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  SendFree, The Original Autoresponder Ad Network


SendFree User's Guide For The Lead Database

Adding Leads to Your Database

Viewing & Searching Your Lead Database

Exporting and Organizing Leads In Your Database



Adding Leads to Your Database

Automated lead input.

Your leads are automatically added to your lead database when they contact your SendFree address.

A lead can send an email directly to your SendFree address - autoresonder_name@sendfree.com and the lead is automatically entered and stored in your SendFree account's lead database.

A lead can also fill out your SendFree web form and his names and email address will automatically be entered and stored into your SendFree account's lead database. (Instructions for adding a SendFree web form to your site are included on the web form page in your account.)

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Manually adding a single lead using the web interface.

You can manually add a lead to your database so that the prospect receives the messages of your autoresponder just as if they inquired themselves. In the "Manage Lead" section of your Account Headquarters, accessible from the top grey menu options, click on the link "Add A New Lead".

In the form provided enter your lead's name and email address. In addition, select from the drop down list the autoresponder whose messages you would like sent to your lead. Then click "Add".

Your lead will immediately be sent the first email message of that autoresponder. Over the course of the following days the lead will receive the entire sequence of follow up messages that you had set-up for that autoresponder.

When adding a lead to your account you MUST have the leads permission to send him/her email. If you do not have the leads permission you will be spamming and your SendFree account could be terminated.

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Importing a list of leads into your SendFree account lead database.

Your preferred service membership allows you to broadcast email messages to your email lead list. If you have a pre-existing opt-in email list containing the addresses of individuals who have requested your information or subscribed to your list, you can import these addresses into your SendFree account.

To import your email list, from the top grey menu bar in your Account Headquarters click on the "Manage Leads" link. Then select the "Upload Leads" option.

To upload your leads successfully, your email list needs to be in a format with one lead per line. When your list contains prospects' names with their email addresses, you will need to have the email address and name separated by a comma or tab. In addition, you can specify if your lead receives HTML, text or AOL compatible email messages. To make this specification after the lead's name put in a comma or tab and then include the code of HTML, AOL or TXT.

For example you could have a list which appears as follows:

gijoe@army.com,Joe Army
gijane@army.com,Jane
sailor@navy.com,Sailor Navy,HTML
navyseal@aol.com,,AOL
pilot@airforce.com,Pilot Airforce,TXT
marine@marine.com

Note how there are no spaces after each comma. The only required field is the email field. If you have an email address as well as a email formatting choice but no name you will need to include commas back to back to indicate you have no name information entered. See the navyseal@aol.com example above.

When you do not include email formatting information for your lead the lead will be stored in your SendFree database as a text compatible email address. Therefore the lead will receive your broadcast messages as text.

You can import up to 2000 email addresses per day into your SendFree account. To import your lead list select the autoresponder name you would like these leads stored under in your lead database. Next select a delimited choice. If you just have the email address of your leads choose comma as your delimiter selection. If you have the lead's name in addition to his/her email address select the appropriate delimiter, i.e. what separates your leads email address from his/her name.

For example a comma delimited email address would appear as - pamela@anderson.com,Pamela Anderson. A tab delimited email address would appear as - pamela@anderson.com    Pamela Anderson.

Once you're ready to upload your leads, you need to select from your computer's hard drive the file which contains your list of email leads. To select a file click on the Browse button. In the open window which appears choose your file by clicking to highlight it with your cursor. Once selected it will appear in the "File name" field. Now click "Open" and your lead file is prepared for uploading.

If you would like to broadcast the selected autoresponder's messages to the list you're uploading be sure to check off the broadcast box.

When you check off the broadcast box your autoresponder's initial message is sent out immediately to your lead list. Then any subsequent follow-up messages are broadcast to those leads on the schedule you've specified for that autoresponder.

If you do not check off the broadcast box, your leads will simply be uploaded to your SendFree database and stored under the autoresponder you've selected. No messages will be sent to these leads.

Important Note: Leads which you uploaded and do not broadcast to will be stored in your database as being a year old. Thus if you are uploading the leads on 5/25/03, they will be listed in the database under the date of 5/24/02.

Once you have made your specifications simply click the "Upload" button to transfer the lead list. If you are importing a large list of leads, you may need to wait up to a minute for the import process to finish. Do not click the "Upload" button again. Once your list has been successfully imported a screen will appear to confirm.

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Viewing & Searching Your Lead Database

Reviewing all the leads in your database.

Access your lead database by clicking on the "Manage Leads" option from the top grey menu bar in your Account Headquarters. Then click on the "View/Search Leads" link.

To view all of your SendFree leads place your cursor in the text box, do not type anything. Then click the "Search" button. All of the leads in your account will be displayed.

The total number of leads you have accumulated will be indicated on the bottom of the displayed screen.

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Searching for a specific lead or lead list.

Access your lead database by clicking on the "Manage Leads" option from the top grey menu bar in your Account Headquarters. Then click on the "View/Search Leads" link.

To search for a specific lead, enter the name or email address of the lead in the search entry box and click the Search button.

To view a specific lead lists for an autoresponder, select the autoresponder's name from the drop down menu. Then click the "Search" button. All of the leads who requested that autoresponder will be displayed.

To review a lead list from a certain time period, let's say from the last week, select the appropriate date range. Then click the "Search" button. All of the leads who requested any of your autoresponders in the last week will displayed.

By using different fields and criteria, you can find and view a specific lead or a group of leads from your whole leads list.

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Editing a lead.

You can update the name and/or email address of your leads at any time. When a prospect contacts you to notify you that their email address has changed, you simply update his information in your account. Updating his email address ensures that future follow up messages will be sent to his new contact email.

To edit a lead, access your lead database by clicking on the "Manage Leads" option from the top grey menu bar in your Account Headquarters. Then click on the "View/Search Leads" link.

Conduct a search to pull up the lead who you would like to edit. Select the lead you would like to update and then click the "Edit" link. Enter the change for your lead and click to "Save".

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Removing a lead from your database.

There are three methods to remove a lead from your database so that the individual does not receive additional follow-up messages.

The first option is to find the lead in your lead database and delete it.

Access your lead database by clicking on the "Manage Leads" option from the top grey menu bar in your Account Headquarters. Then click on the "View/Search Leads" link.

Enter the lead's name or email address and click the "Search" button. All leads matching your search will be displayed. Check off the box next to the lead or leads you would like to delete and then click the "Remove" button. You will be asked to confirm that you wish to delete the lead(s) from your database. Click the "Yes" button and the lead(s) will be removed from your account.

The second option is to email in your removal request. Here's how it works:

You'll send your email to - remove@sendfree.com . Include in the subject line OR the body of the message the following instructions. Make sure the instructions are all on one line and each piece of information is separated by a single space.

username password email_address autoresonder_name@sendfree.com

The username and password should be for your SendFree account. The email_address should be the email address of the lead you want removed and the autoresonder_name@sendfree.com should be the full address for your SendFree autoresponder.

If you want to have a lead removed from all of your autoresponders not just one than use an asterisk rather than the autoresonder_name@sendfree.com. Thus your instructions would appear as follows:

username password email_address *

The third method for lead removal is available to the lead only.

Your leads can remove themselves from receiving future follow-up messages by clicking the removal link listed at the end of the autoresponder message they've received.

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Reviewing undeliverable and removed leads.

The “Manage Leads” area of your account provides links to view the leads which are no longer included in your account’s database.

You can review the list of leads which have removed themselves from your autoresponder, by utilizing the remove link which is included at the end of your messages.

To review your removed lead database click on the "Manage Leads" option from the top grey menu bar in your Account Headquarters. Then click on the "Removed Leads" link.

You can review the list of leads which have bounced back undeliverable messages and therefore have been deleted from your database.

Undeliverable messages occur when an email address is no longer operational, an email box is full or the network of the email address is unreachable.

The default setting for your SendFree database is 2 bounces. The default setting of two means the SendFree’s system keeps track of your leads who bounce back undeliverable messages. If a lead generates 2 undeliverable bounce messages in a row from your broadcasts and/or follow-up messages, that lead is deleted from your SendFree lead database as an invalid lead.

To review your undeliverable lead database click on the "Manage Leads" option from the top grey menu bar in your Account Headquarters. Then click on the "Removed Leads" link.

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Exporting and Organizing Leads In Your Database

Exporting a lead list from your database.

You can export all of your leads from your database or export a specific lead list. When you export leads from your database a comma delimited file is generated so that you can import your leads into a spread sheet or other emailing software. When you export leads from your account, it does not remove the leads from your database.

To export your leads go to the "Manage Lead" section of your Account Headquarters and select to "View/Search Leads". Next, conduct a search to pull up the leads you would like to export.

If you would like to export all of the leads in your SendFree account, search for all. If you would like to export the leads of a specific autoresponder, search for leads which requested that autoresponder only.

Once the search results display the lead list you would like to export, you'll notice at the bottom of the displayed that there are links to download results as either a text file of as a .csv file. Click on your preference and you will be able to download and save the file.

When you click to download the results as a text file, your browser may (depending upon the browser you use) open a new window which displays the text file. If so, to save the file, from your browser's "File" menu select "Save As".

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Tracking your leads.

SendFree makes tracking your prospects' inquiries easy and accurate.

For each ad campaign you run, you should set-up a new SendFree autoresponder. Our "Duplicate Autoresponder" feature makes it a snap to create multiple autoresponders all with the same follow up messages and time sequence.

Thus if you are running 3 ezine ad campaigns create 3 different SendFree autoresponders and have each autoresponder contain the same messages. Then list a different autoresponder in each ezine ad. For instance you could create the autoresponders - ezine1@sendfree.com, ezine2@sendfree.com and ezine3@sendfree.com .

To track the results of your campaign simply access the "Manage Leads" section of your account. From the "View/Search Leads" page you can quickly pull up a lead list for each autoresponder to see the leads generated from the campaign. You'll see how many requests each autoresponder generated and which days those requests came in to your autoresponder.

Creating multiple autoresponders for your promotion campaigns is a much more accurate tracking mechanism then using a subject line tag. As pre-set subject tags do not always work.

When you use an autoresponder on your web page in conjunction with a SendFree autoresponder form, you can track the leads using your web form as well. First create an autoresponder name specific to your web site. The autoresponder could be - webform@sendfree.com .

By conducting a simple search within your accounts "Manage Leads" area, you'll pull up that autoresponder's lead database. Your search results will show you exactly how many new leads are utilizing your Web site's form each day.

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Categorizing your leads.

Using the technique of setting up different SendFree autoresponders for tracking various promotions you can also easily categorize your leads.

Let's say your site offers 2 different products. You want to know which product people are interested in purchasing. Therefore you create 2 autoresponders, for instance: product1@sendfree.com and product2@sendfree.com .

In your SendFree Account Headquarters, you then access the web forms which are pre-programmed to work with your autoresponders. On product1's page you use the feedback web form which is hooked up to the autoresponder - product1@sendfree.com . On product2's page you use the feedback web form which is hooked up to the autoresponder - product2@sendfree.com .

Interested prospects fill out the form on the product page in which they'd like more information. Your autoresponder sends the prospect an immediate email with details about the appropriate product. In addition, it will email follow up messages about the product to the prospect.

Every week, you can review your list of new leads for each product in the "Manage Leads" section of your Account Headquarters. Simply pull up a search of all leads which requested your product1@sendfree.com autoresponder over the last week. Then pull up a search of all leads which requested product2@sendfree.com .

Should you make a change to product2 and you want to notify your leads, simply send a broadcast message out to your product2@sendfree.com leads from the mailing list messaging area of your account.

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