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Winner Dashboard Terms & Definitions

The Winner Dashboard allows users to track contest winners from the time they are selected until their prize has been distributed. This guide explains the meaning of each status, field, and action available in the dashboard.

Fulfillment Status Filter

The Fulfillment Status filter allows you to quickly find winners based on where they are in the fulfillment workflow. Available options include: Undistributed, Waiting for Winner Info, Waiting for Signature, Pending Signature Review, Ready to Distribute, Completed, or All Regardless of Status.

Undistributed

The prize has not yet been distributed to the winner.

Waiting for Winner Info

The system is waiting for the winner to provide required information before fulfillment can continue.

Waiting for Signature

The winner still needs to sign one or more required documents.

Pending Signature Review

The required documents have been submitted and are awaiting review or approval.

Ready to Distribute

All required documentation has been completed and the prize is ready to be distributed.

Completed

The fulfillment process has been completed and the prize has been delivered.

All Regardless of Status

Selecting All Regardless of Status displays every winner record, no matter where it is in the fulfillment process. This option ignores the current fulfillment status and includes winners that are Undistributed, Waiting for Winner Info, Waiting for Signature, Pending Signature Review, Ready to Distribute, and Completed. Use this filter when you need a complete view of all winner records without limiting the results to a specific fulfillment stage.

Search & Filter Options

Stations

Filter winners by one or more stations or markets.

Contest Date Range

Use Contests Won From and Submit Thru to display winners within a selected date range.

Winner Search

Search for a winner by name or other identifying information.

Contest Search

Search for winners associated with a specific contest.

Records Per Page

Choose how many winner records appear on each page of the dashboard.

Winner Information Fields

Station

The radio station or brand that conducted the contest.

First Name / Last Name

The winner's legal first and last name.

Contest Name

The name of the contest or promotion the winner entered.

Date Won

The date the winner was selected or officially won the contest.

Email

The winner's email address.

Phone

The winner's phone number.

Winner Statuses

Not Started

The winner record has been created, but the fulfillment process has not yet begun. Required winner forms may not have been sent yet.

In Process

The winner is actively moving through the fulfillment process. Forms may have been sent or received, but the prize has not yet been distributed.

Completed

The winner has completed the fulfillment process and the prize has been successfully distributed.

Form Tracking Fields

Winner Form Sent On

The date the Winner Form was sent to the winner.

Winner Form Received

The date and time the completed Winner Form was received.

Release Form Sent On

The date the Release Form was sent.

Release Form Received

The date and time the signed Release Form was returned.

Tax Form Sent On

The date the required tax form was sent to the winner.

Tax Form Received

The date and time the completed tax form was received.

Distribution Progress

Distribution Progress

Shows how many required prize distribution steps have been completed.

Example:

  • 0 of 1 = No distribution steps have been completed yet.
  • 1 of 1 = All required distribution steps have been completed.

Actions

Distribute

Select Distribute when the winner has completed all required steps and you are ready to deliver the prize. This action records that the prize has been fulfilled.

Forfeit

Select Forfeit when the winner is no longer eligible to receive the prize, such as when they fail to respond, do not complete required paperwork, or violate contest rules.



Winner Fulfillment Workflow

A typical winner record moves through the following process:

  1. Winner is selected.
  2. Winner forms are sent.
  3. Required forms are received.
  4. Any required signatures are reviewed.
  5. Winner becomes Ready to Distribute.
  6. Prize is distributed using Distribute.
  7. Winner status changes to Completed.

This workflow helps ensure every winner has completed the required documentation before prizes are fulfilled.