Admin SOP: Running a Managed Campaign

This standard operating procedure outlines how Diglancers team members should operate a managed influencer campaign from intake through reporting. Following these steps ensures that clients receive a premium experience and that our internal processes remain compliant with Diglancers’ policies.

1️⃣ Lead Intake & Qualification

• Collect the campaign goal, target geography (country/cities), influencer tier and niche, total budget, campaign duration, number of deliverables per creator and preferred currency.
• Do not promise or provide creator names at this stage.

2️⃣ Scope Alignment

• Classify each campaign as a Test Campaign (budget < $1k, 2–3 creators, 1 month, $150 sourcing deposit) or Standard Campaign ($1–5k, 3–6 creators, 1 month, $200 sourcing deposit).
• Ensure clients understand that large creator volumes cannot be accommodated on very low budgets.

3️⃣ Paid Sourcing (Mandatory)

• Collect the sourcing deposit before any research begins. This covers vetting, shortlisting and rate alignment.
• The deposit is credited toward the final campaign cost but becomes non‑refundable once sourcing starts.

4️⃣ Contract & Invoice

• Issue a service agreement for the client to sign before sourcing.
• Invoice in USD only; note that creator payouts will be settled in their local currency (e.g. ZAR).

5️⃣ Influencer Sourcing & Shortlist

• Use the Diglancers database and manual research to match creators to the brief, budget and geography.
• Share a vetted shortlist with the client. Offer free replacements within the scope if any creator drops out.

6️⃣ Execution Payment

• Collect 50% of the execution fee upfront once creators are selected.
• The remaining 50% is due after content approval, before posting.
• Add a 15% agency fee to influencer payouts.

7️⃣ Content & Posting

• Creators submit draft content for review. Use the Content tab to track each deliverable and its status.
• Only post content after it has been approved by both Diglancers and the client. No approval = no posting.

8️⃣ Payout & Reporting

• Pay creators in their local currency after final content goes live.
• Compile all metrics, including creator proofs and Diglancers verification, into the Overview, Performance and Report tabs.
• Deliver the final campaign PDF report via the Report tab.

Non‑Negotiable Rules

• No free creator lists or sourcing without a paid deposit.
• No vague deliverables – always define the number and type of posts per creator.
• No underpriced, high‑volume campaigns. Quality over quantity.
• Always collect the deposit before work and invoice in USD. Maintain clear scope and expectations.

Dashboard Maintenance

• Creator Onboarding: Add each creator to the Creators tab with their platform, deliverables and status.
• Collect Proof: After each post goes live, obtain screenshots from creators and verify them.
• Update Metrics: Input reach, views and engagement numbers into Overview and Performance tabs.
• Manage Content: Upload deliverables to the Content tab and update statuses from Submitted → Approved → Live.
• Approval Workflow: Review the Approvals tab daily and record client decisions and comments.
• Budget Tracking: Record creator payments and adjust the budget and deposit balances accordingly.
• Post Updates: Use the Updates tab to announce milestones (sourcing complete, content in production, posting window active, campaign complete). Always include your name and date.
• Generate Reports: At campaign end, create the PDF report and save it as report.pdf in the plugin folder for download.
• Closeout: Mark all statuses as complete and archive the campaign data per our retention policy.

Only authorised Diglancers staff should follow these procedures. Never share confidential client or creator information outside authorised dashboards.