[PromoSuite Production + WideOrbit Onboarding] What To Expect
Welcome to PromoSuite Production, 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 Production section of our Help Center.
In this post we'll outline our onboarding process and what you should expect on your journey to PromoSuite Production proficiency!
Phase 1: Station, User & Technical Set-Up
Your Customer Success Manager will connect with you via email to coordinate an introductory video call, wherein the details below will be introduced and all questions about set-up and training will be addressed. The email will include an "Onboarding Spreadsheet" used to capture Station, User and Material Group information needed for set-up.
Station & User Set-Up
We begin by creating your entity(s) inside PromoSuite Production, then work with a project lead at the station, market or corporate level to gather information about 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 Production 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 Production, at least one of the "Permissions Groups" (below) must be assigned to each user:
Manages access to PromoSuite Production for the end-users in your organization. They have the highest level of privileges and can add and remove users, assign user roles and create custom user roles (if needed).
[Sales] Sales Manager, Account Executive, Sales Assistant
Typically assigned to people on the sales team, these roles include adding and managing client information, entering orders and sharing scripts/audio content with clients for approval.
Typically assigned to the head of the production team, this role is responsible for reviewing order details and assigning production resources (Producer, Writer, Voice Talent), to fulfill the tasks required to fulfill an order.
[Production] Producer, Writer, Voice Talent & Dubber
Orders that need audio content produced need a Producer, a Writer (if a script is needed), Voice Talent (someone, or multiple people), and a Dubber (who uploads approved audio to automation). While you may not have individual staffers for each of these roles, these are the roles PromoSuite Production uses to sequence the tasks that help make your production work flow better.
Traffic Manager / Continuity
In this role the end user can edit scripts, upload audio, perform dubbing (upload produced audio to automation) and perform continuity (assign a cart number to an order).
1. We need the Material Groups and Source Prefixes for the audio content you produce (ex. Commercial = COM) - this is typically discussed in the initial onboarding call
2. Ensure your instance of WideOrbit Traffic is upgraded - more info HERE
3. Create a local SFTP folder that receives produced audio files from PromoSuite Production. The files added get shared with ("synced to") WideOrbit AFR. We will need certain information about this folder, which can be shared with your Customer Success Manager when ready.
4. Update your WideOrbit AFR settings using the SFTP folder created in step 3.
Phase 2: User Training
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.
Training is broken into three sessions (with additional sessions scheduled if needed). The first session focuses only on PromoSuite Production and is led by one or more of our product experts. The second and third sessions are joint trainings that cover the "end to end" integration and are led by PromoSuite & WideOrbit staff.
Session 1 is for any user(s) with the "Production Administrator" role.
- Discussion of permissions & adding users to PromoSuite Production
- Discussion of Support (content and process)
Session 2 is for administrators and all end-users created during the first training session.
- Walk-through of Production + WO Traffic + WO AFR workflow, and user roles
- Completion of a “Production Needed” order
- Discussion of Support (content and process)
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 Production 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 audio production workflow using using PromoSuite Production.
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