Create Automated Campaigns in vcita

Take control of your client engagement strategy by mastering automated marketing. Learn how to streamline your outreach, ensuring your messages reach the right audience at the perfect moment without manual intervention.

Automated campaigns are promotional emails or texts sent to clients based on set triggers, such as birthdays. Once activated, the system sends each message at the right time without any extra work.

Create A Campaign Template

To create a new campaign template:

1. Open the platform.
2. Click Marketing.
3. Click Automated Campaigns.
4. Click New automated campaign.
5. Enter the campaign details.
6. Click Continue to Editor.
7. Select "Classic" or "Pro" for the campaign editor.
8. Design the campaign.
9. Optional: Turn on the Activate switch.
10. Click Save.

Create a Direct Link

Sharing a direct link with clients helps promote services, special offers, and events. It also allows for payment requests or document delivery. Add these links to campaign templates.

1. Open the platform.
2. Click Client Portal.
3. Next to "Create Direct Links", click Create.
4. Select an action from the list or a client portal action.
5. Click Get Link.
6. Click Grab Link to copy the link.
7. Click Close.

If you have a new account, note that you may be restricted from sending links. Please contact support if you have questions.

Set Client Status Automation

Align client status updates with the actions intended to trigger automated campaigns. Client status automation changes based on four parameters: completion of the first appointment or group event, the first payment, the first invoice, or the automatic transition from "Lead" to "New Client".

1. Open the platform.
2. Click Settings.
3. Click Client & Contact info.
4. Click on the "Client Status" tab.
5. Adjust the status settings as desired.

Create an Automated Trigger

An automated campaign trigger is an event that automatically starts an action, such as sending an email or SMS. Campaigns usually send one minute after the trigger activates.

1. Open the platform.
2. Click Marketing.
3. Click Automated Campaigns.
4. Click New automated campaign.
5. Choose a trigger from the list.
6. Select whether it is an email or SMS campaign.
7. Set conditions for the trigger.
8. Choose a delivery time.
9. Click Continue to editor to finalize the trigger setup.

SMS Verification and Regulations

Activating Marketing SMS for the first time requires a verification process due to industry regulations. This process can take up to 6 weeks for the carrier to verify the number. If SMS was previously disabled and then turned back on, the texting number may require another round of verification before the platform can resume sending messages. 

If you're setting up business texting and wondering why verification can take up to six weeks, the delay comes from a carrier standard called 10DLC (10-digit long code), which the major U.S. carriers now enforce for every commercial text sent to a U.S. number. The process has two stages: brand registration, which usually clears in a few business days, and campaign approval, which can take longer if there's a surge in applications or your use case requires extra vetting. During registration, you submit your business details, tax ID, intended use case, and sample messages, which lets carriers verify who is sending and why before traffic goes live.

This screening isn't optional -  unregistered numbers are now blocked outright, so messages simply don't get delivered. The rules tightened because SMS became a major channel for fraud and scam texts, giving carriers reason to identify legitimate senders and filter out spam and "smishing." Once your campaign is approved, your messages deliver reliably and at higher throughput, which is why completing verification, even with the wait, is the only dependable path to business texting.

Promote Group Events

The platform provides tools to keep clients informed about group events through email, SMS, or direct links.

1. Open the platform.
2. Click Calendar.
3. Select Event List.
4. Select the event to promote.
5. Click the Promote this event button.
6. Click the Change Action button to invite clients to take an action.
7. Enter the details.
8. Click Create.

Frequently Asked Questions

Q: Can an automated campaign be edited after it has been sent to a client?

Once a trigger activates and the message sends, changes cannot be made for that specific client. Always review triggers and conditions before turning the campaign on.

Q: Why are automated SMS messages not reaching clients?

Check settings in the App Market to ensure automated campaigns via SMS are allowed. Verify that clients opted in for marketing and that the texting number completed the carrier verification process.

Q: How long does it take for a new SMS number to be verified?

The verification process for Marketing SMS can take up to 6 weeks due to carrier regulations. The platform cannot bypass this industry-standard waiting period.

Q: What happens if a client cannot receive SMS messages?

If a client has not opted in to receive promotional SMS messages, the platform automatically sends the campaign to the email address listed on the client card instead.

Q: How is it known if an SMS number is verified?

The banner stating the number requires verification will disappear from the settings page once verification is complete. A confirmation email will also be sent.

Q: Why does it take so long for my texting to start working?

Phone carriers must manually review your business details and sample messages to prevent fraud. This thorough check can take up to 6 weeks depending on how many other businesses are applying at the same time.

Q: What happens if I do not complete the verification?

If you do not register your business, phone carriers will block your outgoing text messages. Your clients will not receive any of the marketing or business texts you attempt to send through the platform.

Q: Do I need to verify again if I disable and then re-enable SMS?

Yes, the platform may require another round of verification if you previously turned off your texting services. This ensures your business still meets the latest industry security standards before you resume sending messages.

Q: Can the platform escalate the verification process for me?

Unfortunately, no. The verification process is handled entirely by third party mobile carriers and industry regulators. The platform has no authority to speed up their manual review queues or bypass their security protocols.

Q: What information is needed for the tax ID section?

You must provide your official Employer Identification Number (EIN) or the equivalent legal tax identifier for your region. This must exactly match the legal business name you provide to avoid an immediate rejection by the carriers.

Q: Can I still receive messages while my verification is pending?

The verification process primarily affects your ability to send outbound messages. However, to ensure a seamless experience for your clients, it is best to wait until the full registration is approved before promoting your text messaging channel.