Promotions Pipeline

This document outlines the standard operating procedure (SOP) for managing promotions, from initial artwork creation through to publishing across all channels:

• Social media

• Website

• TV screens

• Newsletter

• Print

All promotion requests are managed in Monday.com, where they are received, tracked, assigned, and approved.

Types of Promotions:

• Feature Events – e.g., Father’s Day, Christmas, NYE

• Repeating Events – e.g., Wednesday Steak Night, Monthly Charity Raffle

• Generic Graphics – e.g., Lunch Specials, Weekly What’s On Guide, Courtesy Bus

• Requests are submitted via the Request Form (available in each client’s Vault or via Autom8 Design).

• The requestor must provide:

  • Event name

  • Date & time

  • Key details (pricing, prizes, terms, etc.)

  • Logos or brand assets (if mandatory)

  • Requestor’s email address

• Each request is acknowledged via an automated email from Monday.com (through Gmail integration).

• This ensures the client receives a copy of their submitted details for accuracy and accountability.

• All requests are automatically assigned to Arzelmay, who verifies that sufficient details have been provided.

• Monday.com

  • Design Board

  • Annual Events Board

  • Non-Annual Events Board

• Design Drive (Dropbox): Link

• Google Drive (Archived): Link

• Google Map of Venues: Link

• PageProof: Dashboard

• Front App

• QR Code Generator: Link
  
  

a) Recycling Existing Artwork

1. Open the Design Board → Incoming Requests.

   • New requests have blank Type of Request, Status, and Assignee.

2. Verify request details (date, time, description).

3. keywords in the description to search for similar past designs.

4. Search for matches in the Non-Annual or Annual Events Boards.

   • If no keyword results, try “text” (text-heavy designs are often reusable).

5. If a candidate artwork is found:

   • Confirm it has not been used in the same region.

   • Add the region + requesting venue name to the record

6. Locate the file in Design Drive, copy the link, and paste it into the request in Monday.com.

7. Assign the request to Del (Senior Designer) or Kate (Junior Designer).

8. Update Status → Need to Start.

Artwork Age Policy:

• 2019–2020 → Do not reuse (retire unless Scott approves with updates).

• 2021–2022 → Must confirm with Scott.

• 2023+ → Approved for reuse (no need for Scott).

b) Creating New Graphics

1. Open the Design Board → Incoming Requests.

2. Verify details and description.

3. If no suitable artwork exists, assign to Del (Senior Designer).

4. Update Status accordingly.

• Feature Event – Date-specific (published via Facebook Events).

• Repeating Event – Recurring (published via Ezyevents).

• Generic Graphic – General promotions, mechanics, or multi-date events (published via Live Drive).

• Menu/Brochure – Usually requires no resizing; move to Done after completion.
  
  

1. Upload proof → Dashboard → Upload icon.

2. Enter details:

   • Proof Name = Club + Artwork Name + “Artwork”

   • Reference = Item ID from Monday.com

3. Add reviewers (copy the requestor’s email from Monday.com if unsure).

4. Click Create Proof.

• Waiting for Details → Missing information. Email client.

• Need to Start → Assigned but not begun. Follow up after 3 days.

• Urgent → Designer notified to prioritise.

• In Proofing → Sent via PageProof.

• To-Dos Requested → Client revisions pending.

• Approved → Moves automatically to Resizing.

• Please Resize → Assigned to Junior Designer.

• Resizes Done → Automation moves to “Resized – To Process”.

• Start SM Marketing → Assigned to Zander Smith for socials.

• SocMed Done → Moves to Newsletter.

• Update Enews → Assigned to Kai Smith for newsletters.

• Done → Task completed.

• Stuck / Cancelled / On-Hold / Do Not Publish → Update status as required.

Target Turnaround Time: 3 days after receipt (exceptions allowed for far-future campaigns).

1. Proofs auto-expire in 3 days. PageProof sends one reminder.

2. If still overdue:

   • Search by keyword/event in PageProof.

   • Copy sharing link.

   • Email approver using Front template “Overdue Design Proofs”.

   • Use Send & Snooze to remind yourself.

3. If urgent → escalate via SMS.

Steps:

1. Access Design Board → Resizing group.

2. Prioritise URGENT / PRIORITY.

3. Review event details and resize requirements.

4. Download approved Canva PSD files from Design Drive.

5. Open in Canva and create required resizes:

   • A3, DL, A4 composite (DL3)

   • TV Layout (landscape JPG)

   • Facebook Event Banner (1280×720)

   • Socials (800×800 JPG)

6. Upload completed files to Design Drive → Client Folder → Campaign Folder.

7. Archive Canva files into the appropriate venue folder.

8. Update Monday.com with the campaign folder link.

• Notify client via email that resizes are complete.

• Feature Events → Facebook Event

• Repeating Events → Ezyevents

• Scheduling → HopperHQ

• Upload Generic Graphics to Live Drive.

• Displayed automatically when linked from Facebook Events, Ezyevents, or Live Drive.

• For subscribed clients:

  • Compile events/promotions.

  • Create newsletter via Mailerlite.

  • Kai set up client accounts and share login details.

  • Plans vary by number of subscribers (first 1,000 are free).

Q: How far in advance should I submit a promotion request?

A: As soon as all details are ready. For large events, submit 2–3 months in advance.

Q: What is the design quota per client?

A: On average, 96 campaigns over 2 years (not strictly 4 per month). Clients may request more during busy periods.

Q: Who approves the final artwork?

A: Proofs are sent to the email address nominated in the request form. We do not send to other staff unless requested. Additional reviewers may be added.

Q: Can I reuse old designs?

A: Yes. We recycle design elements/layouts for new events, or reuse designs directly (with updated details) if requested.

• Monday.com Design Board: Link

• Annual Events Library: Link

• Non-Annual Events Library: Link

Content Calendar (HopperHQ):Login