Author: Patric Shannon

Importing Contacts

Posted on by Patric Shannon

The import contacts feature allows you to import thousands of contacts into our system with a few button clicks. This is great if you have a customer list for reputation management or if you are migrating from a different CRM.

  1. Expand CRM from the left-side navigation.
  2. Select contacts.
  3. In the top right corner of the contact list page, you will see a button that says Template. Click this button to download the contact template spreadsheet.
  4. Add your contacts to the template spreadsheet by filling in their information. It is not necessary to have information in each field however some fields like first name and company are required.
    1. The company must already be created and you must match the company name exactly with how you have it within LeadSnap.
  5. After you have added all the contacts to your template spreadsheet, click save to save your changes to the spreadsheet.
  6. Click the blue import button in the top right to open up the import menu.
  7. Choose the select button from the pop-up menu and navigate to the location of your template spreadsheet that you downloaded on your computer. Select the file and click open.
  8. After the file is selected click import to import the new file.

If successful you should see your new contacts within the contact list.

Check out the video below for a step by step walkthrough on how to import contacts to LeadSnap

Why Are My Calls Not in All Leads?

Posted on by Patric Shannon

Your calls are showing up within the all calls area but they are not on the various dashboards or all leads area. This has been a point of confusion that we are working to simply. Until then we created this article to help explain how things work and why we did it this way.

With the relentless robocallers and telemarketers we were concerned that the all leads area and dashboards would water down the lead count causing an inaccurate representation of leads. To help combat this issue do not move phone calls to the all leads area by default. This behavior can easily be changed if you prefer it to work this way. The default behavior is to have calls stored in the “all calls” area until approved and moved to the leads area.

The form submission that arrive in the all leads area have been evaluated by our spam filters which help protect the lead count from spammers but without this quarantine the lead count would be inaccurate because of the telemarketers.

The video below will explain this in more detail and show you the two most common ways to move a phone call over to the leads area.

CallRail Integration

Posted on by Patric Shannon

What is CallRail?

CallRail is a third party voice over IP phone system that allows you to purchase local phone numbers from around the world and create dynamic workflows for how the calls are handled. While we support the integration with CallRail we highly recommend considering the internal LeadSnap phone system which offers more competitive pricing and additional features throughout the LeadSnap platform that are not available within the CallRail integration.

What Does The Integration Provide?

The integration to CallRail allows phone calls to be brought into LeadSnap in real time for analysis and reporting. You can playback phone calls and have them sorted according to the company mapping.

Before You Start

Before you get started there a few things you should have in place.

  • Active CallRail account with access to said account.
  • You must have the companies created within LeadSnap from your CallRail account in order to map the CallRail companies to LeadSnap. For more information on how to create a company please check out this support article: create company.
  • Your companies within LeadSnap must be activated with the CRM system.

Get the CallRail API Key

Login to your CallRail account.

Select the Settings icon from the left side navigation.

Select Integrations from the top navigation.

CallRail Integrations

Select API Keys from the center menu option.

CallRail API Key

Click the button in the top right that says “Create API V3 Key”.

CallRail Create API Key

Copy the new API key which should be visible within the API V3 Key Column.

CallRail Copy API Key

Connect CallRail To LeadSnap

Login to LeadSnap

Expand Settings from the left navigation.

CRM Settings

Select Integrations.

CRM Integrations

Select CallRail.

Connect CallRail

Select Connect CallRail.

Paste API Key

Paste In the API key copied from CallRail.

Submit API Key

Click the Submit button.

CRM Map Companies

Map CallRail to LeadSnap

This screen will allow you to map the companies from CallRail (left side) with the companies that you have within LeadSnap (right side). If you do not have a company created within LeadSnap you will need to create your company before continuing. Select the LeadSnap company from the dropdown on the right side that you would like to associate with your CallRail company on the left side.

CRM Enable Companies

After making all of the mappings it is time to enable the companies. Our integration will grab all of the companies in your CallRail account, it is not required that you use all of them. If for whatever reason you would not like to sync the data for a company you can simply leave it disabled. To enable syncing the calls from CallRail for each company click the enable box.

CRM Submit Mapping

Now that you have mapped your CallRail companies and enabled the selected companies to sync you can click the submit button in the bottom right corner. If you have many companies you may need to scroll down a little bit so the button is visible.

CRM Fetch Call Data

The final step is to the fetch the latest call data from CallRail. Our system will fetch the last 200 phone calls from CallRail. It is important that you do not leave this page during the fetch process. This make take several minutes while we transfer the data from CallRail to your LeadSnap account.

Congrats you have completed the CallRail integration

Purchase Phone Number

Posted on by Patric Shannon

The LeadSnap phone system is powerful and flexible. For our system to function properly it is required to have your phone numbers within our system. You have two options on how you can get phones into our system. You can port phone numbers (transfer phone numbers into our system from another carrier) or you can purchase the phone numbers directly from within LeadSnap. In this article we will take you through the process of purchasing phone numbers from within our system.

  1. Select/expand Phone System from the left navigation. 
  2. Select/expand Numbers. 
  3. Select new number.
  4. Select the company that will be associated with the new phone number.
    1. Each phone number is required to be associated with a company. We use companies to organize the phone numbers and call reports. The good news is there is no charge for companies and you can get one set up in less than 30 seconds. Check out this article for more information on how to create a company.
Purchase Phone Number

Now that we have selected the company we should see an image similar to the one below.

Descriptions align with the numbers from the associated picture below.

  1. Company Selection
  2. Type – Select between local or mobile phone numbers. This only applicable for certain countries. In some countries these phone numbers will have different functionality. For instance some countries local phone numbers will not have texting functionality. See the features column (number 9 in the photo below).
  3. Country – Select the country which you would like to purchase a phone number.
  4. Number or word – numbers 2 through 9 on a standard phone letters associated with a key. You can search for words that match up with associated letters from each key. Please see this image for the associated letters with each key.
  5. Area Code – Enter the area code for which you would like to search for available phone numbers.
  6. State – Search for phone numbers by state (United States only).
  7. City – Search for phone numbers by city. This will automatically pull the appropriate phone numbers that are associated with a city.
  8. Search Numbers Button – Click this button to search for phone numbers using your applied search filters.
  9. Features – This column will show you the features that are available for the selected phone number.
    1. Phone Icon – Phone calls are available for this number.
    2. Chat Icon – Texting is available for this number.
  10. Buy Button – Click this button to purchase the selected phone number.

After clicking the buy button your will arrive at the the number configuration screen. The phone number purchase is not final until you complete the items on this screen. For some countries additional information is required, such as an address. These requirements are determined by the compliance regulations of your country.

  1. Company Selection – select the company within LeadSnap that you would like your phone number to be associated with.
  2. Number Name – this is a nickname that can be useful to identify the phone number on reporting screens. Some companies might have more than one phone number, this can help you distinguish between other phone numbers within the same company.
  3. Forward Calls To – All phone numbers are required to have a forwarding number. Our phone numbers are not hardwired to a phone like a land line or your cell phone. We need to know when there is a call. For this reason we require a phone number to forward the calls to as they arrive.
  4. Caller Id – Caller ID is the number that is displayed on your phone when a call is forwarded. You have two options for the number to display.  You can show the number of the caller or you can show the tracking phone number which is the actual phone number that you have purchased.
  5. Purchase Button – Click here to finalize the purchase of your phone number.
Number configuration

GMB API Setup

Posted on by Patric Shannon

Prerequisites to Setting up your GMB API

1. Make sure your email contains your business’s domain (firstname@businessdomain, or developers@businessdomain, either one will work.)

2. On your Business GMB, have the following:

a.) The same business name as is on your business website (exact match)

b.) Images of you, a screenshot of your business license or DBA, and a few images of your workspace. 

c.) Your Business Website

d.) **Note: If your GMB doesn’t have these images, do not proceed until you have added them. Google seems to be ignoring applications that come with GMBs that DO NOT have such photos.

How to Create Your Business Profiles API Project in Google Cloud

1. Open a google account with an email address that has your business/agency domain after the @ symbol. We’ve found it works best with Google Workspace, but we have had a few others be approved. (ie. name@yourbusinessdomain)

a.) **Note: Don’t delete this account or attempt to switch away from Google Workspace if you started there, as you will lose the GMB API project that you’ll have set up and gotten approved.**

b.) If you go the Google Workspace route, you can do the 6 dollars per month plan without an issue.

2. Go to cloud.google.com
3. Create a new project. Note the project id and project number, you’ll need them later.
4. Add a billing account and connect it to the project you just created. You don’t need to activate your cloud account, just connect the billing account.
5. Fill out the Google My Business Form

6. Google will respond with 1 of 2 emails:

a.) Request for Confirmation (that you submitted an application for approval for the GMB API)

b.) “More Questions” Email (if you don’t get this one first, it will come after you respond “yes” to the “Request for Confirmation” email).

Here’s how we recommend answering Google’s questions

After you get Google My Business Approval Email:

Step 1: Enable Libraries for GMB integration

Search for the following libraries and click “Enable”:

– Google My Business API

– Business Business Information API

– Business Notifications API

– Business Account Management API

– My Business Verifications API

– My Business Q&A API

Step 2: Setup OAuth consent screen

-  Select User Type as “External” then click “Create”

-  Enter App name then select user support email from dropdown

-  Add the following Authorize domains

leadsnap.com

Also user’s add white label domain (example: whitelabeldomain.com)

-  Enter your name@bizdomain email in the developer contact information field. Then click “SAVE AND CONTINUE”

-  Click “ADD OR REMOVE SCOPES” button then select the following scopes and “SAVE AND CONTINUE”

-  See this video https://nimb.ws/Bh2Lmy

-  Test users section: Just click “SAVE AND CONTINUE”

-  SUMMARY Section: Click “Go back to dashboard” button

-  Click “Publish App” button and click “Confirm” on pop up

Step 3: Setup Credentials

Click “Create Credentials” and select “OAuth Client ID”

Select Application type as “Web Application”

-  Fill up the name field (We usually put the name of the company followed by “Client ID” example: “Company Client ID”)

-  Add the following “Authorized redirect URIs”

– https://app.leadsnap.com/callback/google/mybusiness
– <white_label_domain>/callback/google/mybusiness
(example: https://whitelabeldomain.com/callback/google/mybusiness)

-  Click “Create”. Then a pop up will appear where you can copy the “Client ID” and “Client Secret”. Update the values also in notion.

Step 4: Check Quotas

-  Go to quotas page and check the limit for the following services

Step 5: Setup Pub/Sub for Notifications

-  Go to Pub/Sub page and create a Topic

-  Set the topic ID to “gmb-locations”. Then click “Create Topic”

-  Edit topic

-  On the permissions section click “Add Principal” and add the following:
[email protected] – Pub/Sub Publisher

-  Go to Pub/Sub(Subscription) page

-  Click “Create Subscription”

-  Enter subscription ID: gmb-locations-
gmb-locations-leadsnap

-  Set Delivery type as “Push” and enter endpoint url as:
<server_domain>/pubsub/google/notification
– https://app.leadsnap.com/pubsub/google/notification

-  Set expiration period to “Never Expire”

-  Select Retry after exponential backoff delay. Then Click “UPDATE”

-  After creating 3 subscriptions. One for each server. You should see this:

Step 6: Add keys to user’s account

-  Login to the app(LS or LG)
-  Got to “GMB API Integration” under Google

-  Click add integration button

-  Enter the name (example: Company GMB API)

-  Paste the “Project ID”, “Client ID” and “Client Secret” and click save.
Note: make sure that the project id is from here:

-  To test if the setup is working. Go to “Google Accounts” and add one of your GMB accounts.

-  If it gets added without any issues then integration is completed.

Google Business Profile Review Link

Posted on by Patric Shannon

Google Business Profile Share Link

1. Log into your Google Business Profile.

2. If you have more than one location, select the location name.

3. Select Home from the left side navigation menu.

4. Select Share “Review review form“.

5. Copy the review link by clicking within the copy box.

6. Return to LeadSnap and paste this link into the link field.

Connect Gmail Account

Posted on by Patric Shannon

This article will teach you how to connect your Gmail account to LeadSnap which will allow you to send emails from within LeadSnap from your Gmail account. There are two requirements from Google that must be set up in order for LeadSnap to be able send from your Gmail account.

  1. You must enable 2 Step authentication for your Gmail account.
  2. You must set up an App Password.

 

What is an App Password?

An App Password is a 16-digit passcode that gives an app or device permission to access your Google Account. Instead of adding your normal email password to LeadSnap you will instead add the app password.

Turn on 2-step Verification:

Google Article On 2 Step Verification

1. Login to your Google Account. 

2. In the navigation panel, select security or click this here to open it directly.

3. Under “Signing in to Google,” select 2-Step Verification and then Get started.

Follow the on-screen steps.

Select Security.

Under “Signing in to Google,” select App Passwords. You may need to sign in. If you don’t have this option, it might be because:

  1. 2-Step Verification is not set up for your account.
  2. 2-Step Verification is only set up for security keys.
  3. Your account is through work, school, or another organization.
  4. You turned on Advanced Protection.

At the bottom, choose Select app and choose the app you using > Select device and choose the device you’re using > Generate.

Follow the instructions to enter the App Password. The App Password is the 16-character code in the yellow bar on your device.

Tap Done

Automations

Posted on by Patric Shannon

Automations are a powerful part of the CRM module that allow for things to happen without your interaction based on predefined sequences. If you would like to set up logic that says, “if X happens then do Y,” then automations are your solution.

 

Key Automation Components

Automations are composed of three main pieces: Triggers, Actions and Filters.

Triggers – When these events occur, they can initiate an automation sequence. Below are some examples of triggers:

  • New Form Submission
  • New Phone Call
  • New Text Message
  • Field Status Update
  • New Contact Created
  • New Deal in the Pipeline
  • Deal Moved to Pipeline Stage

Actions – Actions can be strung together into a list of automated processes that can be performed. You can add as many actions as you would like in an automation. Below is an example of a list of actions that can be used to perform automated tasks within the system.

  • Condition
  • Send Email
  • Send SMS Text
  • Create Contact
  • Wait (the sequence will wait for a specified amount of time before continuing)
  • Update Field Status
  • End If (will end if something becomes true)
  • End If Review Submitted will end if a review is submitted)
  • Send Questionnaire

 

Filters – These are used with triggers, allowing you to limit a trigger being fired. For example, let’s say you have a trigger that you would like to be fired when a new form submission is submitted, but only if it is for a certain company or from a certain value in the zip code field.Filters make this possible. Depending on the trigger, you will have different options for the filters. You can combine as many filters as you like. When using more than one filter, it is necessary for all the filters to be true for the automation to continue.

There are different field types within LeadSnap. . The default zip code field is a “text field,” meaning that you have the ability to type in the filter value. If the field type is a text field, you can use a comma separated list to include multiple values. In these cases, the automation will continue if only one of these values matches an item on your list. If the field type is a dropdown menu, then you will have a selection box for the field value.

Variables

Variables allow you to reference dynamic information during your automation. Let’s make an example to be sure this is clear. Perhaps you have a client named Bob and he owns a company called Bob’s roofing. When you create the client user for Bob and assign to the company Bob’s roofing, this information can be available when an automation runs through the use of variables.

Add Variable to Message

To add a variable to a message, you can drag and drop the variable into the message box. Wherever your cursor is in the message box field at the time you drop the variable inside, that’s where the variable will be located.

Variable Types

These variables are available when sending a text message or an email. Notice in the image below the three columns for Pre-defined, Company and Custom.

Pre-Defined – These variables come with LeadSnap right out of the box and are composed of common form or lead intake information we feel will be present for most lead opportunities.

Company – This information comes from the company information that you create. When you create the association of a client with a company we can use some of this information.

Button/Link Options

For emails and text messages, you have the ability to send a link with your message. For emails, these links can be included by using a button. Since text messages can’t contain buttons, you are limited to a normal website URL link. If your message is an email, then you will see the “button options” shown in the image below.

For text messages, the functionality is nearly identical but as you can see in the image below, this one says “link options.”

In either case, you can manage the behavior of the button or link through the menu that slides out from the right side. This window will be visible by clicking either the button options (email) or link option text messages.

Text Link Options

With the text message option, you can include a link by checking the checkbox. Next, you can choose between three options.

Review Funnel – Sends a link to the review funnel that is associated with the lead or contact.
Lead Details – Sends a link to the lead that is associated with the automation.
Other – Sends a link to another URL that you can specify here.

Email Button Options

We have all the same options for links as we do for texting, but we have a little more control since we are able to create buttons in emails that we are not able to create in text messages.

Review Funnel – Sends a link to the review funnel that is associated with the lead or contact.
Lead Details – Sends a link to the lead that is associated with the automation.
Other – Allows you to send a link to another URL that you can specify here.
Button Background Color – Allows you to select the background color of the button to be used with the link.
Button Text Color – Allows you to select the color of the text to be used within the button.
Button Text – Allows you to select the actual words or text to be used within the button.

Create New Automation

To start a new automation, expand the CRM item in the left navigation menu, then select “Automations”
This is the “All Automations” page. Here you will be able to create new automations as well as manage existing ones.

Starting an Automation

Automations can be started in two different ways: with a trigger or by being manually added to an automation.

Lead Detail Page

To start an automation from the “Lead Detail” page, expand the CRM item in the left navigation menu, expand ”Leads,” then select “All Leads”. Select the lead you would like to create an automation for, and click “View.”
You are now in the “Lead Detail” page. To start an automation click the “Add to Automation” button in the top right hand corner to the left of the “Delete Lead” button.

 

Contact Details Page

To start an automation from the “Contact Details” page, expand the CRM item in the left navigation menu and select contacts. From here, search for the contact you would like to create an automation for and open it up.
You are now in the “Contact Details” page. To start an automation, select the “Add to Automation” button in the top left hand corner of the page to the right of the “Edit” button.

All Automations Page

To start an automation from the “All Automations Page” expand the CRM item in the left navigation menu then select automations.
You are now in the “All Automations” Page. From here you can create a new automation by clicking the “New Automation” button at the top right hand corner to the right of the “Add to Automation” button.

Naming an Automation

To name your automation, you must first create one. From the “All Automations” page select the “New Automation” button. Then select which type of automation you would like to create from the selections provided.
After selecting what type of automation you will be creating, you will now be able to name it. The custom name field will be located at the top right hand corner of the page and labeled “Sequence Name”.

In Progress Automations

Automation History

You can view the entire history for a specific automation. To do this, start from the “All Automations” page, find the automation you would like to view the history of, then click the “History Logs” button located in the actions tab. This button is the second from the left, right next to the “In Progress” button.

Duplicate Automation

Duplicating an existing automation is very easy. Starting from the “All Automations” page, click the “Duplicate” button which is located in the actions tab. This button is the second from the right, next to the “Delete” button. Once you click duplicate, you will be prompted to name the new automation. After naming your copied automation, click “Duplicate”, then you will be directed to where you can edit your new duplicated automation.

Delete Automation

If you would like to delete an automation, start from the “All Automations” page, and click the “Delete” button that is located in the actions tab. This button is on the far right. After clicking the “Delete” button, you will be prompted to confirm you would like to delete that automation.

Government Compliance

Various governing bodies around the world have restrictions on automation related to phone calls, emails, text messages and unsolicited faxes. By using LeadSnap you assume responsibility for being in compliance with these rules and regulations. Failure to do so can result in legal ramifications that are your responsibility to resolve.