Scheduling for Freelancers: Add Meeting Guests to Constant Contact

Automatically add meeting guests to Constant Contact

x.ai is my favorite scheduling tool to recommend to freelancers and entrepreneurs. On top of the efficient scheduling functions that are part of the core functionality, the new updates to their Zapier integration can help freelancers save on the time it takes to make money. As all freelancers know, time is money. And don’t forget, time spent trying to make money is different than time spent making money.

In my first post of this series, I explain how to you can use x.ai to facilitate booking and payments for your consultations. We’ve also integrated x.ai and Trello so you can manage your business consultations in the same place you manage your operations. In my last few posts, I shared ways to invoice clients in Quickbooks and Freshbooks whenever clients book a certain type of meeting with you.

Today, we’ll walk through how to add a contact to Constant Contact after a meeting is booked in x.ai.

What is Constant Contact?

Constant Contact is an email marketing and marketing automation platform, Create branded emails, sell products, build a website, and make it easy for people to find you—all from a single platform. Email marketing is a phenomenal way to own your connection to social media followers, draw in new sales with inbound marketing, and keep a consistent presence in the lives of your customers.If you’re using Constant Contact as a marketing tool, you can incorporate new contacts that schedule meetings with you via your x.ai page. Here’s how you do it:

Connecting x.ai and Constant Contact

You’ll need

  • A Constant Contact subscription
  • A Zapier Account
  • A premium x.ai Account
  • 20 minutes

Adding new x.ai meeting guests to Constant Contacts

The Steps

  1. Setup Zapier by authorizing x.ai
  2. Pull a sample meeting into Zapier
  3. Create a filter for your meetings
  4. Find or create a new contact in Constant Contact
  5. Create an invoice for each meeting

Getting Zapier Setup – Steps 1-2

If you’re following along from a prior post in this series, then you can skip right along to step 4.

The team at x.ai has created this snazzy guide to help you connect to Zapier. Once you’re connected, create a new trigger from x.ai. We’ll start with the “New Meeting Scheduled” Trigger Event. Choose your account and then, select “Test Trigger.” The information Zapier finds is what we’ll use. For this guide, you’ll want to find a meeting that matches the template or meeting page you would like to invoice.

Pro tip! If you haven’t booked a meeting from your calendar pages in a while, create a meeting just to use in this test scenario. It’s genius, because it makes sure you don’t create an invoice in relation to a friend/client as an accident. 😳

Optional: Filter Your Meetings – Step 3

This zap is going to fire every time a new meeting is scheduled. If you’d only like to add certain kinds of meeting contacts to your marketing tool, we’ll need to introduce a filter for the next step. A filter “Only proceed[s] when a condition is met.”

We want to use the Meeting Template URL as the filter for our meetings. To do this, we’ll want to set the Meeting Template URL as the condition. Then, insert the name of your meeting name in the field on the right. This tells Zapier to only continue if the meeting template matches your consultation meeting template. Test your filter to make sure it’s working correctly before moving on to the next step.

Creating a New Contact For Each Meeting – Steps 4-5

If you haven’t already, connect Constant Contact to your Zapier account. Once that is done, you’ll want to use the “Find Contact” Action Event. This will allow us to find or create the contact. It’s important to do this search step because you wouldn’t want to create multiple contact records for the same person.

Add the Guest Email Address to the the Email field and then select “Create Constant Contact Contact if it doesn’t exist yet?” Zapier will unfold more options so you can create a new contact whenever it can’t find someone in you Constant Contacts database. Here you can choose a list to add your contact to. If you are creating this zap for a meeting template and that template collects additional information about your meeting attendees, like a phone number or business name, be sure to map those fields too.

Once you’re done with this configuration, you’ll want to add one more step. In the event that a contact already exists, we’ll add an “Update Contact” action to the zap so their information stays up to date.

Second verse, same as the first. Add your contact to the corresponding list and then fill in their details. When you’re done, you should see this screen:

Now you’re ready to test your zap. Send a test to make sure all your fields are mapped properly. If everything went through smoothly, you should have a shiny new contact for this meeting’s guest. So how did you do? Are you excited about cutting down on your manual data transferring process?

Note: This zap will run for future meetings that are scheduled. If you’d like to add contacts from prior meetings, you’ll need to add them manually.

Articles in the Scheduling for Freelancers Series:

Enoma is a writer, speaker, and entrepreneur who loves to empower makers and creators to do good, and do it well. She runs Stackrie, an automation consulting firm helping small teams with big goals get stuff done—with less manual effort.


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