Overview

ACT@BTS is an action tracking platform where participants can log SMART commitments and receive automated reminders—without needing to log in or create an account. This article explains how to set up, manage, clean, and trigger ACT reminders across both standard and customized implementations.

Step-by-Step Instructions

Step 1: Determine the ACT Type

Standard: Participants email their action to act@bts.com
Customized: Language, cadence, and template content tailored per journey

Use the request form to capture key details: project ID, sender, reminders, language, Go-Do format, and surveys.

Step 2: Setup in ERP

Go to project in Salesforce ERP
In Action Plan & Results Measurementsection:
- Set Act Custom Email (sender)
- Set Follow Up Status to 0
Send Act code (last 4 digits of project ID) + instructions deck to facilitator

Step 3: Clean Up Go-Dos (1–5 days after session)

Compare inbox vs Salesforce submissions
Use “Move unmatched actions to specific project” if needed
Update names, fix formatting, remove duplicates
Mark emails complete in Outlook (✅)

Step 4: Ensure Contact Names Are Clean

Participants must have First Name field completed
Edit contact > add First, Last Name, Account Name, and Lead Source ("BTS Program")
Email Opt Out should remain checked (GDPR compliant)

Step 5: Trigger Reminder Emails

Return to project > Details tab
Change Follow Up Status to 1
This triggers the first email at 17:00 UK / 18:00 CET
Status auto-updates to 2 after send, and reminders go out every 14 days

Step 6: Create & Share Report

Clone existing report > edit filters with project ID
Save as: "[Client/Project] – Act"
Save into: Act Reports – Europe
Share report link with facilitator

Role-Based Guidance

Ops / Enablement / PMO
Responsible for setting up Act in ERP, cleaning actions, updating contacts, and triggering reminders.

Consultants & Facilitators
Responsible for providing go-do format and including the correct Act code in slides. Encourage participants to email actions from their work email.

Checklist

Understand if it’s an Act Standard or Customised and get ask for Project ID and email address
Change Follow up Status & add Email Address sender on project on the ERP
Send facilitator instructions deck and Act code
Add reminder in calendar to go through actions 1 – 5 days after session end date
Go through and clean up actions as well as check participants have their first name displayed
Change Follow up Status to start sending email reminders
Clone report and send to facilitator

Visual Guide

Click to expand visual aids

ACT Process

ACT Email in Outlook

Add ACT@BTS to ERP

Standard vs Customised

Example Email

Cleaning up Participant Names

Checking Arrived Actions

Check Actions on Salesforce

Watchouts & Considerations

Format matters: Actions must follow formatting to be recognised in Salesforce
Only use work emails: Personal email addresses like Hotmail/Yahoo are not recommended
Double check names: Blank Contact fields affect email greeting line
Reminders stop automatically: At 90 days post-session or when completed
For custom projects in Europe: Contact Tom Brunner for support or delegation