Step by Step 2024 Ballot Chase Setup
The Buzz360 system has a very effective and easy to use Ballot Chase functionality. It allows you to use the RNC data connection to identify and contact Voters how requested an early ballot with a few clicks.
The different elements needed to set up a Ballot chase operation depend on each other, so we recommend to set them up in the following sequence:
Create the following Tags
2024 G Ballot requested (add this to the first trigger to indicate a ballot was requested)
2024 G Ballot returned (add this to the 2nd trigger to indicate the ballot was returned)
2024 G Ballot Follow up (add this tag to an action based trigger)
(Tags are set up under Settings)
Create the following Audiences
2024 G Ballot requested 1st contact (use this to connect to the voter right after they requested a ballot. Create a templated message for this and include tag: 2024 G Ballot requested with this audience)
2024 G Ballot Follow up (Use this audience for all your follow up to voters who requested and did not return the ballot. Use a templated message for this and include Tag:2024 G Ballot requested with this audience)
(use this for your thank you message and include Tag: 2024 G Ballot returned )
(Audiences are set up from Filters under Contacts)
Create the following Template Messages
1st contact message - this is the message you send after the voter first requested the ballot. We recommend that you do NOT let them know that you know they requested the ballot. it could freak them out. Create multiple instances of this message and time them to go every other of every 3rd day.
Audience: 2024 G Ballot requested 1st contact
2nd and further messages - these messages can be timed based on the latest return date for absentee ballot. So .."only 10 days left to return your ballot could work." or "please return your ballot so we can stop bothering you..." Create specific DATES for these messages to be send.
Audience: 2024 G Ballot Follow up
Final message should be a "thank you" message. Create a few instances of this message and time them to go every 10 days or so to let people know you appreciate them.
Audience: 2024 G Ballot Returned
(Messages are set up under Outreach)
NOW Create the Triggers
1st Trigger
Action Type: Ballot Requested
Ballot Code: VH24 G
Add Tags: 2024 G Ballot requested
2nd Trigger
Action Type: Message
Message Template: 2024 G Ballot chase 1st contact
Add Tags: 2024 G Follow up
Remove Tags: 2024 G Ballot requested
3rd Trigger
Action Type: Ballot Returned
Ballot Code: VH24 G
Add Tag: 2024 G Ballot returned
Remove Tags: 2024 G Ballot requested, 2024 G Follow up
(Triggers are set up under Triggers)
Operation
Once you are comfortable with the set up, set the triggers to automatic operation. If they are set to "Automatic", they run during the night.
Either way, you have to manual trigger the "update now". Note: once you clicked "update now", it may take a few seconds before the text turns grey. This indicates that the system is processing. It can take a while for the trigger count to start counting up. The system also shows you when you last updated. FYI, most of the ABEV files come in the morning, so check after noon if you should trigger the next update.