Collecting Client Information with Check Cherry

0:01 [Music] So, um, yeah, thanks everybody for joining us. Um, you know, as Jud said, you know, uh, I guess kind of the the purpose of this is a I think a a frequent area of check that can be a little confusing when you're first getting started and and after you've been using it a while is just kind of the the how you uh collect information from your clients. Um,

0:24 you know, different we have a lot of different ways to do it. uh you know, some of that we we could probably consolidate and make a little simpler, but um you know, for different different reasons, we've got a lot of different ways you can collect information and and so we thought we'd just kind of take a look at that and um you know,

0:41 at least kind of give people an idea of where to find stuff and um you know, we'll we'll save all this or we'll record this webinar. So, if you don't remember where something is, that's fine. Um and then of course use the chat anytime to to ask questions and things like that. up. Um, but kind of at a at a high level, um, let's see here. If, uh, hang on, share the right window. Um,

1:12 see here, I'll just share my screen. So, at a high level, um, we've got a few places that you can collect information. So, you know, before the booking, um, you know, when somebody's just a lead or a prospect or, you know, somebody, um, you know, you don't have any kind of a relationship with them, they're not in your system, um, you know, we've got tools to do that, uh,

1:35 called our lead forms, and we'll take a look at that. Uh, during the booking process, of course, or when they're accepting proposals, we've got different ways you can collect information there. Um, and that includes things like our built-in questions. Um, and then we've got a custom or extra questions you can use. And then after the booking is done, you know, after they've

1:55 signed and paid that deposit, uh, we have some some places you can collect information, too. And so depending on, you know, what you're looking for, what types of information you're looking for, um, you know, there may be different reasons that that you want to use one technique or another. Um, and I suppose a a couple of just things to keep in mind. Um, as you are collecting

2:19 client information, um, you know, try not to put unnecessary roadblocks up, um, don't, you know, try not to ask the same question three different times or if it's a difficult question, try to put it as late in the buying process as possible or after the buying process. Exactly. Yeah. If it's something where um, they're not going to know, they need to get feedback um,

2:43 you know, from from different stakeholders. Um yeah, try to put that after the buying process so it doesn't cost you to sell. So um so that's kind of you know what the reason we have some different ways of doing things. So um so let me switch to just sharing this one window here. Okay. And so we kind of think of the um the first step along the the you know potential buying

3:14 process. you know, when somebody um you know, first you know, before they even reach out to you, um kind of the first contact might be um a contact form or a lead capture form. And um with the lead capture forms, um these can be, you know, hosted on Czech Terry or they can be embedded in your website. And so a couple common ways people use these lead capture forms are

3:40 um you know obviously on your website if you have a contact us page or you know collect more information things like that people will use the contact forms there or the lead forms there. Um, but uh sometimes people will set these up for like uh during like a a wedding show um where you're exhibiting, maybe you have a a page um where you're just collecting uh your customers contact

4:05 information there um and you're just you're not you know you're not looking for for them to book yet. You just want to collect that so that you can follow up with them. Um, and so in Check Cherry, if you go to manage business settings and then leads and we'll have at least one contact form. Um, I I kind of use the term contact form or lead form interchangeably. U, but we'll

4:28 have one of these forms uh in your account already. You're welcome to create additional um you know as needed, but these questions are basically um you know name, email um just kind of the the very minimum stuff that you might want to and just to clarify the sole purpose of this is to collect a lead, right? We've seen this on websites, you know, there's a lead form,

4:51 you submit it, it's stodgy, it's been done for years, that type of thing. Um, and so Check Cherry has these features and you might start your your sales process by saying, "Hey, give me your information and I'll follow up with more details like pricing and a conversation and all that stuff." And that's where lead forms come in. And so with these lead forms, um, you know,

5:13 obviously you can come in and and customize them as well. Um, we'll have a few simple questions, but you can come in and say, "Hey, I want to know the company name." You know, most of my customers are going to have that. Um, but maybe not all of them. So, I'm going to make it optional. Or, um, you know, maybe based on the the space or the layout on my website, um, you can change these

5:34 fields to be full width or partial width or things like that. And so, as you make these changes, um, that's going to you'll be able to save and preview it immediately. So, you can see, okay, you know, this is after I made those changes, here's what it looks like. And so you can also drag and drop these to kind of change the order a little bit. Um and um again I would you know emphasize not asking

6:01 too many questions up front. Um particularly a lot of people are on their mobile devices and so when they see a huge contact form with a bunch of you know particularly required questions um it can be people don't want to fill that out. Um but you know as you kind of come through you know you can decide what it is that you really need to click collect from your um from your uh customers. Um

6:25 and then we also have a toward the bottom of this we have a link where you can add custom fields. So if there's something that you don't see you know it's really important that you you know get that PO number or something up front. Um you can always add a custom field as well. And so custom fields in check cherry um you know by default they're only going to be used on these lead forms um

6:48 or for internal use. So we'll we'll come back to these a little bit more later. Um but if you did have a custom question of some sort, you would be able to enable that here as well. And then after the lead is collected, you know, after a customer fills out your contact, your lead contact form, um, we also have a couple of options here that you can save and display a message. Um, you know,

7:12 just thank you for filling out the form, we'll be in touch. Uh, you can have it redirect to your booking process. And you can also do things like, um, redirect to a thank you page on your own website. And so where that comes in handy sometimes is um sometimes people have different um advertising uh Google ads or Facebook ads or things like that campaigns and they want to set up

7:35 maybe a tracking pixel on their website or things like that. But um but regardless of you know kind of the simplest is just to save that you know when the customer submits this form have it display a message for them. And so after we save our changes um you know we can embed that within our website um or we can um you know we can also just get a link to it if we need to. Um it's also possible

8:01 that you might be a Czech user and never use lead forms, right? And never have contact forms because we'll show you some other ways that Czech will collect leads um more. Um and we're kind of starting here because I I think of it as the first in the buying process. Um, but it's definitely not what I would consider the most important or or the ideal way to collect information. Um, I think it's

8:23 kind of the the most basic. It's it's um, you know, it's easy. You know, you put together a form and they fill it out, but I don't think it converts particularly well and especially for we have customers that do not offer online booking and they need ways to collect lead information and so this this is the way that they would go about it. So, if you're somebody who does not

8:42 offer online booking, um, this is a way to collect leads. Um, and again, I think a best practice would be like the less information probably the better. Um, if you want people to um, submit, you know, a bunch of required information, a big big form, it just feels like a lot of work. You're just going to have less people submit. Exactly. And so after a customer submits this form, um,

9:06 you know what happens? So, uh, when they fill this out, uh, typically, uh, by default anyway, um, we're going to send you an email letting you know somebody submitted this information. We'll also, uh, send a message to the customer, just kind of a a basic confirmation email. And you can configure the emails that go out. Um, you know, we'll have some defaults, but you're you're welcome to to

9:28 change those. Um, and then you're also going to find that information under sales and leads. And so when they fill that information out, um, it'll come in to Cet Cherry as a lead, you know, John Smith, and they'll fill all their details out, and then you'll be able to see that that information as a lead. And now that you have a lead, you can take that um, you know, see what they submitted.

9:53 Um, and then you can even take that information and convert it to a proposal or maybe if you get on the phone with them and collect additional information. You can come in and, you know, put in a new phone number or, you know, um, right the package they want or things like that as well. So, um, so as you kind of collect that information, um, you know, this this lead is gonna going

10:14 to have kind of a running tally of of everything you've collected um, from the customer so far. Can we open up questions on lead forms? Absolutely. Okay. So, maybe you can raise your hand or chat if you have a question on lead forms or comments or feedback or anything. Um, feel free. Yeah, it's pretty I mean I wouldn't be surprised if there I mean it's pretty like standard affair

10:38 for software like Check Cherry. Um, and what I'll say is it's not my favorite way of collecting lead information specifically because we offer online booking which creates leads as well. And I think a lot of people don't want to become a lead. And so you're going to have less conversion rates for people who are like, oh, and and also if you collect a lot of information, but that

11:02 doesn't mean that we don't have customers that use it successfully and all that stuff. I mean, it's certainly an option and a viable option. Oh, we got a hand up. We got mayor go ahead and unmute. Yeah. Hey, how y'all doing? Good. I had a question regarding specifically two things. The first one is for the spam filter. Um because sometimes you get a lot of those leads and

11:26 uh it gets filtered into spam even though in some cases they're not spam. I guess how do you manage that one? And secondly, is there some kind of web hook that you can use to pull that data into some of the automated system of some sort? That's a good question. Um Oh, sorry. Yeah. So, with the spam filtering on the um on the the contact form page, the lead form, um where you set up your your

11:55 different lead forms, uh one of the options we do have is this spam filtering. And um what that does uh basically we use a service called cleantop.org that we kind of run that information through. Um you're welcome to turn it off if if that's not helpful. If you just want to make a 100% sure you you get all of that, you know, all of those leads. Um you're you're welcome to turn that off. Um,

12:20 but if you leave that on, what we'll do is we'll run that through uh a thirdparty service and they basically look at, you know, submitted information across all kinds of different websites and names and emails and things like that and try to try to find patterns where uh people are submitting fake information. And with those um with those spam ones, when when that happens, what we'll do on

12:43 our end is first off, we'll we'll mark it as spam. And because it's spam, we don't want to send out a bunch of um emails with with that spammer's information. You know, that can kind of impact email deliverability. Um it can be annoying if you're getting a bunch of of spam messages. So, by default, those will be kind of hidden. Um you know, when you're looking at your leads, we have

13:06 this this spam, you know, the status, and you can change that to spam to see just just the ones that are marked as spam. Um or you can change that to all to see everything. Um, but with those spam, um, we'll also send, does that go out nightly, John? We send an email. I I forget it's I think nightly we'll send out an email just kind of letting you know that, you know, one or more

13:29 messages are on on that spam to to take a look at those as well. Yep. Um and then uh any information that is submitted as a lead um typically that will if you're using something like Zapier will um will get sent via Zapier to uh you know to to any other software you have at 615. Let's let's move on. I want I want to keep the I want to keep the show going. Exactly. Yep. Move us along. So

13:56 uh kind of the next step along the buying process uh would be the online booking. And I didn't even think of these as as, you know, questions or as as customer information at first, but you know, when we were talking about this this presentation, Jen mentioned it, but during the the online booking process, you know, we're going to collect a lot of a lot of customer information there. Um, things

14:17 like the date and the time and the venue and how many hours and all that rather comprehensive and over multiple steps. Yeah. And I think it's worth mentioning that, you know, generally speaking, because you have all this information, um, you probably don't need to collect it again later. So, if you've got other questionnaires that come out after the event, um, you know, different planning

14:40 forms and things like that, it it's probably not necessary to recollect all that information. Um, you know, already got that. So, um, but beyond that, um, the other I I think real helpful feature that that people, uh, I just want to make sure something's clear. Sorry, one second. So, what happens is if somebody starts the online booking process but does not finish. So, we show

15:06 packages and then the next step is uh, collecting contact information or client personal information basically. And anybody who sees pricing and packages and then submits personal information, I'm going to argue is a really good lead. And so that's why I like it because you can then kind of filter people out, what I'll call low value leads um and get higher quality leads and then

15:31 spend more time with higher quality leads, both following up on conversations, more personal. And I think that's going to be better for sales. And we also break this up over multiple steps so it doesn't feel like you're collecting so much at one time, right? It feels overwhelming. We kind of like trickle it or I guess extract the information, you know, bit by bit. And after each

15:52 step, all that information is saved on a lead. and if they don't finish booking which is going to happen you know I don't last time we ran the data I think it was 38% uh did online bookings of the bookings and like so the vast majority or you know a meaningful majority actually required some level of touch from the business owner um and that you'll get an email half hour hour later

16:15 I forget how what the default setting is and you can change that but the reason there's a delay is because maybe they got to go get a card maybe they got to go talk to somebody we don't want to send a lead you immediately certainly and so a delay can be uh helpful and so that's online booking and the kind of the default setup of collecting some information um and again it's comprehensive

16:38 enough so maybe we can offer some questions on the online booking lead collection if raise your hand or chat with us Chad I have a question um so is that when I get that message that says uh this person John Smith started the booking process but didn't finish. When I get that message, that's what you're that's what that means. A very hot lead that follow. In my mind, it's a great

17:05 lead because they've seen and we have an option where you can hide pricing on that step. Most people don't use it. But in my mind, if I've seen pricing and I give you my email and phone, I'm serious. I figure that too. Yeah. And so that but I think where that's good is that you end up then with fewer leads that are higher quality that you can then spend more time with in all likelihood.

17:26 And that's I usually get right on the phone with them. Yeah. Make it a priority. Yeah. Exactly. Okay. Good. I'm doing the right thing. Love it. Oh, we got hands up. We have uh Andre, go ahead. How do we edit those? Can Can we uh Is there a spot that we can edit those? Uh Matt, go ahead. Yeah, it kind of varies. So, some things um these questions aren't I would say directly editable.

17:54 You know, something like the add-ons that's going to be basically generated based on what add-ons you have in the system. Um your backdrops are going to come from what backdrops you have. Um your event details uh or the which you know the the date, time, things like that. Um that's going to depend somewhat on on your package settings. So if you have for instance a multi-day package,

18:17 this is going to look different than if you have a um you know a daytime package. So most of the steps are going to be um you know somewhat editable but not you know like you can probably you can come in you can edit this title and but you're not going to be able to change the specific um you know all of the all of the questions on Is there something specific you're looking

18:39 to edit? No, just in general. Yeah. I mean change the background colors to kind of match your brand better and then at the end we do have a step where you can do completely arbitrary stuff. So we'll we'll yeah add custom questions and that type of stuff. But generally what we found is this information tends to be required for all bookings among customers. And so we're looking to basically

19:02 be able to close a sale right all online. And so then therefore like stuff's just required. So, there's some customization, but it's not it's not like a form builder of sorts, if that makes sense. Okay, Kiana is up next. You want to go ahead? Did I say did I say your name right? Yes. Um, perfect. Hi. Um, you've probably I don't know which one of you been seeing my chats a lot. I've

19:28 probably been annoying you, but um anytime. So, I have a question. So, I'm essentially like new to Check Cherry or just new to setting up a CRM. So naturally, like when I go to different websites to see how different photo booth companies do it, they have the contact form and then that's embedded on your website and you kind of go from there. So that's how I had mine set up. So you're

19:49 saying like this online booking way is better. How do I embed that in the website? What does that look like? So you can't embed online booking in the website. You basically link over to it with call toaction buttons. I suppose maybe at some point we'll figure out a way to embed it. Just the way that HTML works makes it difficult for us to provide a quality embedded experience that's

20:12 multiple steps. There's major benefits to popping them over to your Check Cherry subdomain. Um, just from a usability stance and a support stance. Um, and from our, you know, impression is that clients don't really care or it doesn't really matter that much in terms of engagement. Um, yeah, here's a demo site. And so, like pricing is a great call to action because everybody's going

20:35 to click it and go to your salesunnel, right? Like that's really what the online booking becomes is like a salesunnel of sorts and if they pay a deposit and sign, even better. You've just secured a booking. Um, and again, like more often than not, somebody's going to start but not finish. And you'll get a partial lead. you'll have like lead we'll have people chat with us and be like hey

20:59 this like lead doesn't have all the information you know and it's like well that's as far as they got in the booking process and so we think of that as a feature and not you know a lacking in check cherry that anything that we can collect gets sent over and we're fans of online booking there are customers that don't offer it and there are they have good reason not to type stuff but we're huge

21:20 fans I think if you can offer online booking um I think it's great we have a lot of success And yeah, yeah, I've been trying to like figure out which one's the best method because I have the on the contact form. And then from the leads, what I kind of do is under like the manage leads, I do um I think it's a drop down option to like convert to a proposal. Then I send it that way

21:43 because I feel like if I send the booking link, they're having to reenter like majority of that information they already put on that contact form and that would annoy me personally if I had to do that twice. Couple of thoughts. One is there is a link to continue booking on leads, but I'm I agree with you. I think sending a proposal, which is just a hard offer to say yes or no,

22:04 is going to be more effective than a link to continue online booking. But I I I would call them up. I would close it in principle. Ask them, hey, you know, you start saw you started booking online, didn't finish. Do you have any questions? Like what, you know, and then get them what they want and then say, yep, here it is, and I'll send you a proposal. basically put an offer in front

22:22 of them as opposed to a link to continue online booking. You can also automate and send a link to continue online booking. I've seen customers use that. Um, so you know, hey, we saw you stop. You can continue here. It saves them some time. But I I I think that sending a proposal is going to be more effective than Okay. What's the difference between like the link to continue booking and the

22:41 proposal? What does that look like? Because I've only seen the proposal. I haven't done the link to continue booking. So, I think of the So, the advantage of a proposal is it's it's just a like couple clicks. They don't really have any options. Um, that can be a pro or a con. You know, if you have enough information to give them a price, by all means, like that's going to be the easiest

23:00 way. They don't need to think about it. Um, but with the link to excuse me, to continue booking, um, we'll basically whatever information we were able to collect, we'll go ahead and and, you know, prefill all of that. Um, in this case, I made it all the way to the end. So, it's able to take me all the way to the end. Let me, you know, just continue. Say I had only gotten to, you know, step

23:23 two or three or something, then instead it would just take me up to that point with everything pre-filled. So, it should more or less just leave them take them exactly where they left off. Um, and that can be useful if maybe they didn't get all the way through. So, you don't know things like the venue or the add-ons or the backdrop. And so, you still want to kind of walk them

23:40 through that process. um because you don't have enough information for the proposal. So either way um you know it is up to you. Um the another good thing about sending them a link to continue the online booking is that can be fully automated. So that that email that that touches them say half an hour later can you know uh pick them back to right where right where they left off and that'll work

24:04 even if they switch devices or something like that. Um so that can be a great way to kind of let them pick up where they left off. Whereas a proposal, you kind of got to see it and manually do something and send it over. So, let's move on. Let's move on to Larry. Larry, go ahead. Uh, yes. Thank you for acknowledging my hand being raised. Um, I am I'd say uh a middle user,

24:29 novice user for Check Cherry. But the the main reason that I uh switched from Honeybook to Check Cherry is primarily because of the online booking. Um, so in using it for about three or four months, um, I realized that it wasn't the best for my business model, um, because, um, some in my market, there are events that we don't want to serve, you know, so I don't want them to

24:55 have to go go online and go through the online booking and then I do my research based off of that information and realize I don't want to work that event. Um, so I would have to refund money. Yeah. What are some examples of like an event you would like a certain type of event? I don't um so outdoor events. Um I typically won't do those um unless it's like in a tent that's covered. Um

25:17 but that that I mean I definitely could solve for that. It's not a problem for me. I I stopped doing the online booking because I found that sending out the proposal and touching, you know, actually touching the customer um allowed me to upsell on certain products and certain services because a lot in with the photo booths and the photo booth industry, you know, people aren't as educated. So,

25:39 it gives me an opportunity to educate as well on our offerings and how our contract works. So I I typically I stop using the online booking and um whenever I send get a lead um or proposal if you will um I'll just convert it and then send out that proposal with any value ads based on that conversation. But my question is um there's a couple of places that are causing some issues

26:03 for me and one of them being the the address. So, when the the prospect is completing the address, I think I have it set to where it says venue and then the address it I think it pop self-populates or prefills based off of the venue name or the street. I can't remember what drives that. Um, but sometimes it creates duplicate venue addresses in there in the system. And if I have some type of

26:31 special or promotion because that venue is a partner, then it won't automatically add that because it's not populating or pulling the right address. I don't know how to explain that. Um, but I didn't know if anyone else was having that issue with, you know, when the system is recognizing an address or what drives it. so I can just kind of know when our booking process. Yeah. Um maybe for

26:57 that one it might be easiest to chat with us and we can take a look at a couple. Um we use uh Google auto Google's autocomplete behind the scenes. Um they have kind of a Google My Business type listings that it that that pulls from. As far as the addresses, um, I know that I have seen things where like maybe a venue has, you know, a venue address and a, you know, catering address or

27:19 things like that where, you know, they're they're very similar but slightly different, you know, according to Google and, you know, one address next door to the other, things like that. So, um, it might be eas that that might be one that you want to just chat with us and we can take a look at a couple. It's also possible there's something there's not anything we can do about it,

27:34 right? Like that's also like if if they're overriding information and changing addresses, I mean it's entirely possible that but we we'd have to look at the details. Yeah. Okay. Yep. Thank you. Thanks. Okay. Let's move on. Yeah. And so um so what just the one last thing I want to mention on the during the online booking is um we do have the the notion of um you know custom questions as

27:59 well. So if there is something you want to add to those to that question um to that checkout process um if you go to manage and then booking engine um that'll take you back to that extra questions place and page and we've got a a number of them kind of you know commonly requested things that that we've got all set up. Um, so if you, you know, just really need to know that budget or,

28:25 you know, indoor, outdoor, if there's stairs, things like that, we do have some predefined ones that you can use. Um, again, I would, you know, recommend not adding it unless you need to and unless you kind of need it for for, uh, um, to make sure, but, um, but when you do that, you can decide to enable that for collect to collect during the booking process, and then you can

28:47 decide whether you want to make that required or optional. And so if you've got certain, you know, certain questions you need to add or something that's completely custom, um, you can do that as well. So if if you just have something that's completely outside of, you know, our defaults, um, you know, feel free to add something, um, you know, give it a name, give it a text or a radio

29:10 or a drop down or things like that. And then you can also limit that to only showing up on certain packages. So, if you've got just one question you really need for your 360 booths but nothing else, um that's a great way to collect that information. Like PO number for corporate packages is common. I've seen that quite a bit. And also online booking and you know the online booking engine

29:28 and proposals, it'll show up on both basically before they anything in here they'll be they'll also be uh required to answer when when they go through the proposal process as well. So, if you really need PO numbers, um, you know, feel free to turn that on and then that'll be collected both during the the proposal process and the online booking, um, whichever you happen to be

29:47 using. Anything else you can think of on this one, John? I think that's about it, right? No, I mean, you know, I think the, uh, the extra questions are great. I just, you know, I think just be mindful because like I say, I think uh collecting unnecessary, we see it often where it's like in in your ideal world, like the booking comes through, the customer books, like everything's good. I have

30:08 every piece of information I could ever possibly need to service the booking. And that's great as a service provider because then you don't have to chase information down, but the cost of that is less sales, right? Because like if I'm putting in like we had a customer one time he had what did he want the he wanted the Wi-Fi password in his contract you know and I said it's just a this is a

30:29 sales killer like I don't even think people would know that information like I wouldn't know the Wi-Fi password of the venue that I'm showing up at for my wedding. I mean that just seems just you know and that it can we just see some stuff like that and I so again just in general uh certainly if it's going to impact your pricing and the deal you absolutely need that information but if not

30:50 like maybe get it later you know go ahead Larry thank you I'll be brief on this one how are other companies or other photo vendors um accounting for like nonprofits that want to the sales tax removed So you can during the online booking. Um so dur we do not have a setting during online booking to remove sales tax. You could do it after the fact. I'm not quite sure how we would go about

31:18 that would without it being ownorous, right? Like verifying like what would they do? Upload forms and stuff and like look it just wouldn't I I just don't see how that would work. And one of the things I've learned in like great business and great products is to manage the exceptions and not manage by exception. Right? So it's like if if I mean how what percentage of business comes through

31:38 is nonprofit? Probably smaller, right? So like don't set up your operations around that per se. Um well for me it's it's very common. I'd say like 60%. That's actually one of our targets. Yeah. So one option you could do if it's that common you could create a package a group of packages that don't have tax applied for nonprofits. Okay. And again chat with us on this stuff. You know we can

32:01 help out with sol solutions and stuff like that. But awesome. Thank you. Yep. And then we've got another uh I don't know who how to pronounce your name. Aday. Aday. Awesome. Yes. Go ahead. How you guys doing? Good. Good. Thanks for coming. Thanks. Thanks for a lot of stuff. Been a big fan of you guys. Uh um to Larry's question, uh what I'll suggest is you can just take the tax off while you

32:28 putting everything together, then ask them later to send you their tax form. It saves you time. It saves everything. That's what I do for all my schools like the CMS schools in Charlotte area. I just wave the tax for them just to save because that's $105 or whatever it is can be something that will cost you that you know that sales. So that's the way I go about it. But my main question

32:50 is uh I believe I've chatted about this with you guys before. Uh is two things. How do you how do I set the proposal expiration date? That's one thing. And also how uh is there a way to pause uh like those emails that goes out you know after certain times even though it's not yet confirmed booking because I have some like country clubs that they'll tell me oh these are all the parties

33:17 we're going to be having create a proposal for everything. So, I'll create each proposal and then they'll be receiving so much and they'll be like, "Hey, Addie, what's going on? I'm receiving so much email. You know, I'm going to pay you. When is the time?" The Let's keep the questions related to leads because what I want to keep on going and chat with us anytime. Did Did we not

33:36 respond? Did we not give you an answer on the when you chat with us? We did, but that's for the one that is like confirm booking. Yeah. Um, and like I said, let's just, you know, because that way we can kind of keep moving, but I don't know, Matt, if you want to answer real quick, but everybody just keep the questions lead related and chat with us anytime. Yeah. Um, I don't know that

33:54 we have a great way on the proposal. So, yeah, it's something we we should probably take a look at. Um, um, for sure. So, um, the, uh, the other one as far as the, um, the proposal expirations, um, we do have a setting. It's a little bit varied under uh, what is that? manage business settings, you know, um yeah, payments and then toward the top there, um we have a uh a setting to yeah to to

34:20 auto expire those. But um like I say, if you don't see that, just just let us know. We can uh we we can fix the fix for that would be just remove the email address out the um contact. Yeah. No, and and yeah, it's we should I know we have a way to do that on leads and confirm bookings, but yeah, we should probably do that on proposals as well. Okay, so what's next? Keep going. Yep. And

34:39 so outside of that, so after somebody has booked you, you know, they've signed, paid that deposit, um now is the time to kind of get into more of those in-depth planning form type questions. Um in Czech, we call those questionnaires. Um you know, I also think of them planning forms. Um just kind of the more indepth uh form builder type stuff. And so in order to do that in check cherry

35:05 um you know typically you would you wouldn't want to create this from scratch every time. So we have some templates that you can start with. You know if you go to manage questionnaire templates you'll probably see one or more in your account and you can edit those create one from scratch and things like that. And this is really flexible in terms of you know letting you you know obviously change the

35:29 fields. Um but you can also add new fields. Um you can do things like you know double text fields if you know you need to collect multiple sections of information and and you know upload images. You can do things like collect dates, times, um, uh, you know, radio buttons are are helpful if you need them to, uh, choose a selection of items, you know, option A, option B, etc. Uh, checkboxes. So,

35:59 um, lots of different options there for kind of collecting that information. And then you can also do things like a file upload if there's something you need your customer to upload like a file to you or a logo or um things like that. You know, the image upload field, the file upload field can all be helpful. And so these are the going to be the most flexible in terms of letting you collect

36:20 about anything you want. And basically kind of kind of how these work are once you come in um get your form question or get your questionnaire formatted how you want um you're and then you can set which packages you want that to apply to. So if you do have different questions that you want to ask different types of of customers, you can do that. you know, if if you're in the DJ business

36:45 and and collecting um song playlists, that's going to be a a radically different uh questionnaire than than somebody that's doing photo booth and and just wants to collect a few things. And so, um so as you kind of go through, get that, you know, you can live preview to see what it's going to look like. Once you're done, um, you know, you can save that template and, um, and going forward,

37:11 any new bookings or proposals you create are going to use that that questionnaire you just created. And so if I go into one of my bookings and I look at the questionnaires, um, I'm going to see a copy of that questionnaire. Um, I can also come in, you know, I can delete that if I don't want them to have it after all. I can reset if I want to reload all of all of the

37:35 the latest questionnaires I have. Um, you know, lots of different things. And then typically the customer is the one that's going to be filling this out. You know, that customer can come in, um, enter their details. We'll autosave along the way as they're filling stuff out. So, if you do have, you know, if it is a a long multi-, you know, multi-hour experience, you know,

37:57 that they need to fill out, um, we'll kind of save things along the way. Um, but you know, like anything, you want to try to try to boil it down to as as few questions as possible. Um, you can also set questions to required. And so if there's certain things that you need them to fill out, um, you can do that as well. And typically when the customer is done filling that out,

38:19 they'll hit this this finalize button. And what that does is that's going to let you know um got an arrow on that. But that's going to let you know that uh the form is done. You know that they're done filling it out and um you know that that they're ready for for you to and they can't edit it after that step. You have to unlock it um as well. But it's kind of just a a kind of a

38:44 check to make sure that you know um he can unlock it there because he's an admin, but it's like hey, you're done. We're good. this is locked in stone. Um, that type of thing. And Kiana's asking a question just real quick. She says, you know, do you typically send out questionnaires after you receive the deposit? And so I would say questionnaires are specifically used after a

39:03 booking has been confirmed. And they're best when you need more information and it's not necessarily relevant to the pricing or the deal, so to speak, and it's kind of all the info you need. And then she's saying, "For photo booth owners, what information do you get from the questionnaire?" That type of thing. And from what I've seen is we do have photo booth owners that use it,

39:26 but I would say a lot less likely that they will use this. Um, they'll typically use like the the next one we're going to talk about, which is designs and the extra questions there. Um, we see mainly u people who do other services, DJ, um, even if you did like event decorations, that type of thing, you would probably do more questionnaire based stuff as opposed to not. Yeah.

39:53 And yeah, you can. Um, so to look at um to go back to some of the Larry asks, can you add conditional questions that prompt other questions? And so, um, as you're kind of building this this form out, um, in addition to adding questions, you can do things like repeating questions multiple times. So, sometimes, you know, maybe you want to let your your customers pick um, on the DJ side, you need

40:18 to, you know, an arbitrary number of songs. And so, you can start out with three and, you know, let them pick up to to 20 songs or something like that. Um, you can also decide whether you want to make that required or optional. And then you can also do um what's what's called a conditional field. And so that that's what Larry was asking about where basically this will only show up if

40:39 some other condition is met. And so that could be maybe it's a certain package, you know, maybe you only want it to show up on your 360 booths. Um that can also be things like based on other fields. So, um, on my questionnaire, I have a few other fields. And so, maybe based on this event theme question, um, you know, only if that equals, you know, whatever, uh, that's the only

41:04 time that's going to show up for the customer. And so those conditional fields, um, you know, can be helpful for that sort of thing. And then we also have, uh, what we call like timeline features. And um I think that would mostly be useful on you know typically may the DJ maybe the venue side but uh that'll be things like um you know just kind of nailing down the the the order that things are

41:28 happening. And so if you want to enable those you can collect you know maybe a start and end time just a start time a length time. Um and so that can be helpful for that. You can also decide whether to whether you want to allow customers to kind of reorder and drag and drop. So again, if you've got if you're kind of thinking of this more as like a timeline, um you might want to let them

41:49 change the order and move stuff around. Whereas if it's purely collecting information, um you you know, you probably would want to if anybody has any questions, now is a good time. Also, Matt, um, show them how you can have settings where like the staff can edit it or just the customer. Like there's also, so you might have an internal questionnaire, for example, that only your staff

42:09 like, um, I've seen people do like a postevent questionnaire that they want their staff to fill out, that type of thing. Um, or the client. Yeah. And so under the the questionnaire settings, um, you know, you can if you're on the the questionnaire list, you can either click that dropown or couple ways to get there. And um and yeah, you can decide, you know, should staff be

42:29 allowed to see this this this questionnaire at all. Uh maybe there's something sensitive on there and you don't want your staff to see this information. Um you know, maybe you even uncheck that. But generally, you would you would keep that checked and then you can decide, do you want to allow clients to see this this questionnaire as well? Any questions on questionnaires?

42:54 Cool. And so, um, the and so we'll talk a little bit about how you can prompt the the user to fill these out in just a minute. Um, but first we'll kind of mention like what I think of is kind of the last big way that people collect information, which uh especially on the photo booth side is design collections. And so, um, I would say the design collections are are mostly useful

43:22 for if you need to collect thing, you know, have them pick an overlay or, um, um, you know, uh, start screens or things like that where they're they're choosing from different different artworks that you have um, and they need to to choose one. And uh with Czech Sherry, we integrate with with a number of different template providers. Uh looks like we've got photoboot templates.com enabled

43:50 right now. Um we also integrate with a with a bunch of others, but you can also upload your own design collections too. So if you just you know have been working on it for a number of years and you have a a lot of you know options you want to um to present your customers um you can you know create a custom collection and either upload those one at a time or bulk upload those you know

44:14 um all at once. And as you uh you know once you have those uh those collections um then kind of similar to how the questionnaires work each booking is going to get a copy of of of any collections you've set up. So because we've set up this this photo booth templates.com one um every new booking that comes in is going to be able to choose from these templates and they'll be

44:39 able to you know look at the different options, see something they like and then choose one. Um, at this step, we've also got some follow-up questions you have. So, these are kind of the default that PhotoBoo Templates uses. Uh, but you can come in and customize these, ask different questions. Um, you can set up questions for your own design collections as well. And so,

44:59 um, to take a quick look at that. So, while I'm while I'm setting up these design collections, um, if I go to the settings or straight to the extra questions here, um, that's where I can kind of set up these additional questions. So, if your templates typically have like two lines of text, you might have a question for each of those lines. And similar to most of these other question type

45:21 things, you can drag and drop and move stuff around and and uh you know, personalize it as you want. If you want to change the wording or make it optional, required, all that type of stuff, you can. So, um so any of this information that gets submitted when they're picking a design, um similar to, you know, other things, we'll we'll let you know when they submit that. and

45:42 um via email and then you can come to that that customer's designs collections and see see their selection, you know, see what they what they chose and um you know, any any uh any information that that they were required to fill out. Diana has keep on going. I I'm just trying to keep the Go ahead. Yep. Um, and then after that process, you might, you know, you might add an artwork for them

46:08 to, uh, um, you know, once you're ready to kind of get their their final approval. Um, you might, we have kind of a workflow for that, too. But, um, but yeah, I don't we need to go into that. Yeah. So, extra questions when selecting a design template, often used for things like color. There's a file upload option I've seen people use to say upload your invitation so we can

46:28 match the color scheme um, or the theme of your wedding, that type of thing. Um, yeah. Go ahead, Kiana. Sorry. My question is, is this can this be automated like an automated email like the other ones or do you have to manually send this out? Um, yeah, this can be automated as well. And so, um, so I think that's a good Yeah, into the automated messages. So, um, so with the automated messages,

46:59 um, there's a few ways you might want to ask your customer to fill this out. Um, you know, you can send out emails with your booking confirmation itself. So, if you need your customers, you know, if they always need to fill out a questionnaire, um, you know, you can include that directly in your automate in in your customer booking confirmation right there. Um, you know, a lot of

47:24 times that's one that they're they're going to be looking at because, uh, you know, they just sign, they want to make sure everything matches what they think they booked. Um, so it's a it's a good chance to say, "Hey, here's what we need from you. You know, pick a design, fill out a questionnaire, um, anything else." Um, you know, it's also a great chance to kind of set expectations for,

47:43 you know, when you're going to be reaching out, things like that. Um, when you want them to do these things. Um, and so as your um, if you go to the automated But of course, they're going to ignore it, right? Because nobody looks at you. And so you're going to want to send a followup, right? If something hasn't been filled out, right? And so, um, so with those those booking confirmation

48:06 emails or any any other email, we've got a couple of tokens that that are going to come in handy for that. So, in particular, um, we've got the the, uh, questionnaires link is going to be useful. that's going to send them to their their questionnaires. Um, and the designs uh the designs link uh that'll take them right to their designs and so that'll be just for their event. Um,

48:32 and then yeah, as Jud mentions, of course, they're going to think they're going to come back. Yeah. So, you can send out follow-up emails as well. So to create a new kind of follow-up email um you know you would go to that same manage automated messages create a new message and from there um you've got to decide when you want that to go out. So do you want that to go out say a week

48:56 after their booking or do you want to think of it more as as their event gets closer you want to send them reminders? Um you can do both. Um, but what you can do is you can use either a pre-built template or you can build it from scratch. Um, I like the pre-built templates though because they kind of do most of the setup for you. Um, so like if I wanted to send a reminder uh asking them

49:21 to finalize questionnaires. Um, you know, we've got a a template you can use right there. And so if I view that template, it's going to have some kind of basic suggested text, you know, start now, whatever. But you can come in and and make it your own. um you know, personalize it, customize it, all that type of stuff. Um you can also change the schedule. So maybe you've already got one going

49:41 out a week after the booking, but you want to send another one two weeks after or three weeks after or things like that. And the condition is that it's not filled out or it hasn't been, you know, Yeah. And so we're using this this condition right here um you know uh that's kind of pre-filled where where any questionnaire is not complete. Um we also have a similar one where you know if if

50:04 you need them all to be complete maybe you've got multiple questionnaires for them to fill out um you know you might select that but in general you can kind of just use the default there um and and use that similar um if you wanted to set a a a uh a rule that that it only goes out if uh design is is waiting for um for selection. You could do that as well. Um, and so I think we've got a template

50:31 for that as well. So yeah, send the customer a reminder a week after booking if they've not yet chosen a template. And I think these are really, really helpful and an important part of Check Cherry. I also think that it's important to recognize that, you know, it if the first one, two, maybe three touches doesn't get somebody to fill something out. It's highly unlikely the

50:50 fourth, fifth, sixth, seventh, eighth touch is going to do anything. And maybe what you need to do is send yourself a note and use a different avenue of communicating with them such as texting them, calling them, something like that. And that nagging somebody via email tends not to work basically is from what we see. Um, and so I think, you know, maybe, you know, yeah, say two, three

51:14 touches and then send myself an email because I got to figure this out, you know, whatever, a month before, two weeks before, whatever it may be. um if they haven't selected a template and get them on the phone and kind of have them you know kind of go about it a different way um because for whatever reason emails not you know not everybody responds the same way to email u you can also

51:35 send text messages so we didn't you know we didn't mention that but you can connect to Twilio account send text messages that might be worthwhile um but like I say I mean just generally the automated nagging tends not to work after you know two three tries I would say and I think that's a good point too about you By default, we're sending these to the client, but you can change that and and change

51:55 it to uh business contact is is refers to to your business. Um, you know, you can even put a, you know, myself atample.com. Um, you can put about anything in the recipient. So, if you do want to send yourself a reminder like, hey, we're two weeks out from the event and and we haven't, you know, haven't seen this design yet or something like that and it's really important

52:17 um you know, it's totally normal to send yourself a reminder just as a kind of a fail safe that you know that that that gets taken care of. And so, similar to, you know, sending these after the booking, you know, a week after, two weeks after, whatever, um you can also do that as the scheduled date of the booking gets closer. And so, we've got some templates you can use for that as well.

52:37 Indra has a question. Can we take it? Yeah. Yep. Few things. Um just um so I've set up the lead um um automated message, but I don't I want to make sure that it sends out when I don't when they haven't booked any or picked any packages, but it's not working. So like you can do it you can send out ones where if they pick this package, send this one out. But if you don't do is there

53:05 a way of doing it when they don't pick out pick any package? No. In other words, you don't know what package kind of the opposite. Yeah. Yeah. What? No, we don't have that. Um, and typically if you're doing online booking and creating leads that way, there will be a package for sure. So, that's one thing. If you're using lead forms, you could require a package be selected for all leads.

53:28 Um, okay. And so you should probably be able to prevent them from becoming a lead if they don't have a package selected would be my first thought. Um, what would the, you know, if they don't have a package selected versus they do, what would what would the difference be in your automated message? Well, just with the with that is then I would send them, hey, because the leads,

53:47 what I'm going to be using it for is just for um customers to ask us questions if they want because um because we're going to have a booking one so they can go to book, but this one is just for them if they had questions or something that they wanted to find out about it. Um, so able to do, um, one idea that comes to mind, um, you know, you can set up different contact forms, different lead

54:11 forms. I should use the the right techn the right terminology. Naming things for us, by the way, is a chore. We hate it, right? We've got like 50 kinds of forms. So, super annoying. U, but anyway, you can set up different um different lead forms and you can use that as a condition. So if you had this this corporate interest form um you could set up your automated message to go out based on

54:36 that. So you could say only um you know if only if it's a uh lead form submission and it's using the uh uh right pretty sure it's corporate interest. Yeah. And so that might be one way to do it too. um where they filled out this form and so we want to we want to send them something different. Um but um if that doesn't help, you know, feel free to chat with us too. We can kind of look

55:03 at a specific lead and and see as well. All right. The other question was for conditions. How do we set extra conditions or is it just based on what we've um put in? So the conditions um they're kind of I guess the list of conditions is is defined by us. are, you know, things we've we've got the logic for and have have kind of, you know, built in. Um, you can select as many as you want. Um,

55:29 they do all have to match. So, you know, if I've got lead type is warm and lead type is cold, that's that's kind of never going to match because it can't be two things at once. So, um, so right now the conditions are kind of a um, you know, an and. Um, but yeah, basically any any of the conditions kind of in that drop down are available. Uh we don't have a

55:50 way to really add something outside those though. Okay, perfect. Thanks. And then uh Larry asks, "Is there a direct link for the client to choose a backdrop via an automated message?" And uh there is. So um so assuming you know they've booked you or or whatever the uh we've got a um a backdrop backdrop selection link is what we call that one. We got to revisit those. Yeah. not not ideal, but

56:21 um but yeah, so that that would let them um take them right to they pick a backdrop. Um it's also possible. I mean, if you do want to just embed those backdrops on your website or have a link, you can you can show prospective customers. We do have a way to do that as well. It's 658. We're doing good. Any other questions out there? Oh, sure. So, under um manage website integration,

56:49 um we've got a lot of different, you know, things in here. You know, the the backdrop gallery in particular, um you know, by default, that's going to give you some code that that you can you can embed into your website. Um but you can also just get a link to that. And so that link will take you right to the the backdrops. And so you could, you know, send your customer this link um and

57:11 they'll be able to see whatever. To be clear, this is before the booking, not before booking is created. If you have a booking in there, you want to use that backrip selection link. Yeah. And the book now just kind of take them to to the full online booking. Um so our talk about our next webinar. What if they wait what if what if they want to set up iPad just to get leads? What I

57:36 would say is um so if you go to manage business settings and leads. So, this is kind of the the wedding show or the trade show type thing where you just want to collect some information from the customer. Um, I would use these these lead forms or these um and that's where you can come in. You can say, you know, give me these questions. These are the things I want to collect. And then once

58:00 you're happy with it, you can either get a link to embed in website or a share link. Um, if I if I share a link, you know, I can send somebody to this URL or have, you know, do whatever I want with that. Um, or I could even get a QR code that somebody can scan and that'll take me directly to that link as well. So, and you could also get a QR code that sends them to the online booking engine

58:20 where they can browse your packages and add-ons and all that stuff and you collect leads. I mean, that's also another option that I've seen people use. Our next webinar is in two weeks and it's on email deliverability. And so we've got uh we want to have a conversation, talk about things in that Facebook group. An email deliverability post pops up kind of monthly so to speak. As we get bigger,

58:43 we expect kind of more of this. And so um you know, we want to have conversations about this and help you guys and help you understand kind of what where we're at with what we can do um all that stuff. So, if you go to Check Cherry, you go to the bottom of our marketing site, there's a webinar link. You can always see uh the upcoming webinars that we're going to be

59:02 doing. We'll also announce them via email. When we were at a recent trade show, uh common common feedback from existing customers was like, "How do I get the most out of Check Cherry?" Um heard it several times from multiple people, new customers, longtime customers, you name it. And so with the webinar series, that's kind of what we're doing is trying to find a way to help people out and help

59:25 them get the most out of it. Email deliverability is super duper important. Um, and it's also rather complicated. Um, and I think it's going to be a great webinar and probably a lot more conversation style than what we did today is my guess. Um, and so you should join us um, and be on the lookout for other webinars. If you ever have a suggestion on a webinar, you can email us or chat with us and

59:49 let us know. Um, kind of what we're thinking is every two weeks at 6 PM this time, every Tuesday. We'll kind of run with this for a while and see what happens. So, um, thanks everybody. Yes, we've been doing this. We got lots of lots of different ideas. So, we're we're we're excited, you know. Yeah. And we're open to feedback. You know, what's working, what's not, you know, our ego's not not

1:00:08 attached to it. We want to do this for you guys. Um, and so, let us know. Um, and you can chat with us anytime. So, thanks everybody. Have a great night. Matt, thank you. Thank you. Doing most of the work. Thank you. Hi everybody. Thank you all so much. We appreciate it. Thank you. Okay. Bye.