Database Training

Before jumping in: The database is how we track EVERYTHING inside of the company! So keeping it clean and orderly is TOP PRIORITY! The Gatekeepers put the majority of the information in for the first round of people who come into our business, so it is vitally important that we put the information in correctly.

General Rules

  • Never spell in all CAPS any field except for the Notes fields.

  • Please push to spell every name correctly, even the company names, with proper capitals. It really messes with the database when one record says they were referred by Hollywood Feed and the next say HF Union. We know you mean Hollywood Feed on Union and are in the hurry, but this messes up everything when we go try to search for who gave us referral leads last month because the database can't connect the two.

Names Fields

  • When confused about the spelling of a name, please ask. People don’t mind spelling it for you.

  • In the “Spouse/Roommate” field, add the name then in parathesis add the relationship, ie, Paul (Boyfriend)

Address Fields

  • Don’t add the gate code or where to enter into the apartments. Put that in the new field called Location Notes

  • In the City field, just put that name of the proper city.

  • Don’t add that it’s right on the edge of Lakeland or in East Nashville, or even that it's an area of town like Raleigh. Put details like that in the location Notes.

  • Spell out the entire city name. Nashville isn’t Nash. We’ll need this when we start sending out mailers.

  • Since there is a Germantown in both Memphis and Nashville, just put the name of the big city right behind it.

    • Germantown Nashville

    • Germantown Memphis

  • Likewise, use the state abbreviations instead of the full name of the state.

Dog Info

  • Spell out the entire breed “American Pitbull Terrier” and not a “Am Pit Mix.”

  • This will matter more as we begin to send out breed-specific emails for grooming and retail products that we want to sell to this breed but not that breed.

  • Drop the “standard” when speaking of mixed breeds like “Standard Golden Doodle"

  • In the Dog Age field, we are dropping the number and using Puppy (0-6 mos), Dog (7 mos+), Senior (9 yrs+)…starting soon.

  • In the Kids & Ages field, keep this simple format “Kate 6, Paul 4”. No need for more typing beyond that.

  • In the Specific Lead Source field, unless you have a name that we can actually contact, then just put simple things like (Neighbor, Coworker, Friend, or even just ??? etc)

  • In the Dog Issues field, keep these simple one-word references like pulling, jumping, surfing, etc. It’s meant to be a quick reference. Anything more detailed goes in the Dog Notes.

Lead Source Fields Rules

General Rules

  • Don't give two referral sources. Pick One.

  • Spell the name correctly with the proper capitals.

  • If you don't know, then leave it blank. No need for a story or ???, just leave it blank

  • Here are the options you'll see in the drop down menus...

When the General Lead Source is...Fill in the Others Like This...

  • Inner Circle (Employees & Family)

    • Specific Lead Source = Employee/Family

    • Referral Source Field = Sammy Bellweather

  • Outer Circle (Clients, Prospects, Vendors & Neighbors)

    • Specific Lead Source = Client/Prospect/Neighbor

      • The issue is: did they see us because of a paid ad, or a post WE made, or a post someone else made?

      • Any referral to us, by anyone who is not an employee/family or Network Partner will go here.

      • It doesn't matter if it comes from word of mouth or swag or a social media group they posted in

    • Referral Source Field

      • If they give you person's name as well, then add it.

        • I.e. "Sammy Bellweather" - spelled properly

        • No need for a story of who they are, just write a name or leave it blank

        • If their name is not in the DB, then there's nothing we can do to pay them the referral

      • Or they might just say Next Door or a Facebook Group or an IG hast tag

        • In these cases, just leave it blank because we have no control of these

  • Network Partner (Vets, Groomers, Supply & Pet Services)

    • Specific Lead Source = Vendor/Partner

    • Referral Source Field = Spell out the (company name, location, person). These are all acceptable. The more info, the better.

      • I.e. Memphis Dog Bakery

      • I.e. Memphis Dog Bakery, Poplar

      • I.e. Memphis Dog Bakery, Poplar, Alex's Card

      • I.e. Memphis Dog Bakery, Poplar, Carol

        • If someone get a card or flier from a store, the credit goes to the Partner, not who's card they picked up

  • Search Sites (Search, Bark, Yelp, etc)

    • Google, Yahoo, Bing, Yelp, Yellow Pages & Other Search Sites

      • Specific Lead Source = Organic Search - NOT AN AD

      • Referral Source Field = Nashville

  • Social Posts of Ours (FB, IG, TT - NON-PAID)

    • Specific Lead Source = Choose proper one from below

      • Facebook Post - NOT AN AD

      • Instagram Post - NOT AN AD

      • TikTok Video - NOT AN AD

      • YouTube Video - NOT AN AD

    • It might require some Discovery questions first:

      • Ask: "How did you FIRST hear about Wonder Dog?"

      • Confirm: "Ok, so you didn't click on an ad link to get to our site?"

      • If they came to an ad, it's often obvious by the ad itself or by the form on the page.

      • If they found us WITHOUT an ad...

        • Then someone referred the to us in a group (which means that this is an Outer Circle lead), OR

        • They found us through one of our posts, videos, dog lover's groups or free educational content

    • Referral Source Field = LEAVE BLANK

  • Random (Car Wrap, WD Event, Yard Sign, Swag, Article, News, etc)

  • Random (Car Wrap, WD Event, Yard Sign, Swag, Article, News, etc)

    • Car Wraps

      • Specific Lead Source = Car Wrap

      • Referral Source Field = Nashville

    • In-Person Games & Events

      • Specific Lead Source = In-Person Games & Events

      • Referral Source Field = Overton Park

    • Yard Sign

      • Specific Lead Source = Yard Sign

      • Referral Source Field = LEAVE BLANK

  • Misc Website (Search, Organic Social, Yelp, etc)

  • Paid Ad or Paid Access (hopefully all auto-filled by the form)

    • Bark (Paid Ad)

    • Billboard (Paid) - more details below

    • Facebook (Paid Ad)

    • Google (Paid Ad)

    • Home Guide (Paid Ad)

    • Instagram (Paid Ad)

    • Magazine (Paid Ad) - more details below

    • Nextdoor (Paid Ad)

    • Radio (Paid Ad)

    • Show/Expo/Festival (Paid) - more details below

    • Thumbtack (Paid Ad)

    • TV (Paid Ad)

    • Yellowpages (Paid Ad)

    • YouTube (Paid Ad)

  • If they say "Google," ask a few discovery questions to ensure that they didn't actually find out about us in some other OFFLINE way and then got to their device and clicked on an ad

    • Ask: "How did you FIRST hear about Wonder Dog?"

    • Confirm: "Ok, so you didn't click on an ad link to get to our site?"

    • If they came to an ad, it's often obvious by the ad itself or by the form on the page.

  • Billboard (hopefully auto-filled)

    • Specific Lead Source = Billboard

    • Referral Source Field = Bartlett

  • Magazine (hopefully auto-filled)

    • Specific Lead Source = Magazine

    • Referral Source Field = Shop Local, Lakeland

  • Show/Expo/Festival (hopefully auto-filled)

    • Specific Lead Source = Show/Expo/Festival (Paid)

    • Referral Source Field = Homeshow of the MidSouth

      • No need to put the date of the event because we already know that

      • PLEASE make sure this is spelled correctly with proper capitals