Sales / Client Services & Campaign Management - Process Work Flow
New Business Process
1 All Potential Clients need to be listed on Pipedrive – https://bitposterltd.pipedrive.com/
2 Once a lead has been identified we then need to populate the client template
https://drive.google.com/file/d/12VSRsEdT3D71-ka5KYHCUc53Q6eN9AFf/view?usp=sharing
- The Client template is used to identify the market opportunity with the client.
- At this point the “Client Tier” & “Client Category” should be filled out based on the initial telephone conversations (along with any other relevant information)
3 Once the data is captured the form then needs to be uploaded as a permanent record against the corresponding pipedrive entry (with all the relevant pipedrive fields populated)
4 Hold the meeting with the client.
5 Following the meeting we should then be able to complete the “Post meeting” element of the Client Template
- At this point we can also make an adjustment to the initial entry and confirm the information in Pipedrive is correct.
6 If required a Demo account is set up.
- The request for the demo account is sent to the Campaign management team (Paul & Laura) who will set up a “DEMO” account for the client.
7 The Buyer Commercial agreements are sent to the Buyer – these are found here - https://drive.google.com/drive/folders/0B7WtvTdJbpcCX3dQV1V6amVJU00?usp=sharing
- A copy of the agreement being sent is also uploaded into the “sent documents” folder (ensuring we have a central record)
https://drive.google.com/drive/folders/0B7WtvTdJbpcCZHgwZllMY0xlN2c?usp=sharing
- All Buyer agreements can ONLY be countersigned by CRO, CEO or CPO.
8 Once the agreement is countersigned send it back to the client and upload it into the “Signed Documents” folder - (in a named folder)
https://drive.google.com/drive/folders/0B7WtvTdJbpcCenFUSEVfZlZPZ28?usp=sharing
And is also uploaded as an ATTACHMENT into Pipedrive as a permanent record against the relevant client entry.
https://bitposterltd.pipedrive.com/
9 Post signature – a request is then sent to Campaign Management to create a “LIVE” Account on the platform.
- At the point of request (via e-mail) you need to specify.
a) The Name of the account
b) The Chosen Billing for the Client
c) The Media owners they should have access to (if ALL state “All media owners”)
d) The E-mail address for the Users.
Campaign Management will then set up the account and share the log in details with the clients.
10 Post Account Creation the Sales person continues to be the point person on the relationship with the client and they will continue to maintain Pipedrive “Client Briefs”,
- Campaign management are responsible for Brief response and campaign delivery.
POST Account Creation – Briefing Process
1 All Briefs received by a client need to be populated on Pipedrive – it is the responsibility of Sales / Client Services to capture and maintain this information.
- All fields in pipedrive need to be completed to ensure accurate data is maintained.
2 Sales / Client Services are then responsible for moving the Brief through the Pipedrive process – working with the Campaign management team to ensure that a response if given and any issues are resolved.
3 Campaign management are responsible for sending the “brief response” to the client and include Sales / Client Services in CC.
4 The brief response is also populated in the “workspace” section of the UI for the relevant client account.
5 Sales / Client services are then responsible for following up with the client to ensure sign-off and resolve any issues.
Booking Process
This process occurs after a client has “Booked” the relevant campaign in the platfrom.
1 Campaign Management will create a Bitposter booking IO for the relevant campaign which will be created in the “buyer bookings” folder on the drive.
https://drive.google.com/drive/folders/0B7WtvTdJbpcCZ3EtZlh0SGZ1dm8?usp=sharing
All Bitposter Booking IO’s need to have a unique reference number which should follow on sequentially from the previous booking on the system
2 The Bitposter booking IO is then attached in the platform or e-mailed directly to the client by Campaign Management team, including Sales / Client Services in CC.
3 The Bitposter booking IO also needs to be sent to the CRO in order to facilitate the signature of Bookings with media owners.
- The CRO will NOT sign any booking with media owners unless there is a corresponding Bitposter Booking IO.
4 The CRO will sign off all bookings where there is an IO and forward the booking confirmation back to the Team and Include Finance for future invoicing purposes.
Invoice Prices – To be done by CRO / CEO and Finance.