can track whether the contact clicks the link by using Tracking Links in Transpond.

Step 8: Track Click on the Webinar Link

• After sending the Webinar email, you'll want to add a Wait step.
• Select the trigger type as Workflow Campaign Activity, you can then select the Webinar email that was sent and choose 'Had a specific link clicked', including the URL to that link.
• This wait step will mean that if the contacts do not click the webinar URL link, then nothing will happen to them in the Automation - however if they do click the link, then they will carry on.

Step 9: Add Custom Field into Capsule

• If the contact does click the link, then you'll want to add a step to "Update the contact in Capsule". In our example, we have a Custom Field in Capsule called 'Onboarding Webinar' which is a checkbox.

Step 10: Add a Task in Capsule

• If you want to be extra cautious, you can also add a trigger to add a task in Capsule. This can be something as simple as "Add Contact to Webinar Demo".

This Automation will help to automatically nurture contacts, build relationships and drive engagement.

Renewal Date Reminders

Set up an Automation so you never have to manually check for a customer's renewal date ever again. This Automation will automatically send email reminders to contacts 2 days before their renewal date, ensuring the reminders are sent on time, every time.

You will have to ensure you have a Date Custom Field already set up in Capsule.

Step 1: Set Up the Automation Trigger (The anniversary of a date)

• Click Create New Automation > From Scratch.
• Choose the Trigger "The anniversary of a date (on, before, or after)", at this point you'll need to select the group, active contacts, the date range and the Custom Field from Capsule.

Step 2: Send Renewal Email

• Choose the email template for the Renewal Email.
• You can use personalization tokens to make the email more tailored (e.g., first name, company name, etc.).