How to Send an Individual Winner Release Form from a Winner’s Profile

Follow the steps below to send an individual Winner Release Form directly from a listener’s profile in PromoSuite.

Step 1: Log In to PromoSuite

Step 2: Navigate to the Front Desk tab

1. Select Listener Database

2. Click Listeners

Step 3: Search for the Winner

Use any of the available search fields to locate the listener’s profile, such as:

• First Name

• Last Name

• Email Address

Any field with a search icon can be used. Once the search results appear, select the correct winner. Their listener profile will then load.

Step 4: Open Listener History

Within the listener’s profile:

1. Click on Listener History

2. Locate the contest the listener won

3. Under the Distribution column:

   • Click Distribute

   • If you do not see “Distribute” but see a date, click the date instead

This will open a new page with the prize details displayed at the top.

Step 5: Send the Winner Release Form

At the top of the prize details page, you will see three buttons:

• Email Listener Info (recommended)

• Winner Release Form

• W-9

We recommend selecting Email Listener Info. This option opens a pre-built email template with a subject line and message body that you can customize.

Important notes:

• You may customize the email, but do not remove the link

• Always check Winner Release Form

• W-9 is optional and depends on station or prize requirements

Once you’ve selected the appropriate checkboxes, click Send.

Step 6: Winner Receives the Email

The winner will receive an email containing the link to complete and sign their paperwork.

Step 7: Process Winner Signatures

After the winner completes and signs their paperwork, you will receive an email notification.

From there, you can process the completed documents using either:

• Winner Dashboard, or

• Process Winner Signature Utility