Offers
Offers in Ad Orbit are a fantastic tool that creates a self-serve option for your customers to find and purchase available inventory items through the Client Center.
To create and manage offers, you need the User Permission 'Offers'. With the permission, you can navigate to Settings > Sales > Offers.
To create a new offer, you can click on the Add New Offer button in the upper right corner of the page. When creating an offer, there are a few required and optional fields you should review.
The Companies field is optional. If left blank, the offer will be available to every company. If any companies are selected in this field, the offer will only be available to those companies.
The Availability Start Date is another optional field. If set, the offer will only be visible in the Client Center once the start date is reached. If left blank, the offer will be visible in the Client Center once it's created.
Availability End Date is a required field. You will need to specify the date that the offer expires. Once the end date is reached, the offer will no longer be visible in the Client Center, and will be marked as 'expired' in Ad Orbit.
Next, you will need to select the Product Type. The types currently available are Print Ads and Slot digital media items.
Finally, you will need to select which Contract Template will be used when the offer is claimed, and converted to an order within Ad Orbit. Only contract templates with a valid installment invoice template configured can be used.
Click on Create to open the line item popup, which is the next step to creating the offer.
In the line item popup, enter all of the desired fields to create your line item. Once you've entered at least the required information, you can click Save, which will create the offer.
You can either view all existing offers on this page, or you can use the search fields at the top of the page to narrow down your results.
In the table, each offer will be color coded depending on its status. Claimed offers will be highlighted in green, and expired offers will be highlighted in gray. Any active, unclaimed offers will have no highlighting.
Any unclaimed offer can be edited by using the ellipses action on the record. The Edit Offer action will re-open the initial popup, where you can change items such as the associated companies and dates, whereas the Edit Line Item Details action will re-open the edit line item popup, where changes can be made to the item that will be sold. Unclaimed offers can also be deleted.
If an offer is associated with a company, or companies, there will be an additional action to email the offer.
When emailing an offer, you will be able to view details about the item, and select recipients who should receive the email. You can also preview the email before sending.
There is a customizable email template for sending offers. Found by going to Settings > Templates > System Emails, the 'Offer Email' can be edited and customized as needed.
In order to see offers in the Client Center, your contacts will need the 'Offers' Client Center Permission.
If you email an offer to a contact, they will automatically be granted this permission, so they can see the offer.
You can also manually set this permission on any contact by clicking the edit icon in the 'Client Center Information' box on their overview page, and granting them the 'Offers' permission.
Once a contact has the 'Offers' permission, they will be able to access the Offers page within the Client Center. On this page, contacts can view all offers that either do not have any companies specified, or offers they are set as a company on.
For instance, this contact can only see one offer currently.
But if they are added as a company on this offer, they can now see that offer in their Client Center account.
Contacts can click on the record in the table, or use the ellipses action on the right side of the table and click the 'Claim' action to claim the offer.
On the Claim Offer page, the contact will see details about the offer item, as well as any order dynamic attributes you have set up as 'Client Facing/Public'. If any are 'Client Facing Public/Required', the contact will need to fill out that field before they can claim the offer.
Clicking the 'Claim Offer' button will mark the offer as claimed within Ad Orbit, and automatically create an Ad Orbit order and invoice.
In the Client Center, the contact will be automatically redirected to the page where they can pay their invoice.
Once claimed, the offer in Ad Orbit will show the Order Company (the company who claimed the offer), as well as the order number. Clicking the order number will redirect you to the Orders tab for that company, automatically filtered for the order.
All inventory checks will be applied when using offers.
If an order created in Ad Orbit conflicts with an offer item, you'll be notified of the conflicting inventory when finance approving the order. If approved, any conflicting offers will be automatically deleted, so customers cannot purchase the same item, causing oversold inventory.
In addition, if there are offers that conflict with one another, when one offer is claimed, any other offers with conflicting inventory will also be marked as deleted, so the inventory cannot be oversold.
New 2/7/2025