Introduction:
The MSM System will send data to the same Google Sheets and Lists in Active Campaign. In order for things to go smoothly you need to archive, and clear out the existing date to allow the new data to come in. This is an important step as it will keep you organized and well prepared for your second event. This keeps all your tournaments data separate, so it won't get mixed up.
1. **Overview**
You will need access to the VIP list, Players List, and Active Campaign. At the end of this the previous events data will be archived off and you will be ready to accept the new data for your next event.
2. **Video Tutorial:**
https://www.loom.com/share/e7c7a92bc9614c30ae0638d67e6fdbe1
3. **High Level Instructions:** All steps are gone over in detail the loom above
Archive off the previous list: Make a copy of you VIP list and name it accordingly (MSM-Orlando-VIP-fall 2023-archive)
Clean up the current google sheet: Delete all rows of players. And clean up any straggling sheets you created to help yourself out. Remember, our system is pointing to this same list every event. You reuse it.
Tag Contacts in AC: Go into Active Campaign, and ‘tag’ all players on your roster from this year. This will be people you promote to first for VIP next year
Add existing contacts to your ‘MSM Master’ list. So you dont lose them.
You then need to clean up your list. This will take people off your list from your current registration list. This is considered a fresh start for your next event. So you now know that everything you're doing is going towards people participating. Remember, the MSM system will reuse the same lists every event.
Go to the Automations tab. And make sure all automations are emptied out and verify the emails for accurate information.
**Best Practices:**
Make sure you're naming your lists and tags appropriately, this will keep you organized and make things easy to find. We suggest MSM-[Location]-[Year]-[Sport]-[Event]-Description. Example:MSM-Houston-2023-Softball-Fall-Registered Players
Add everyone from that year's lists (players, coaches, parents) to a ‘Invites’ list. This is anyone that has shown any interest in MSM at all for the last 3-4 years .This is a one stop marketing list for everyone. Then you can set an annual task to remove contacts over 4 years old. Here is a video of this
Automations: Keep your automations emails as generic as possible so that you don’t have to update them every event. You will find over time you will tweak them over and over and find you know longer have to change them and you can reset much quicker.