Marketing: campaigns and promo codes

Marketing, in the sidebar, is where you turn happy clients into more work:

Campaigns: emails that send by themselves (to past clients, lost quotes and quotes nobody has answered), and one-off emails to the clients you pick, with the opens, clicks and work each brought in. Both are on this page.
Promo codes: a percent or dollar amount off, on this page.
Reviews: ask clients for a Google review, with reminders. See Ask for Google reviews.
Referrals: a link for every client to share, and a credit on their next invoice when a friend becomes a client. See Referrals and referral credits.
Social: post job photos and your best reviews to Facebook, Instagram and Google. See Post to Facebook, Instagram and Google.

Marketing is an app

Marketing is one of Crewtavo’s built-in apps, listed in Apps as Crewtavo - Marketing. Every business has it installed to start with. Owners, and admins whose role has Connect apps, install and uninstall it.

Apps → Crewtavo - Marketing says “Marketing is on” once it’s installed, with buttons to its Reviews, Referrals, Campaigns and Social tabs. Two more apps work inside Marketing, and need it installed first:

Google Business Profile brings your Google reviews into Marketing → Reviews, so you can reply to them there.
Facebook & Instagram lets you post to your Facebook Page and Instagram from Marketing → Social.

Uninstall Marketing

Open Apps → Crewtavo - Marketing and choose Uninstall.
Read what stops and what keeps working, then choose Uninstall.

Marketing leaves the sidebar for everyone, and every automatic message it sends to clients stops:

Review asks and their reminders. Reminders that were due aren’t sent later.
Referral asks.
Campaigns: scheduled ones go back to drafts, and one that’s sending stops where it is.
Automated campaigns. Win-back emails that are waiting are cancelled and aren’t sent later. Past clients still due a re-engage email get it once Marketing is back.
Bringing in Google reviews, and replying to them.
Social posts: scheduled ones go back to drafts, and one that’s posting stops before its next network.

These keep working:

Review, referral and campaign links already sent.
Promo codes on quotes and online booking.
Referral credits clients have earned, or earn later from links already shared, on their invoices.
Photo links already sent to Facebook, Instagram and Google, until they expire.
Following up on sent quotes (Close pending quotes), which isn’t marketing, while its rule is on in Automations.

Your campaigns, promo codes, review requests, referrals, Google reviews and social posts are kept, and come back when you install it again. While it’s uninstalled, the Marketing page says “Marketing is off”, with Install Marketing for those who can.

Who can use Marketing

Owners, and admins and office staff whose role has Marketing, can open it. Some settings take more:

Only owners and admins change the review link and messages, and the referral credit, offer and email. Everyone else sees “Only owners and admins can change these.”
Turning automatic asks and automated campaigns on and off, and changing their emails, is for owners and admins whose role also has Automations. Office staff see whether each one is on, and what it brought in.

See What each role can see and do.

The overview

Across the top of Marketing:

Emails sent (30 days), split into automated and one-off campaigns, with how many clients have unsubscribed.
Revenue from campaigns: paid work from people who clicked a campaign, before tax. It shows “Needs the Invoices area” if your role can’t see invoices.
Review requests (30 days), with how many opened the review link.
Referrals, with how many became jobs and what they’ve paid.
Referral credits earned: credit clients have earned that isn’t on an invoice yet.

The tabs are Campaigns, Social, Promo codes, Reviews and Referrals, plus Website if you’ve installed Website Analytics.

Campaigns

Campaigns has two parts: Automated campaigns, which send by themselves to each client at the right time, and One-off campaigns, which you write and send yourself.

Campaigns need your email connected. Until it is, the tab says “Email isn’t connected yet, so campaigns can’t be sent.” See Send email from Crewtavo.

Automated campaigns

There are three, each a card with its own switch:

Campaign	What it does	Starts
Re-engage past clients	Emails clients who haven’t had a visit in a year, on the day they reach it.	Off
Win back lost quotes	Emails the client 30 days after a quote is marked lost, if it’s still lost.	Off
Close pending quotes	Emails the client 3 days after you send a quote they haven’t answered. This is the Follow up on quotes after 3 days rule every business has.	On

Each card says when it goes, how many emails are waiting, and what it’s brought in so far, like “120 sent · 46% opened · 9% clicked · 3 bookings”. See who got it opens its results. Who gets it says who it leaves out:

Re-engage past clients isn’t sent to clients you’re working with (recurring work, a job or visit still to do, an open request, or a quote approved or waiting on them), or anyone sent a quote in the last 6 months, which Win back lost quotes looks after. Nor to anyone emailed it in the last 6 months, or whose last visit was over 3 years ago. It sends up to 100 a day, those who passed the mark most recently first.
Win back lost quotes isn’t sent if the quote isn’t lost anymore, or the client has since approved another quote, had a job, sent a request or been sent a newer quote. It goes once for each quote.
Close pending quotes follows up a quote the client asked for, so it isn’t a marketing email: it keeps going while Marketing is uninstalled, reaches clients who unsubscribed from marketing, and has no unsubscribe link.

Turn one on or off

Use the switch on its card. You’ll see, for example, “Re-engage past clients turned on”.

Turning on Win back lost quotes or Close pending quotes starts with quotes marked lost (or sent) from then on.
Turning on Re-engage past clients when some past clients already qualify asks Turn on Re-engage past clients? first, with how many and how long they’d take at 100 a day. Choose Email them too (or Email them too, 100 a day), or Only clients who reach it from now on. Turning it off and on again later asks again.
Turning off Win back lost quotes or Close pending quotes with emails waiting says how many. Choose Turn off to cancel them (turning it back on won’t send them), or Leave it on.

Change the email or the timing

Choose Edit email on the card.
Pick the timing: No visit in (1 month to 2 years) for Re-engage, After a quote is marked lost for Win back, or After a quote is sent for Close pending quotes.
Change the Subject line and Message. Choose a name or link under the message to put it in, like Client first name or Client Hub link. Preview shows how it reads.
Send a test sends it to you (or any address).
Choose Save. Saving never turns the campaign on or off.

For Re-engage and Win back, Client Hub link goes to the client’s Client Hub, where they can ask for work: on a line of its own it becomes a Request work button. For Close pending quotes it’s Quote link (View online), the quote’s own page, which becomes a View online button. Keep a link in the email, or the card warns “Add a link so clicks and bookings can be counted.”

A new wait for Win back or Close pending quotes moves the quotes already waiting too. Lowering Re-engage’s months while it’s on says first how many more clients that brings in.

Each automated campaign is a rule in Automations underneath (See it in Automations). If someone changes the rule there into something the card can’t show, the card says “You changed … in Automations, so only the switch above turns it on and off here,” with Open the rule.

One-off campaigns

A one-off campaign is one email to many clients, sent now or at a time you pick.

Write one

Under One-off campaigns, choose New campaign. A draft opens, named for today’s date. Click the name at the top to change it.
Start from Templates (Seasonal reminder, We miss you or Thank you), or choose Write with AI, or write your own.
Fill in the Subject line and Message. Choose First name, Full name, Your company, Your phone or Client Hub link under the message to fill those in for each client.

Client Hub link is each client’s own link to their Client Hub, where they can ask for work. On a line of its own it becomes a Request work button. Add it (or any link) so clicks and bookings can be counted.

The draft saves as you type (“Saved” at the top). Preview, beside the email, shows how it reads for the first client on your list. Your business address and an Unsubscribe link are added at the bottom of every campaign email.

Write with AI shows when AI is on for your business (see Ask a question for adding a Claude key). Say What’s this email for?, like “Remind past sealcoating clients to book before June”, pick Friendly, Professional or Urgent, and choose Write draft. It replaces the subject and message, and puts a Client Hub link in. Read it over before you send it.

Choose who gets it

The Audience card at the side picks the clients:

Client status: Active clients, Leads, Archived, or any mix. None selected means every status. New campaigns start with Active clients.
Has any of these tags: only clients with at least one of these tags.
But none of these tags: leaves out clients with any of these.
City: from their properties or billing address.
Had any of these services: on jobs that are done, or have had a visit.
Recurring work: Any, Has an active recurring job, Recurring job ends in the next 30 days or No active recurring job.
No completed visit in the last: 3 months, 6 months, 12 months or 2 years, for clients you haven’t worked for lately.

It shows how many “clients will get this” and the first few names. Only clients with an email address who haven’t unsubscribed are counted, and two clients with the same email get one copy. A campaign can go to up to 5,000 people.

Send a test

Choose Send test, check the address under Send to (yours to start with), and choose Send test. The subject starts with “[Test]”. The Unsubscribe link in a test doesn’t unsubscribe anyone.

Send now or schedule

Choose Send.
Pick Send now, or Schedule and set a Date and Time.
Choose Send to 42 (the number of clients) or Schedule.

The audience is set when you send or schedule, so clients you add or tag later aren’t included. Emails go out about 25 a minute, so a long list takes a while. The campaign shows a progress bar and “12 of 40 sent…” while it’s sending.

Stop or unschedule

Unschedule on a scheduled campaign makes it a draft again, to change or send another time.
Stop sending on one that’s going out stops the rest. “Emails already sent can’t be recalled.” It then shows as Stopped.

Copy or delete one

On a campaign’s page, ⋯ has Duplicate, which makes a new draft with the same email and audience, and Delete. In the list, ⋯ has Edit (or View) and Delete, with Undo for a moment after. A campaign can’t be deleted while it’s sending.

What a campaign brought in

A sent campaign, and each automated one, shows:

Sent, Opened and Clicked, as a share of the emails sent.
Bookings: requests and approved quotes from people who clicked a link, within 30 days. A request and the quote made from it count once.
Revenue: what that work has been paid so far, before tax.

Opens are approximate: Apple Mail and some others load images to protect privacy, so some emails show as opened when they weren’t.

Recipients lists everyone it went to, newest first, with Everyone, Opened, Clicked and Booked to narrow it. Each person shows Sent, Opened, Clicked, Failed or Skipped and why, like “Unsubscribed” for someone who unsubscribed after you sent it, with when they opened or clicked and any booking.

A promo code takes a percent or a dollar amount off. Clients can enter one on your booking form, on a quote or invoice in the Client Hub, when they ask for more work there, or on your website’s own form. You can also add one to a quote or invoice yourself (see Create and send a quote). Making codes needs Marketing, but anyone who makes quotes can put a code on one.

Make a code

On Promo codes, choose New promo code.
Type the Code, like SPRING10: 3 to 24 letters, numbers or dashes.
Under Discount, pick Percent off or Dollars off, and the amount.
Fill in what you need:
- What clients see, like “Spring cleanup special”, shown next to the discount.
- Starts and Ends: the dates it works.
- Minimum order: the least the order has to come to.
- Total uses allowed: leave it empty for no limit.
- Each client can use it once (on to start with) and New customers only.
- Take it off every visit of recurring work (off to start with). See below.
Choose Create code.

Each code in the list shows its uses, how much it’s taken off so far, its rules, and Active, Paused, Ended, Used up or Starts later.

A code comes off once per job to start with: on weekly mowing, a 10% code takes 10% off the first mowing’s invoice, and later mowings are full price. Turn on Take it off every visit of recurring work and it comes off every visit’s invoice instead.

The discount isn’t lost or doubled. If the invoice it’s on is voided or deleted, it goes on the job’s next invoice. A quote keeps the rule the client approved it with.

When you change this on a code that jobs already use, Crewtavo asks whether to change those jobs too: Change it too (or Change them too), or Only new jobs.

Where clients use a code

Your booking form: Have a promo code? under the questions. To share a code, choose ⋯ on it, then Copy booking link with this code: a link to your booking form with the code already filled in, for an email or a social media post. It’s there once you have a booking form turned on. The booking form on your own website fills in a code from the page’s address too, like yoursite.com/quote?promo=SPRING15. See Put a booking form on your website.
Your website’s own form, with Website Forms: a field called promo, promo_code, coupon or similar is read as a code. A code that doesn’t work still makes the request, and says why.
A quote or invoice in the Client Hub: Have a promo code? under the subtotal, while the quote is waiting for an answer, or before anything’s paid on the invoice.
Request work in the Client Hub: the Promo code box.

A code entered on a form or with Request work isn’t taken off by itself. It shows on the request, and when you make the quote, the quote says “The client entered SPRING10 when they booked.” with Apply.

When a code doesn’t work, the client sees why, like “That code isn’t valid. Check the spelling and try again.”, “That code has already been used up.” or “That code is for new customers.”

An invoice takes one promo code. Promo codes from Crewtavo don’t stack with coupons set up in your Stripe dashboard.

Pause, edit or delete a code

From a code’s ⋯ menu:

Edit changes it.
Copy code copies just the code.
Pause stops new uses. Turn back on starts them again.
Delete removes it, with Undo for a moment after. Quotes and invoices that used it keep their discount. To keep its history, pause it instead.

Unsubscribes and opt-outs

Every campaign email, review ask email and referral ask email has an Unsubscribe link. It opens a page on your Crewtavo address (/u/…) that unsubscribes the client as soon as it opens: “You’re unsubscribed” and “You won’t get marketing emails or review requests from” your business. Subscribe again there undoes it. Email apps’ own unsubscribe buttons work the same way.

An unsubscribed client gets no campaigns, review asks or referral asks. Everything else still goes to them: quotes, invoices, emails you send from Messages, and emails and texts from your automations like reminders and follow-ups (including Close pending quotes).

On the client’s page, owners, admins and office staff have three switches:

Marketing: Gets campaigns, review and referral asks. It turns off when the client unsubscribes, and the page shows Unsubscribed from marketing. Switch it back on for a client who asks you to, or off for one who asks you to stop.
Reviews: Gets review asks. Off shows No review asks. It’s off by itself for a client who left a Google review.
Photos: Can be posted on social pages. Off shows No social photos, and photos of their property aren’t offered for posts.

A client who texts STOP gets no more texts from Crewtavo, and their page shows Texts off. Texting START turns them back on.

Tell your clients how it works

Your account with your service company is a page written for your clients, about paying, approving quotes, visits and unsubscribing. Send them the link.