In ActiveCampaign, how can we properly manage contacts and companies when multiple lists and multiple users are involved? For example, if I reach out to a company and mark them as not interested, how can we ensure that this information is visible to my colleagues? If a colleague later adds a new contact from the same company, how can we trace previous interactions and avoid contacting a company that was already marked as not interested?
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Managing Contacts & Company Status in ActiveCampaign (Multi-User Setup)
Best answer by AlexMurrey
Hello!
Jumping in to help here! I’m Alex, the Product Manager who leads all of our integrations/ecosystem!
Alanna is correct that this can absolutely be done fairly easily in google sheets.
Our google sheets integration can handle the import of contacts from a sheet into ActiveCampaign. Every time a row is added, the contact will be added to AC.
Then, You can also Set up a simple automation to add a row to a sheet when certain criteria is met (such as a contact field being updated).
This approach might help to solve for your challenge, making the data transparent across departments/divisions!
There are no limits on the size of the google sheet for either, so size should not be the challenge here!
If you have CRM then this information can be added at the account company information. When you add a new contact to that account that information is visible. You need to have discipline to add single contacts to he right account then it is a good solution.
+3Hey!
The best way to properly manage multiple contacts across a company is to create an account for the company and assign each contact to that account!
And then you can create custom fields on the Account to track engagement status:
- Account Status (dropdown: Interested, Not Interested, In Progress, etc.)
- Last Contact Date
- Contact Notes/Reason
When you mark a company as "Not Interested," update these fields on the Account record. Since all contacts from that company share the same Account, your entire team will see this information.
And in your contact records, you would then be able to view all other contacts from the same company. Before reaching out.
Here are some additional resources on Accounts in ActiveCampaign:
How to use Accounts in ActiveCampaign
Hope this helps!
Hi Alanna.
Appreciate your quick response
This works only if contacts are updated with the account. as soon as contacts are added, through out the year …. they don't get linked automatically.
Hi JanEverts,
Thank you, In fact we use Active Campaign “ deals” for CRM. we are trying to limit everything to Active campaign to avoid too many systems
I am always open to learning new ways, especially if it help us work more efficiently :)
Have a great day
There is no best way, but what Alanna wrote is a practical way. But is all depends on how you create the proces around accounts and to make sure everyone knows and follows this proces. In this case a new contact is added there should be a check if there is an account where this contact could be connected to,. as far as I know this is not possible to automate this.
Hi Rockstarintegrator,
Thank you, I appreciate all feedback and any advice i can get, Although this makes sense, it does not speak to our business module, We have different divisions, different needs per outreach, different languages, (french and english)
If you can think of anything let me know :)
Hi Alanna.
As for adding Account names, the issue i find myself in, is i can add the company Mcdonalds, but can be spelt in so many different ways, example a space , it doesn't identify the account as their is no unique identifier - We also work in 2 languages, in the French language, some letters have special characters * example the word, Advanced - in French it is Avancé - but as a user, i can enter it without the accent (by mistake) and it duplicates the Account title, which for me is not helpful
I appreciate your thoughts - I am almost “desperate” hahaha
+3Hi!
I chatted through this with a teammate and we agreed that you could try a google sheets integration to try and pull data both in and out of you ActiveCampaign account!
You could have a separate sheet for each account or business, and when you add a contact to that sheet and the integration adds it to ActiveCampaign.
If the integration is bidirectional, and the account has a field, "not interested" you should be able to manage that it updates for each contact coming in on a new row.
If you test this in the Google Sheets integration, Let me know how it works out!
Hi Alanna,
I really appreciate that you and the team are looking for ways to help!
To clarify, Do i need to integrate a system other than google sheets and Active Campaign?
So that its bidirectional ?
Also, when you say
“You could have a separate sheet for each account or business, and when you add a contact to that sheet and the integration adds it to ActiveCampaign. “
We have over 20k accounts, its not a sperate sheet for each ? Would one master google sheet work ?
Sorry, it seemed to technical for me when reading it, but its possible, my cafe was not strong enough :)
Thank you, looking forward to your clarification
Hello!
Jumping in to help here! I’m Alex, the Product Manager who leads all of our integrations/ecosystem!
Alanna is correct that this can absolutely be done fairly easily in google sheets.
Our google sheets integration can handle the import of contacts from a sheet into ActiveCampaign. Every time a row is added, the contact will be added to AC.
Then, You can also Set up a simple automation to add a row to a sheet when certain criteria is met (such as a contact field being updated).
This approach might help to solve for your challenge, making the data transparent across departments/divisions!
There are no limits on the size of the google sheet for either, so size should not be the challenge here!
Thank you Alex and Team
I appreciate this info and i am excited to try it. I am busy this week - but will attempt next week, I will keep you posted.
Melissa
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