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ActiveCampaign with Segment

How to Set Up and Use ActiveCampaign with PodPlay

This guide explains how ActiveCampaign integrates with PodPlay, what data syncs between the systems, and how to use it for marketing automation. Use this when a Club is evaluating ActiveCampaign, getting it connected to PodPlay, or building segments and campaigns from PodPlay customer data.

Overview

PodPlay sends customer data to ActiveCampaign daily. PodPlay's sister company, PingPod, runs more than 20 autonomously operating club locations worldwide and uses ActiveCampaign together with Segment to run marketing campaigns to its 100,000+ customers. If you need to push data ad-hoc instead of waiting for the daily sync, open the Contact page inside ActiveCampaign and click the Import button — this triggers a sync between the two systems.

What is ActiveCampaign?

ActiveCampaign offers email marketing, marketing automation, sales automation, and CRM functionality. To explore the full feature set, see the ActiveCampaign help center. Helpful intro videos:

A Club can pick from several pricing tiers depending on its needs. PingPod uses the Professional Plan.

Prerequisites

  • An active ActiveCampaign subscription (Club purchases this directly from ActiveCampaign)

  • Access to your ActiveCampaign account's Settings → Developer tab

  • A PodPlay Customer Success Manager (CSM) to complete the connection on PodPlay's side

How to Connect ActiveCampaign to PodPlay

1. Locate your ActiveCampaign API credentials

In ActiveCampaign, go to Settings → Developer. Copy your API URL and API Key.

2. Send the credentials to your PodPlay CSM

Provide the following to your CSM:

  • API URL

  • API Key

3. PodPlay enables the integration

The PodPlay team adds your credentials to our system. Once configured, your Club's ActiveCampaign account will begin receiving customer data on the daily sync.

Data PodPlay Sends to ActiveCampaign

The following customer fields are passed from PodPlay to ActiveCampaign:

  • Name

  • Email

  • Phone

  • Customer Birthday

  • Customer Gender

  • Membership (name/type of membership)

  • Location — the location of the club the Customer visited or engaged with via marketing, not the Customer's home address. PodPlay does not store Customer addresses for security reasons. ActiveCampaign users can capture additional information through surveys and quizzes built inside ActiveCampaign automations.

Deep Data E-commerce Integration

PingPod has a deep data integration with ActiveCampaign — the same class of integration ActiveCampaign offers with Shopify or Square. Fields are structured so you can segment or target customers by location, event type, event name, and coaching. When building a segment, use Contains to match on name, category, or SKU. SKU formats:

  • Booking — [pod]-[location]-[region]

  • Coach — [coach tier]-[pod]-[location]-[region]

  • Event — [Event/Series]-[location]-[region]

Pre-Built Email Automations

If your Club wants to use the same automations PingPod runs, click each link below from inside your ActiveCampaign account to accept the template. A description of what each automation does is included.

  • New Contacts to marketing list — Accept template. When a Customer creates an account, they are filtered into a designated marketing list to receive emails.

  • Account deletion — Accept template. When a Customer deletes their account, a special tag is added so they no longer receive marketing emails.

  • Purchase date tracking — Accept template. When a Customer books a Reservation, this list tracks when the last Reservation occurred.

  • First Reservation email sequence — Accept template. After a Customer's first Reservation, this automation kicks off a drip campaign.

  • Abandon Cart — Accept template. If a Customer abandons their cart without completing the purchase, they are added to this list and receive a drip campaign.

  • Region Tag — Accept template. Customers connected to a specific region are added to this list with the associated regional tag.

  • Test Account Unspam — Accept template. Keeps emails containing a + in a specific domain separated from marketing campaigns. This one is unique to PingPod, which frequently tests new features in the production environment. Your Club will probably not need it — it's listed here in case you do.

What Is Segment?

Segment is a customer data platform (CDP) that standardizes data collection, unifies user records, and routes customer data into any system that needs it. A Club can choose from Segment's pricing tiers based on volume and feature needs. PingPod uses the Team Plan at $120/month.

Events PodPlay Sends Through Segment

PodPlay uses Segment.io (specifically the Segment E-commerce spec) to send these events to all connected providers:

  • account_created

  • account_deleted

  • Product Added

  • Product Removed

  • Checkout Started

  • Order Completed

  • reservation_cancelled

  • event_cancelled

  • membership_subscription

  • reservation_completed

  • first_reservation_completed

Identify Traits

The following traits are passed on every Identify call:

  • email

  • firstName

  • lastName

  • membership

  • gender

  • birthday

  • phone

  • tags

Dynamic Tags

PodPlay sends these dynamic tags so you can segment customers by behavior and location:

  • location:{region}:{area} — populated whenever a customer takes any action at a location. Example: location:new-york:astoria

  • reservation:{area} — customer books a reservation at a location. Example: reservation:w99

  • event:{area} — customer signs up for an event at a location

  • event:{category} — customer signs up for an event in a category

  • coach:{coach-tier} — customer books a private coaching lesson

  • invite:{area} — customer accepts an invite to a location

  • membership:{membership} — customer is enrolled in a membership

Verify the Integration Is Working

After your CSM enables the integration, confirm data flow by:

  1. Opening the Contacts page in ActiveCampaign

  2. Looking for recent PodPlay customers in the contact list

  3. Spot-checking a contact to confirm name, email, membership, and tags are populated

  4. Clicking Import on the Contact page if you want to force an immediate sync rather than wait for the daily run

Common Issues

  • Contacts not appearing after going live: Confirm the daily sync has had time to run, then click Import on the Contacts page to trigger an ad-hoc sync.

  • Tags missing from a contact: Tags populate based on customer activity. A brand-new contact with no reservations, events, or memberships will not yet have behavioral tags.

  • Customer address fields are empty: This is expected — PodPlay does not store Customer addresses for security reasons.

PodPlay and PingPod are not affiliated with ActiveCampaign or Segment. Clubs may purchase these additional software tools at their discretion.

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