As an activation manager, you might be the 'Brand owner' of an activation.
This means that you are can:
Receive and approve requests (if brand approval is toggled on)
View the pre-M&E - kept in your Confirmed tab under the Booking Request dashboard for all requests
Receive and approve requests
Let's imagine...
You have set up a campaign - the brand approval task is active so you want to approve the booking requests
The campaign has it's booking form toggled on (we can toggle this off at request ie. for Bronze tiered venues to avoid filling out the form)
A sales user has sent a request for an activation, and filled out the booking form, you can learn more about this process here
Here is what will happen
You will receive an email to notify you of a new request
2. You can click the link that takes you to the Booking request dashboard
3. On the dash, you can see your new requests in the 'New' Tab
Note: If brand approval is toggled off, the request info will go straight to 'Agency Approval' - which means the agency has been notified, and once that confirmed, the booking will move into 'Confirmed'
4. When you click on the booking, it opens up the detail and you can see everything we know about the venue and booking such as:
Venue name and address
Venue type
Venue rating
Context provided in the booking form
Whether the venue stocks the brand and how much they sell
Under 'What it will drive', you can see the Pre-M&E to help investment decisions:
This is calculated as follows:
Revenue: RPC of any stock 'agreed' for the event (ie. the recommended stock order if applicable + any incremental stock added in booking form - see here. Note the RPC of stock is added in 'Stock management' by our team during initial set up)
ROI: 'Revenue' / Cost
CPC: Cost / estimated footfall
5. Under the Payment section you can assign the budget code(s) and Confirm the booking, or Decline or Forward the booking if needed.
To accept - select a PO code for each agency and click confirm. This will then send the request on to the agencies for their approval. Once all stakeholders have confirmed, everyone will get a confirmation email.
To decline - click Decline to open the model. Select a reason and write a message to let the venue and sales rep down gently. It will cancel the booking and send them your message. You can opt to not include the venue stakeholders in the comms at this point if needed (e.g. the booking has been made by accident) but please keep in mind that it is the person who decline's responsibility to inform the venue if needed.
To send it to someone else - click forward. Here you will see a list of all signed up Admin users (Note: Only managers are admin users). You can choose who to forward it to. They will receive the request instead.
6. Manage Booking
You can use this section to edit or reschedule the booking, or cancel.
7. Event Overview
Here you can see what is included in the booking, and the dates for delivery and collection if applicable.
8. Contacts and Stakeholders
In this section you can see the contact details for the stakeholders for the booking, and the status of whether they are pending acceptance or if they have confirmed.
Account managers are other brand stakeholders who may have the venue in their territory. Only one of you needs to accept.
Using the data
Once you have actioned the booking - it will move onto the appropriate tab ie. Agency Approval, Confirmed or Declined.
Your pre m&e can be found there at any time.
You can use the 'Export' button, to export the data into a spreadsheet. When exporting the data you are given the option select all campaigns, or select them individually, or export by financial year.