Your Data in gCast

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    This article is useful for gCast users looking to manually add, edit, or delete single (or a few) member records in gCast.

    In this article:

    An introduction to member data in gCast

    How do I create a new member record in gCast?

    How do I create a new staff member record in gCast?

    How do I modify a member record in gCast?

    How do I delete a member record in gCast?

    Introduction

    gCast has a number of ways in which you can manage your member data on a case-by-case basis or in bulk. Each member record in gCast has various attributes against it, including some ‘standard’ personal and contact attributes, attributes for any custom demographics you might have added in, as well as campaign history. Staff members who have been given a login to your gCast account have some additional attributes against their profile, including password reset and account access settings.

    How do I create a new member record in gCast?

    From the main gCast landing page, click on the ‘Add Members’ button1

    The ‘Personal’ tab is where you enter in personal and contact details of the member record you’re adding. If your data has unique identifiers, then enter the member’s unique identifier into the ‘External ID’ field otherwise you can leave this field blank2.

    The ‘Happy to receive…’ fields on a member record are gCast’s way of recognising whether or not a member is opted in. These fields will default to ‘Yes’ for any new record but you can override them to ‘No’ if a member record has unsubscribed from receiving communication pieces from your business3

    The ‘User Inactive’ field also defaults to ‘Yes’ for any new record but, again, you can override this to ‘No’ if you want to deactivate a member record completely4.

    When you’ve entered your member’s personal details, click the ‘Save’ button to continue entering any additional demographic attributes for the record. You will not be able to enter any other information against the member record until you have saved the record’s personal details. Member data is added to your gCast account’s database immediately after clicking the ‘Save’ button

    The ‘Additional Information’ tab is not often used but would generally contain any demographic questions that were created as ‘Registration Questions’

    The ‘Demographics’ tab contains any demographic questions that are unique to your business. We quite often refer to these as ‘Custom demographics’ and they are questions that are separate to the standard set of demographic questions provided in your out-of-the-box gCast account – always check the ‘Additional Information’ and ‘Demographics’ tabs when creating a new member record manually, just in case there are demographic questions to which you have answers (such as sign-up source, first visit date, or purchase preferences etc)5 6

    When you’ve finished entering the extra demographic attributes for your member record, click the ‘Save’ button again and the member record will be updated straight away

    How do I create a new staff member record in gCast?

    From the main gCast landing page, click on the ‘Admin’ link

    In the ‘Staff’ area, click on the ‘Add new staff member(s)’ link

    On the ‘User Name’ tab enter in the login credentials for your staff member then click the ‘Save’ button

    You’ll notice that, after clicking the ‘Save’ button, a message displays: ‘email address bad or account locked’. Ignore this message for now as this is merely a gCast reminder that you need to enter an email address for your staff member. You’ll also see a ‘Send password reset email’ button – you can use this to email your staff member when you’re done so that they can reset their own password for their gCast login

    The ‘Access’ tab enables you to grant particular levels of access to your staff member in your gCast account. gCast will default the access level to the lowest ‘General staff member’ access level but you can override this by clicking on the ‘Add’ button and then selecting your required access level from the available list of standard access levels. Be sure to remove the old access level if it conflicts with the new one (you can see a list of current access levels here). For more information on user access levels in gCast, please follow the link at the end of this article.

    The ‘Personal’ tab is where you enter in personal and contact details of the member record you’re adding. If your data has unique identifiers, then enter the member’s unique identifier into the ‘External ID’ field otherwise you can leave this field blank2.

    The ‘Happy to receive…’ fields on a member record are gCast’s way of recognising whether or not a member is opted in. These fields will default to ‘Yes’ for any new record but you can override them to ‘No’ if a member record has unsubscribed from receiving communication pieces from your business3

    The ‘User Inactive’ field also defaults to ‘Yes’ for any new record but, again, you can override this to ‘No’ if you want to deactivate a member record completely4.

    When you’ve entered your member’s personal details, click the ‘Save’ button to continue entering any additional demographic attributes for the record. You will not be able to enter any other information against the member record until you have saved the record’s personal details. Member data is added to your gCast account’s database immediately after clicking the ‘Save’ button

    The ‘Additional Information’ tab is not often used but would generally contain any demographic questions that were created as ‘Registration Questions’

    The ‘Demographics’ tab contains any demographic questions that are unique to your business. We quite often refer to these as ‘Custom demographics’ and they are questions that are separate to the standard set of demographic questions provided in your out-of-the-box gCast account – always check the ‘Additional Information’ and ‘Demographics’ tabs when creating a new member record manually, just in case there are demographic questions to which you have answers (such as sign-up source, first visit date, or purchase preferences etc)5 6

    The ‘Members’ tab works in conjunction with gCast’s ‘Representative’ functionality that can personalise campaign content with staff representative details based on the member records attributed to them on this tab.

    When you’ve finished entering the extra demographic attributes for your member record, click the ‘Save’ button again and the member record will be updated straight away

    How do I modify a member record in gCast?

    From the main gCast landing page, click on the ‘Search for Members’ button7

    Various filtering options are located on this page, although quite often you'll be able to locate your member record by typing in the email address and clicking the 'Search' button.

    Significant 'default' filter settings are:

    • 'Role' - this field defaults to member records only but you can toggle it between members, staff, or all types of members to widen your search
    • 'Status' - this field defaults to active member records but you can toggle it between active, inactive, or all statuses to widen your search
    • 'Good email' - this field defaults to 'all' but you can toggle it between all, yes, or no to narrow your search
    • 'Allow emails' - this field defaults to 'all' but you can toggle it between all, yes, or not to narrow your search
    • 'Search mode' - this field default to 'Equals' (for an exact match) but you can toggle it between equals or contains to widen your search

    After clicking on the 'Search' button, gCast will present an onscreen list of matching records based on the settings and entries you typed in.

    Click on the magnifiying glass icon  to access a particular record for editing. Click 'Save' when you're done making modifications to the record you selected or 'Cancel' to exit without making any changes.

    How do I delete a member record in gCast?

    Member records can be deleted only if they have not had any custom demographic answers saved, have not answered any survey questions. Additionally, if a member record has been included in a campaign send you will not be able to delete the record and will need to deactivate it instead by marking is as 'Inactive'.

    To delete a member record, follow the steps to modify a member record (without clicking on the magnifying glass icon) then, click in the checkbox to the left of the record in the display list (you can select 'All/None' to select multiple records if you require), then click the 'Delete' button and the 'OK' button to confirm the deletion command.

    Notes:

    1. You can also create a new member record from the main gCast landing page by clicking on the ‘Admin’ link then, in the ‘Member database’ area, click on the ‘Add new member(s)’ link
    2. When adding a new member record manually, the minimum amount of information that gCast requires you to enter in order to successfully save the record are the ‘First Name’ and ‘Last Name’. Of course, for campaigns to send to any member, you’ll need to enter either the ‘Email’ or the ‘Mobile number’ (or both!)
    3. Members who have a ‘happy to receive…’ field set to ‘No’ will be automatically ignored by gCast when sending a campaign of that type
    4. Members who have their ‘User Inactive’ field set to ‘No’ will be automatically ignored by gCast when sending a campaign of any type
    5. The ‘Points’ tab is related to gCast’s Loyalty Suite program. The information stored in here reflects points balances for that member record, their points transaction history, and the ability to manually add or subtract points from your member’s record
    6. The ‘History’ tab will be blank to begin with and you are unable to manually add or remove any information via this tab however, it is very useful when troubleshooting campaign send issues
    7. You can also edit a new member record from the main gCast landing page by clicking on the ‘Admin’ link then, in the ‘Member database’ area, click on the ‘Search members’ link.

     

    Other articles you might find useful:

     

    Importing member data into gCast

    User access levels in gCast

    Native data integrations (coming soon)

    gCast’s API interface (coming soon)

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