Have you recently moved to the Keela system? Would you like to use Keela's Membership tools to manage existing members and their renewals? Then this is the Campaign for you!
In this article, we examine how you can create communications for your existing members upon their end date/renewal. The email will include a button linked to a Keela Membership Form where your donor can enter their credit card details securely to create a new Membership in Keela.
Important Note: We recommend reading our What is a Campaign and Campaigns, an Overview articles before creating a Campaign.
Campaign Details
| CAMPAIGN INFORMATION | DESCRIPTION | EXAMPLE |
| Campaign Name | A clear and concise name to call your Campaign. Make sure it's something that you and your team members will be able to understand when viewing this in Keela! | Moving Legacy Memberships to Keela |
| Campaign Purpose | What are you hoping to achieve? Why? | We aim to transition all exiting memberships from our old CRM to the new Keela system. |
| Campaign Due Date | When are you hoping to finish your Campaign? It could be dependent on a specific date or perhaps the current year that you're in. | The last Membership Renewal Date |
| Who will be working on the Campaign | Got a team ready to take on this email communication or are you a one-person show? It's important to know who will be responsible for achieving your purpose! | Elsie Coffey, Laura Taves |
| How will you communicate the Campaign to your Contacts? | Many Campaigns involve reaching out to your donors, contacts, volunteers, or sponsors to encourage them to support you. If this is the case, how will you reach out to them? How often? | Mass emails sent on a frequency that makes sense to your membership base and their renewals (for example, once a month for members that renew in the next month) |
| How will you collect the membership sign-ups? | How will you use Keela to achieve your Campaign? Will you be accepting payments? Will you be accepting sign-ups? | Online, via a Keela Membership Form. This will be shared via the Email Marketing. |
Step 1 - Import your Contacts into Keela
Before you can reach out to your members and ask them to move over to Keela, you'll need to make sure their contact and membership information is in Keela! More information about that here.
Step 2 - Create a Project in Keela
We've included a list of steps to help you achieve your Campaign below. You can use these as a guide to add a new Project for your Campaign in Keela. Don't forget to add each individual Task and deadline to the Project and make sure everyone knows what they need to do!
Learn how to create a Project in Keela here.
Learn how to add tasks to your newly created Project here.
Step 3 - Create a Campaign
Remember when we asked you to brainstorm all of the details of your Campaign above? Yes? We do too! Here's where it will come in handy.
Learn how to create a Campaign here.
Step 4 - Create Memberships
You may have already created your Memberships in Keela, but just in case now's the time to get started!
Creating and Managing Membership Plans
Step 5 - Create a Membership Form
You may already have a Keela Membership Form published on your website that you would like to use for this Campaign - that's completely fine! But if you would like to keep all of the Legacy Memberships that you receive separate from your new memberships, we recommend creating a new form that is linked directly to your Campaign. This way, any payments that are received through the form will be automatically attributed to your Campaign - easy peasy!
Learn how to create a Membership Form here
Step 6 - Create an Email Marketing Template
An Email Marketing template is a great way to create an outline for an email that you're going to be sending a lot of. You can create the basic structure of your Email Marketing and make sure that all of the colors and branding are in place. Then, when it's time to send your Email Marketing, most of the work will already be done for you!
Learn how to Create a new Email Marketing Template here.
Step 7 - Create a Segment that you can send your Email Marketing to
In this step, you can use our Segments tool to create a list of Contacts that you can send an email to. In Step 1, we recommended adding custom fields to your contacts, so that you can keep track of them later on. Create a Segment in Keela and filter it by this the Subscription End Date.
Tip: since you'll be reaching out to contacts a few weeks before their membership ends, the date filters you'll be using should reflect end dates that are coming up. For example, next month.
Learn how to Create a Segment in Keela here.
Step 8 - Create and Send Email Marketing
It's time to reach out to your contacts whose membership is ending soon, to get them signed up again! You can create a new Email Marketing and select your pre-made template to start with! Don't forget to link your Membership Form ;)
Learn how to Create Email Marketing here.
Important Note: Be sure to connect your new Email Marketing to the Campaign that you created back in Step 3.
Step 9 - Tie up any loose ends
Not everyone responds to the first email and that's completely normal! Don't forget to create some follow ups with your contacts to remind them to fill out the membership form before their end date. Try creating a template and a new segment just for this purpose! Also use Custom Fields or Tags in Keela to help manage this step!