Slides

Dave: All right, welcome to yet another PropFuel client roundtable. Today's topic is focused on PropFuel hacks—things to make your life easier. I'll let Megan take over. Megan, are you sharing your screen, or do you want me to?

Megan: Sorry, I have multiple monitors here. I'm managing. All right, so today's topic is PropFuel hacks, which seems to have been a hot topic—we had a lot of RSVPs for this one. We have a bunch of hacks for you, and then we’d love to chat a little bit.

We’re going to go through this in a problem-and-solution format. The first problem we see clients have is: "How do I find out which email addresses bounced?" You send out a check-in to 20,000 contacts—how do you know who got them and who bounced? Previously, you had to request that list from us, and we manually pulled it. Now, Cameron, our amazing Cameron Aubuchon, made it available directly in the campaign and within your platform.

Dave: Is it fair to say he got sick of doing it for us and just said, "Fine, you can do it yourself"? That sounds more accurate. Anyway, go on.

Megan: So thank you, clients, for asking us to pull this list—it got you this feature! Now, within a campaign, on the enrolled contacts tab, you can see in the status column if it says "Invalid Email." You can also set a filter for invalid emails, and it will show you all of them. On subsequent check-ins in that campaign, they will not be sent to those addresses. This helps clean up your data and makes your engagement score more accurate for active emails.

Additionally, you can pull these bounces together in a list by filtering for the "Email Bounce Status: Invalid Email," which gathers everyone across your platform with that status. Also, within the campaign, you can see if someone has unsubscribed. That will be visible in the status column as well.

Moving on to the next issue: "My campaigns page is a mess." Sometimes you have campaigns pinned to the top, sometimes it’s just a long list. Well, Cameron has also created the ability to create saved views.

Saved views can be based on different factors, including channel interaction, type, and schedule, but today I want to highlight using tags. For example, you could tag a campaign with "Melissa" if she created it, and then create a saved view based on that tag to pull up only her campaigns. This is great for tracking everything connected to a renewal campaign, for example.

On your campaigns page, click the filter button, select which tags or options you want to see, and then click "Save View." Give it a name, and from the dropdown, you can access all your saved views. It's like a folder system but more customizable, allowing multiple tags on a campaign for different views.

Dave: I'd love to ask Ashley, Melissa, and Megan—and anyone else using tags—what are some examples of the tags you use? I like the idea of tagging by names since multiple people use PropFuel in many organizations. You could also tag campaigns by type—conference, renewal, general engagement, or member acquisition. What else do you see?

Melissa: My favorite tagging system, and one I always recommend, is a dual-tagging system. One set of tags describes what it is—membership campaign, event campaign, renewal, acquisition, or win-back. The second set of tags describes the status—is it in draft form, under review, currently sending, or done but kept for future use? This system makes it easy to organize and track everything.

Ashley: Yep, exactly. Especially as more departments adopt PropFuel, tagging helps distinguish between membership campaigns, marketing campaigns, or other department-related initiatives. The more intentional you are with tags, the easier they are to use.

Dave: One more feature related to organizing campaigns—archiving! You can archive old campaigns instead of deleting them. They won’t clutter your active campaigns, but they’re still accessible via filters.

Megan: Right, and it's especially great for campaigns from 2020 that you don’t need anymore—just archive them and clean up your list.

Dave: And that’s in the campaign settings tab, correct?

Megan: Yes, scroll to the bottom, and it’s in the "Danger Zone."

Dave: I love that.

Megan: Another problem we see: "My scheduled check-in is no longer on the Design tab. Where did it go?" This happens when you start a campaign, get busy, and return to find it’s disappeared from the Design tab. The easiest solution is to copy the campaign. Go to the campaign where it’s moved to the History tab, go to the Settings tab, scroll down, and click "Copy Campaign." Give it a new name and archive the old one to keep things tidy.

Next, a new feature: customizing who the check-in is from based on familiarity. This is useful for regional or chapter-based contacts. You can use a personalization token in the "From" field, but make sure the assigned contact is uploaded via CSV for better control.

Melissa: This is great for making emails feel more personal, like having them appear from their primary membership contact while replies still go to a central email.

Megan: Now over to Ashley.

Ashley: Awesome. A common question is: "How do I find a list of people who didn’t answer my check-in?" Lists in PropFuel are designed around responses, not non-responses. The workaround is creating two lists—one for everyone who answered, and another for everyone in the campaign but not in the answered list. That gives you those who didn’t respond, and from there, you can take action.

Another one: "How do I continue the conversation based on a response?" PropFuel is designed for this! The easiest way is to set up actions in workflows, but if you don’t do it initially, you can still create lists afterward and take actions like adding or removing people from campaigns.

Lastly: "I don’t want certain contacts in a campaign after they take an action." A common example is removing someone from a renewal campaign after they renew. The best way is suppression lists. They update dynamically, ensuring people are removed as soon as they meet the criteria.

Dave: Right, and this applies beyond renewals—you could use AMS data to trigger suppression when an action is completed.

Melissa: Yes! And suppression lists can be removed later, like for acquisition campaigns where you might want to re-engage people after some time.

Another tip—if you want to continue a conversation but planned ahead, add people directly into a nurture campaign instead of just removing them. For example, someone says they’ll renew but not right now—remove them from the main campaign and add them to a targeted follow-up sequence.

For profile update questions, use a dual-tagging system. If someone indicates their info is incorrect, tag them with "Needs Update," and when they complete the update, remove the tag. This makes follow-up much easier.

Finally, our best hack—reach out to us! If you’re unsure about your campaign, whether it's subject lines, response options, or workflows, ask us. It’s literally our job to help.

Dave: My favorite hack—the people side of things. Reach out to Ashley, Melissa, or Megan for help!

Now, let’s talk about SMS. Ryan, over to you.

Ryan: Thanks, Dave. SMS is now fully functional in PropFuel, with three types of campaigns—opt-in, inbound, and outbound. Opt-in allows members to give consent for texts, inbound lets them text a number for automated responses, and outbound is for drip campaigns.

We validate phone numbers before sending to avoid landlines or faxes. Pricing is based on message volume, and we can help you estimate your needs.

A great use case for SMS is renewal reminders—many members don’t realize they’ve lapsed, and SMS can be a direct way to notify them. Another is customer service—like how hotels use SMS for guest check-ins and assistance, you can use it for conferences or quick member support.

If you’re interested, reach out to me or the team.

Dave: I love this—it’s about making human interaction more efficient. SMS is another tool to reach members where they are.

All right, any questions?

Guest: Thank you, this was awesome.

Dave: Great! If anything interested you, reach out to Megan, Ashley, or Melissa. Have a great day!

‍