How to set up a REPEAT Helping out locally contest

INFO: This is when a customer signs up for a Helping Out Locally contest as a repeat contest/customer and fills out the form. Once the form/ticket comes in, you can start the steps below. If a customer has yet to fill out the form, direct them here to get started.

If a customer has never done a HOL contest before, please go to this page to learn how to set those up.

Before doing any of the following, please call the charities that the customer has picked for the competition to ensure they are aware of the competition and confirm their participation in it.

If a chairity is not aware, please inform them about the competition, tell them it's free to participate in and how it works. Then say you will speak to the company and have them reach out to the charity about it if they are ok with being in it. If they don't want to participate, offer to remove them and inform the company about the change.

If a charity wants to back out, please reach out to the company doing the contest and have them find another charity to replace them with.

When the customer signs up for a HOL contest, check to see if they are naming the contest the same thing as last time. If it's the same name for the contest, you can skip the task to graphics. If it's different, then assign a task over to Graphics to create a badge for their contest, including the name of the contest in the task. Graphics will send you back three options to send to the customer to pick and approve. Send to the customer and when the customer decides on which badge they like, in a separate task, send the following to Social Media for a post.

  • Badge - Link to the badge image the customer selected
  • Contest timeline - Date the contest starts and ends
  • Voting page - Link to the voting page
  • Contestants Logos - Logos of the charities in the contest
  • Prize Amount - 1st, 2nd, and 3rd place prize amount

Once Social Media creates the post, send it to customer and tell them to share it at least once a week on their Social Media accounts to try and draw traffic to it.

Click Settings and adjust the following if needed:

  • Program Name - Name of the contest (Change if the new contest has a new name)
  • Owner Name - Name of the owner of the business
  • Admin Contact Name - Name of the admin in charge of the contest (usually the owner)
  • Admin Email - Email address of the person in charge of the contest (usually the owner)
  • Reply To Email - Email address that wants to be informed of any updates (usually the Admin email)
  • Allow SMS - Check off

You can skip Invoice Age Limit (Days), External Domain, Donation Page Number, and External Donation URL for now.

When done, hit Save

First, go to the Helping Out Locally App.

Then, upload the organizations logos to the file manager in a folder for Helping Out Locally (Create one if needed). Next, go back to the Helping out Locally app and click Organizations and click the green Add New Organization button.

Next, fill out the following

  • Organization Name - Name of the Charity
  • Link - The website of the charity
  • Logo Image ID - Put in the image ID of the companies logo that you uploaded to their file manager
  • Description Content Block - Use the exisiting CB from the previous competition
  • Thank You Content Block - Use the exisiting CB from the previous competition
  • Pie Chart Color - Choose a color that matches the charities branding
  • Contact Title - Position of the contact
  • Contact Name - Name of the person representing the charity
  • Phone - Phone Number of contact
  • Email - Email address of contact
  • Enable Reports - Check Off
  • Reports Email Frequency - Weekly
  • Coupon Code - IF THEY HAVE A COUPON, create code, if not, leave blank
  • Coupon Code Amount - Enter amount IF they have a coupon, if not leave 0

Hit Save when done.

SKIP THIS STEP IF THE CUSTOMER DOESN'T HAVE A COUPON FOR THE CONTEST

First, click Website then Coupon Bank.

Inside the Coupon Bank, click New Coupon.

To add a coupon, fill out the following:

  • Enabled - Check off
  • Name - Fill out the coupon offer
  • Content Block - Choose the content block where the coupon is hosted in.
  • Coupon End Date - Set the date to 1 year AFTER the contest is over.
  • MailChimp List ID - SKIP
  • Twilio Phone Number - SKIP
  • Notes - SKIP

When done, click Save.

Before creating the new poll, click Options and choose Disable for the previous contest. If you do not do this, there WILL be issues with your new poll.

When the old poll is disabled, click Add New Poll and fill out the information below.

  • Name - Name of the contest
  • Enabled - Check off
  • Start Date - Date when the contest will begin
  • End Date - Date when the contest will end
  • Poll Page Number - Use the exisiting PID from the previous competition
  • Hide Structured Headers - SKIP
  • Thank You Page Number - Use the exisiting PID from the previous competition
  • Voting Page Url (External Sites) - SKIP
  • Thank You Page URL (External Sites) - SKIP
  • Contest Badge - Put in the Image number from the image in the file manager
  • Results Body Content Block - Use the exisiting CB from the previous competition
  • Results Body After First Vote Content Block - Use the exisiting CB from the previous competition
  • Email Thank You Content Block - Use the exisiting CB from the previous competition)
  • SMS Thank You Content Block - Use the exisiting CB from the previous competition
  • End Of Poll Content Block - Use the exisiting CB from the previous competition
  • Coupon - Select coupon if the contest has one, if not then SKIP
  • Use Postal Code - Check off
  • Email Verification Required - Check Off
  • SMS Verification - Check Off
  • Twilio Phone # - Add 19404277840
  • MailChimp List Unique ID - SKIP
  • Currently Testing (ignore votes) - Leave blank unless you want to test
  • Social Posts - SKIP

When done, click Add

Once the poll is created, click Options and then Edit & View Results

Next add the organizations by clicking Add + and choosing the Charity and clicking Add.

When done, click Save.

Click PagePilot Admin then Friendly URLs.

First click Options and Enable.

Once enabled, click options again and choose Make Primary.

Go into the customers Site Content Manager and find the Content Block for each organization.

For each content block, make sure to edit the descriptions of each charity to match the new one. When done, hit SAVE.

  • Update the Poll ID Number in the (#CHARITYPOLLENDDATE raw="1" num="") and (#charitypollwidget num="") num="" sections. You can get the ID in the Helping out Locally tool
  • Add the companies Helping out Locally Badge image id to the end of "/wahelper/GetImage?id=" so it can pull in the image if there is a new one. If not then no adjustments needed.
  • Hit Save

Go into the Poll settings and change the date to today for testing.

Next, scroll down to Currently testing (ignore votes) and check that off, click Save.

Go to the contest page and vote for any charity, fill out your name, email address, and zip code.

Confirm you are receiving the email and verify your vote.

Check the page and make sure the vote counted.

Next, vote again, but this time put your phone number in instead of the email address.

Confirm you are receiving the text message and verify your vote.

Check the page and make sure the vote counted.

If the votes are counted, then go back into the settings and check off the testing and change the date back to the correct date.

Once the contest is live it's good to check it once a week and make sure votes are happenning and the contest is running as it should.

When the contest is a week from ending, a reminder email will be sent to you that the contest is ending soon. You will email the customer and remind them about it ending in a week and try and get them to do one more final push to get people to vote again. They will also need to order their checks from the big check store so they have them ready when the contest ends.