Prism's deal tracker will help you and your team stay on top of outstanding offers, track contract signature status, and run reports on deals based on their status.
Use statuses like "Draft offer submitted", "Draft offer approved", and "Offer sent" to keep track of where an offer is and follow up with outstanding offers. Once an offer is Confirmed, use statuses to track when a contract is received and fully executed.
This is an add on feature, please contact firstname.lastname@example.org to purchase and enable Deal Tracking.
Managing Deal Statuses
When a headliner or support deal is added to an event on the Deals tab, it will appear in the Deal Tracker on the Event and in Reports.
Note that deal tracking is only available for Talent events at this time and not Rentals.
Manage Deal Status in an Event
Manage the deal(s) for an event from the Deals tab by Selecting the "Deal Tracker" tab below the Age Limit section.
Manage Deal Status in Reports
Manage ALL of your deals from the Reports icon on the left hand side bar and select "Deals" to access the Deal Tracker.
Open the Filter on the top right corner to filter for certain events, date ranges, venues, or artists. Pull Mutually Agreeable (MAD) events into the Deal Tracker by selecting the Include MAD checkbox (1).
Utilize "Saved Views" (2) to save the report filters for quick access later. Save reports for specific artists, or if data from a certain timeframe needs to be pulled on a recurring basis.
Update the Deal Status
New Deals will start with the Deal Status of "None." Update the Deal Status using the dropdown in the Deal Status column (3) for tracking. When a status is changed, the "Deal Last Updated" column will be updated with a new timestamp.* Preview the Offer or Settlement by clicking the purple Offer or Settlement link or click the three dot menu next to the Offer or Settlement Link (4). You have the ability to add Deal Notes by clicking the "Edit Deal Notes" (5) text next to the deal. Use this to keep internal notes to yourself or your team about the deal or changes that need to be made. To read long notes in the table, hover over the ellipses ( ... ) to see the full text (screenshot below).
*Deal Last Updated time is based on your browser's timezone settings.
Mark the Deal as "Offer Confirmed" and click the pop up at the bottom to Confirm the event from the Deal Tracker.
Use the Filters on the report to filter for Deals by "Event Owner" to filter for events created by certain users.
In Reports, use the Columns button (6) to pull in relevant information to the Deal or event like Venue, Location, Artist deal, and Artist Guarantee. Scroll across the table to view additional columns.
To view an Offer or adjust a deal, click on the Event Name to open the Event in a new tab.
Download the Tracked Deals as a CSV (7) for a report on all of the deals in the timeframe. Note that this will include all headliner AND support deals.
Use the Show Events list (8) at the top of the Reports Deal Tracker to see a list of all Events that are pulling into the report based on the filters. Use the Columns button to adjust which event details and numbers appear in the report. Use the Download CSV button to download a list of all Events and all data columns.
Pro Tip: Pull in the new "Created Date" and "Event Owner" fields to create a report on holds created by users recently.
Downloading a list of Events from the Show Events list will give a report of all events in Prism within the timeframe. Note that this differs from exporting Deals from the Deal Tracker because each row in the Show Events export will be for one event whereas the deal tracker export will include one row for each Deal (headliner and support).