Welcome to PromoSuite Next, we're excited you're here!
As a soon-to-be user we know you have questions. If you'd like a sneak peek at what's on the horizon, there's a wealth of information in the PromoSuite Next section of our Help Center.
In this post we'll outline our onboarding process and what you should expect on your journey to PromoSuite Next proficiency!
Phase 1: Station & User Set-Up
We begin by creating your entity(s) inside PromoSuite Next, then work with a project lead at the station, market or corporate level to gather information about all soon-to-be users.
In addition to basic contact information (name, email), a key data set noted about each user is their role at their entity(s).
Role is used to segment users for the purposes of:
- Assigning PromoSuite Next user permissions
- Determining which training sessions a user should participate in
Based on a person's role at their entity, and the implied / assumed role they will play inside PromoSuite Next, at least one of the "Permissions Groups" (below) must be assigned to each user:
Next Administrator
Manages settings and configurations for their entity(s) including contest rules, winner release forms, winner sheets, scheduling clocks, show schedule (dayparts), etc. These users also control local user permissions (access to PromoSuite Next) including adding and removing users.
Promotions
Schedules contests, selects contest winners; has access to reports for contest winners, prize distribution and tax forms.
Prize Fulfillment
Has access to contest winner lists and can distribute prizes to contest winners.
Programming
Creates liners, schedules liners and logs liners.
Studio (On-Air)
Utilizes the interface in the on-air studio to execute content and log winners.
Sales (Sales Manager/Admin)
Can create promotion request forms and assigns the approval workflow for promotion request forms.
Sales (Account Executive)
Can complete promotion request forms created by the entity.
Reporting
Can access various reports related to business operations.
For example, a user in the "Promotions" permissions group may also need the ability to distribute prizes to winners (part of the "Prize Fulfillment" permissions group). In this case, a custom permissions group combining the appropriate permissions can be created and applied to the user.
Phase 2: User Training
Training sessions are led by one or more product expert and each session is focused on the topics and features relevant to one particular role/permissions group.
We encourage interaction (ask questions!) and you should expect your trainer to solicit input from participants throughout the session.
Our goal is for you to gain an understanding of "how to" use the feature set, within the context of your entity/need, in order to execute your tasks in an efficient, effective manner.
We achieve this by explaining the features and use cases, then create content (with you) so there is an actionable example left behind when the session is completed.
New users should attend all sessions that apply to their role in PromoSuite Next. These sessions include:
Next Administrator [1.5 hours]
In this session we cover how to create winner release forms, prize fulfillment emails and contest rules, as well as your scheduling clock and daypart schedule. The session ends with a discussion on user management (how to create new users, amend permissions, remove users).
Participants should expect to leave this session with "homework" - which might include working with internal stakeholders to define settings that could not be completed during the session, as well as creating new users and/or custom permission groups.
Promotions [1.5 hours]
In this session we cover how to create & schedule contests, select winners, prize closet management & access reports for contest winners, prizes & tax forms.
Prize Fulfillment [1 hour]
This session covers how to access contest winners and distribute prizes to them, including contact-free prize fulfillment.
Programming [1 hour]
This session covers everything there is to know about creating and scheduling liners, PSAs, and other programming elements.
Studio (On-Air) [30 minutes]
This session explores the interface used in the on-air studio to access and execute content (liners, contests, etc.) as well as log contest winners.
Reporting [30 minutes]
A show and tell of the various reports available to the entity.
Sales (Sales Manager / Admin) [1 hour]
This session covers how to create a promotion request forms and assign the approval workflows for each form.
Sales (Account Executive) [30 minutes]
This session covers how to create a promotion request forms and assign the approval workflows for each form.
Phase 3: Ongoing Support & Communication
Onboarding is considered "completed" for a user when they have participated in all applicable training sessions; for an entity, Onboarding is considered "completed" when all users at the entity have completed training.
In all cases, our relationship does not end when onboarding is complete!
Our Help Center is available 24/7/365 and is full of great PromoSuite Next content - from "how to" articles and videos, to longer form webinar replays on core topics.
It's here in the Help Center where you can schedule additional training sessions or a "consultation call" to discuss a particular use case, should you have a need for either in the future. These sessions are conducted by our Customer Success Managers - product experts who also double as members of our Support Team.
On that note, Live Support is available for questions and to help solve problems every M-F, 9a-7p ET. Please check out this article to learn more about how to contact Support and our Support workflow.
Lastly, every now and then we'll reach out with a product tip or news, or maybe just to see how you're doing - but between now and then we look forward to helping you achieve a smooth, successful Promotions operation using PromoSuite Next.