Set Up Your Prowly Account in 90 Minutes

Online guide for new users

Set Up Your Prowly Account in 90 Minutes

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Hi there! Imagine this: you’re at work early in the morning. You open your laptop, brew some coffee, and launch just one app. At startup, it displays all the stats generated recently by your press room or online magazine. It tells you which press release or article was the most popular among your readers and which contacts from your list have read it just recently. Your next release is scheduled before lunch. You can go grab a bite, the app will take care of everything. This is just a small example of what you can do with Prowly, the software you’re about to test out. In this guide, we’d like to show you how to master its basics and implement it to your everyday work routine effectively.

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Before you start

To make the most of your Prowly account configuration, please prepare the following assets:
  • Media contacts database
    There are just two conditions that must be met for your database to import properly: file format (XLS or CSV) and a general rule saying that all columns should match the values in each row (i.e., the “email” column should contain only email addresses). The rest is just details: you can have as many files as you want, even if some of them contain similar data, Prowly won’t duplicate it. The same email address will never appear twice in your Audience database (it’s a unique value).
  • Example content, logotypes, creatives 
    Ever sent press releases to the media? Cool, this means you probably still have them somewhere. Make sure you can get a hold of at least two of your latest press releases and some visuals (or at least your brand logo).

Ready, Set, Go!

1/ Brand Journal configuration (max 30 mins)

Once you’ve signed in, go to the Brand Journals tab and select Settings from the submenu bar. A new window will pop up bwith the following fields: ‘upload company logo’ and ‘select theme color’. Make sure you fill them out 💪
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Next, go to the Social media stream section and paste the URLs to your brand’s social media channels. You can leave this empty if there are no channels you’d like to show here.
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Under the Media Contacts section you can add profiles of your authors and spokespersons, to whom you wish to direct all incoming requests. Just hit Preview to see the changes made to your Brand Journal.
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Optional: If you’re ready to define content tabs for your Brand Journal, go to the Tabs section and enter the names. You can skip this step and come back later – by then, all pieces of content will be published under a default “news” tab.

2/ Publishing your first stories (10 minutes each)

Before you start sending mailings and directing traffic to your Brand Journal, it would be nice to fill it out with at least a few stories (two is fine at the beginning). If you happen to have them around, you can enter each of them by clicking New story, filling in all the basic info in the first step, and writing/pasting the text in step two (inside Story Creator). Use separate elements to enter your text and other contents: choose from various types including classic text and images to image galleries to video embedded to social media conversations.
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You can back-date your stories if you want to. Just click on the clock icon right next to your story on the stories list, and select the right date and time. Don’t worry if there’s more than two stories; publish them regularly or seek our help at support@prowly.com.
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Now’s the time to add a brand new story that you’re still planning to share with the media. Enter it in the same way as described above but don’t set it live until it’s released via mailing (it will get published automatically after the mailing).

3/ Media list import (up to 10 minutes)

Go to the Audience tab and hit Import in the submenu. Select the file you wish to upload. Next, you’ll see the column match screen – pick the columns that you’d like to have imported to your Audience database in Prowly and match the corresponding values. Before the import starts, you can assign contacts to a specific contact group – consider this step especially if there are more files you’re planning to import.
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Once the import is done, select all contacts you’d like to share your previously created content with and add them to a new group.

Optional: if you’d like to see how a Prowly mailing looks like before you decide to import your whole media list, skip this step and just click Add a contact. Use the contact details of someone from your team to make sure any communication stays internal.

4/ First mailing (20 minutes – longer than usual, but only because you’re a first timer!)

Go to the Pitch tab and click New mailing from the submenu. You’ll see a new window, where you can define email headline and copy. Don’t forget to configure all the settings, including sender name and email, the Story (the one you’ve just created) that you wish to send out, and the story link text that will appear in the email and take the recipient straight to your Brand Journal.
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Once you’re done, you can send a test email (it will be sent to the email address you’re using to sign in), send the mailing immediately, or schedule it for some other time.
Just a few minutes after you’ve send out your mailing, you can start tracking results, including open and click rates. Just click on your mailing headline from the mailings list. Go to the Detailed stats screen to plan your follow-up tasks.
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Well done! You’ve just mastered the basics of Prowly. From now on, your Dashboard and Account performance sections will present real data reflecting the effect of all your activities on Prowly.

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