Account Executives: 6 Time-Savers in 6 Minutes

6 Time-Savers for Account Executives

1. Promotion Request Forms (PRFs)
2. Idea Requests & Client-Ready Proposals
3. Sponsorships
4. Promotion Recaps
5. PRF Blogs
6. Mobile Ready

Summary

Training session covered streamlined promotion request workflows, automated sponsorship management, and mobile platform accessibility for account executives.

Streamlining Promotion Request Workflows
The vPromotions request form system eliminates inefficient email chains by centralizing input fields for promotions. Account executives use the sold it function to automate transition from ideas to forms.

Managing Sponsorships and Recaps
Centralized sponsorship tabs facilitate bulk sales and clear status tracking. Automated recap reports generate comprehensive PDF documents detailing on air performance and winner information.

System Communication and Accessibility
Integrated blog features maintain clear communication records linked to specific promotions. The mobile application provides full platform access including location services and remote request submission capabilities.

Details

• Promotion Request Forms: The vPromotions promotion request form system is designed to eliminate the inefficiencies caused by long email chains and incorrect information during the contest approval process. By clicking on "new promotion request form" and selecting the appropriate categories, account executives can input necessary details that are then immediately transferred to the promotions department. This process keeps programming and promotions teams aligned, reduces unnecessary back-and-forth communication, and facilitates closing deals more effectively.
• Idea Requests and Client-Ready Proposals: To assist clients who want to run a promotion but lack specific ideas, account executives can utilize the "plus idea" feature, which requires only five fields of information. After submitting the request, the promotions director provides a proposal that the account executive can view and download, complete with station and client logos, as well as signature lines if required. Once a client approves the proposal, the account executive can use the "sold it" function to automatically generate a promotion request form, transferring the data from the initial idea request to the final promotion request form.
• Sponsorship Management: The "sponsorships" tab is a centralized location where account executives can view all available opportunities across various stations, which are color-coded for clarity, with sold items appearing grayed out. To sell sponsorships, executives can check the boxes for multiple items and use the "bulk actions" feature to save the selections in one simple form. These sponsorships are then marked as sold, pending final approval from a sales manager.
• Automatic Promotion Recaps: vPromotions provides automated tracking of on-air activities, such as liners and contest plays, which account executives can access by navigating to "details," "actions," and then "promotion recap". The recap tool allows for the creation of a comprehensive report that includes descriptions of the promotion, the number of on-air announcements and contest plays, winner zip codes, and associated air checks or images. Users can export these recaps to a PDF format, which retains functional links for downloading audio and image files directly from the system.
• Promotion Blog Communication: The system includes a blog feature accessible through the calendar or by clicking "details" on a specific promotion, allowing users to communicate with others assigned to that promotion. Blogs are located to the left of the green Actions Tab. When an update is posted, all team members assigned to that promotion receive the message, and replies trigger notifications, ensuring all conversations remain attached to the relevant promotion. Additionally, a blog inbox on the main screen allows users to track all of their blog messages, ensuring there is always a clear record of communication.
• Mobile Accessibility: The vPromotions mobile application offers account executives full access to the platform's features while away from their desks, including the ability to view promotion details, submit new promotion request forms, and check information by rotating their phone for a different view. Once a promotion request form is submitted via the app, it follows the same approval process as the desktop version. Furthermore, the app includes a location link that provides turn-by-turn Google Maps directions for those traveling to a remote event.

 If you have any questions regarding this process, please feel free to reach out to the vCreative support team by emailing support@vcreativeinc.com or calling 800-605-9889.