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Publisher Score and Report

Business Score Dashboard The “My Performance” dashboard for Publishers has been updated. The design of the top four performance pods has changed, but the information provided is the same. An additional pod was added showing the magazine’s Ad Deadline and days left till that deadline. Publisher’s can hover over the tooltip in the top right-hand corner of each pod to see their PR. At the bottom right of each pod, there is a link to take the publisher to the report where the applicable data is coming from. The Publisher’s Business Score is displayed below the publisher pods. The color of the score is based on the health of their publication: - Any number that is below 70 will be red - Any number between 70-80 will be yellow - Any number above 80 will be green The calculations that lead to that Business Score will be displayed below. Each pod will have the current score for the magazine's issue. The scoring colors are the same as the publisher health score colors: - Any number that is below 70 will be red - Any number between 70-80 will be yellow - Any number above 80 will be green In the top right corner of each pod is a tooltip indicating which value range results in each possible score. The bottom right corner links to the report. Business Score Report The Business score report is a collection of all the publisher's health scores along with the various metrics that create the score. It is an admin only report that can be filtered by coach, region, deadline, and issue month. In addition, the report has a few extra columns including: - The status column which displays either the magazine’s tiers, or one of the two at risk statuses (warning and awareness) - An issue column - any publication with less than 14 issues is highlighted in red - A deadline column for the Ad Deadline day

Last updated on Jan 12, 2025

Publication Deadlines Overview

Understanding your Ad Deadlines is crucial for entering new contracts, submitting creative design requests, print-ready ads and ensuring all ads are approved by the final deadline. Below is an overview of your deadlines and an explanation of each. Deadline Reminders: ARC sends an automated reminder email about ads/creative request deadlines. Editorial Deadline: All local content is due in Arc by 10 a.m. CT Content Reviews: Feedback sent via Arc from the layout team and QC to local teams Content Review Deadline: Any content requested by corporate in the content review is due in Arc by 10 a.m. CT Content Policy Deadline: Any content policy corrections/adjustments must be resubmitted through a ticket by the deadline given by QC. Ad Insertion/Creation Request Deadline:  All of the following must be submitted in Arc by 11:59 p.m. CT: - New Contracts - Ad Size Changes - Creation Requests - Contract Changes (pause or cancel) Distribution Deadline:  All of the following must be submitted in Arc by 11:59 p.m. CT: - Pub Copy Quantities - Additional Readers Edits - Business Lists Edits - Signed Clients - Exclusions Pagination Process: Our team completes the complicated puzzle of marrying together ad insertions, placement notes, and all editorial needs to create the blueprint for the magazine. Final Ad Deadline: All ads must be approved in your Ad List by 10 a.m. CT. Anything left unapproved will be replaced with the last-approved artwork or a house ad. Print-Ready Review: The first proof of the magazine is sent to the local teams from the corporate office. Print-Ready Edits Deadline: Edits to the print-ready review round (quantity varies by page count) are due in Arc by 10 a.m. CT. Final Review Proof: The second proof of the magazine is sent to the local teams by 5 p.m. CT. Final Review Edits Deadline: Edits to the final review round (quantity varies by page count) are due in Arc by 10 a.m. CT. Print File: The final version of the magazine is sent from corporate to the local teams. No additional edits can be made. Payment Processing: We will try to pull the payment (up to 3 times) until the Collections Deadline Collections Deadline: Credit card payments can be made until 11:59 p.m. CT. Any payments that need to be manually applied must be received by 5 p.m. CT or the preceding business day if it falls on a weekend. Commissions Payout: Publishers are paid their commissions. Deadlines: To view your detailed monthly deadline schedule, select your deadline dates below: 12th - 19th Deadlines 25th - 1st Deadlines 1st - 7th Deadlines 6th - 13th Deadlines

Last updated on Jan 12, 2025

Managing Bad Debt

What is bad debt? Bad debt refers to an amount of money that is owed to a business or individual but is unlikely to be collected. This situation typically arises when the debtor is unable or unwilling to pay the debt, despite reasonable efforts to collect it. Bad debt can occur for various reasons, including financial difficulties faced by the debtor, disputes over the debt, or the debtor's complete insolvency. How can I maintain bad debt? Maintaining detailed records of your collection efforts, including communication logs, invoices, and any responses from the debtor. Good documentation supports any actions you decide to take, from further collection efforts to potential tax considerations. Once all reasonable collection efforts have been exhausted, and you have gained approval from your regional partner, submit a ticket to National support for City Lifestyle to write off the outstanding balance of the account, cancel the remainder of the account contract, and assign ownership of the debt to you. This allows you to decide on any further steps, with full discretion over any amount recovered. Below are options to consider in managing this assigned debt. For specific advice, consult with appropriate professionals. - Direct Contact: You may choose to reach out to the debtor to negotiate a potential resolution, either through a full payment or a structured payment plan. - Professional Collection Agency: Hiring a collection agency is an option, typically involving a fee or commission for recovered amounts. - Small Claims Court: For smaller debts, filing in small claims court may be a straightforward and low-cost option. - Legal Consultation: For larger debts, a legal professional can advise on the viability of other legal actions based on your situation. - Professional Tax Guidance: Consult with a tax advisor to understand how uncollected debt might be reflected in your financial records and any relevant tax considerations. Guidde: Managing Bad Debt

Last updated on Jan 12, 2025

How to Run and Review the Renewal Report

Running the renewal report allows you to identify clients whose contracts are ending soon, enabling you to proactively engage with them about renewal options. Reviewing this report helps you stay on top of potential renewals, maintain stable magazine revenue, and demonstrate the value of continued partnership to clients. How to Run and Review the Renewal Report https://embed.app.guidde.com/playbooks/4ttPZuoqCkVQJM75DEC2gC This guide will walk you through running and reviewing the Renewal Report in ARC. Go to citylifestylehq.com 1. Running & Reviewing the Renewal Report Running the renewal report allows you to identify clients whose contracts are ending soon, enabling you to proactively engage with them about renewal options. Reviewing this report helps you stay on top of potential renewals, maintain stable magazine revenue, and demonstrate the value of continued partnership to clients. Running & Reviewing the Renewal Report 2. Click "Reporting" In ARC click on the Reporting tab on the left hand side. Click 'Reporting' 3. Select Renewals Report Select the Renewals report from the drop down menu as well as the magazine and month you would like to run the report for. This is the first month after the original contract ends, when there will be no ad in the publication unless the client renews. Click Display to generate the report. Select Renewals Report 4. Click here Here you will see a list of accounts that are ready for renewal for that month. Click the Excel icon to download the report for easy reference in client meetings. Click here 5. Understanding the Renewal Report Reviewing the report you will see the account name, the publisher or account manager responsible for the agreement to help identify who originally secured the partnership, any placement notes specified by the publisher, indicating where the ads should appear in the magazine layout. The first month after their contract ends for renewal, the length of the most recent contract and it's total value as well as the average monthly revenue generated by the client’s ads. This is helpful for assessing the financial impact of a potential renewal. Understanding the Renewal Report 6. Total Value At the bottom of the report you will see the combined total contract value and combined total monthly value for the agreements up for renewal that month. Total Value This guide covered running and reviewing the Renewal Report in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Run and Review the Commission Report

Reviewing the commission report provides crucial insight into your publication's financial health by detailing revenue, production costs, and other expenses that impact your net earnings. Understanding this breakdown allows you to verify the accuracy of your commission, manage expenses effectively, and identify areas for potential growth. Regularly analyzing this report empowers you to make informed, data-driven decisions, ensuring transparency and supporting the profitability of your publication. How to Run and Understand the Commission Report https://embed.app.guidde.com/playbooks/7cX7wgsQSpvuWR7mhcC6NV This guide will assist you in navigating and interpreting the Commission Report within ARC. Go to citylifestylehq.com 1. Reviewing your Commission Report Reviewing the commission report provides crucial insight into your publication's financial health by detailing revenue, production costs, and other expenses that impact your net earnings. Understanding this breakdown allows you to verify the accuracy of your commission, manage expenses effectively, and identify areas for potential growth. Regularly analyzing this report empowers you to make informed, data-driven decisions, ensuring transparency and supporting the profitability of your publication. Reviewing your Commission Report 2. Click "Reporting" In ARC click on the Reporting tab to the left hand side. Click 'Reporting' 3. Select Commission Report, Individual, Name and Month/Year Under Choose a Report, select the Commission Report from the drop down. Filter by Individual, select your name and the month and year you would like to run the report for. Select Commission Report, Individual, Name and Month/Year 4. Net Cash Received Under Net Cash Received, you can see the total of all payments received and refunds processed since your last collection deadline. To see a list of clients that have paid or received refunds, click the name of your magazine. There you can see the received amount, the date of payment and what issue was paid for. Net Cash Received 5. Digital Sales Under Digital Sales you will see the revenue received for your paid Digital Agreements. In the center is the dollar amount collected times the percentage of the agreement that you’ll receive giving you the value to the right. Digital Sales 6. Ad Value Under Ad Value you will see how the Lifestyle Publications’ 7% is calculated using your ad value. By clicking on the name of your magazine under Ad Value, you can find a breakdown for that month. Ad Value 7. Production Cost Under Production Cost you will see the total price for the creation and shipping of your magazine. These costs may vary depending on the number of pages in your magazine and the number of publisher copies you have requested. Production Cost 8. Misc Expenses Misc Expenses is where you can see any additional charges or credits that may have been incurred such as charges for your staff’s email addresses, additional design charges, bonuses, etc. Misc Expenses 9. Total Commissions At the bottom of the report you will see your Total Commissions and the final calculation of what will be paid out to you. Commission Due is a running amount as you receive payments and/or as refunds are processed. Commission Paid will show after your collections deadline when the amount you will be receiving on that month’s commission payment is locked in. Total Commissions This guide covered the steps to run and interpret the Commissions Report in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Run and Review the Aging Summary by Account Report

The Aging Summary Report provides an overview of accounts or clients that are overdue on payments. It details the outstanding amounts and the number of days each account/client is past due. It’s recommended to run this report on your payment processing date and to check it regularly until all outstanding balances are cleared and the account/client is removed from the list. Understanding the Aging Summary by Account Report https://embed.app.guidde.com/playbooks/wqycGbaQTeWryBsLAt7GhE This guide will explain the Aging Summary by Accounts report in ARC Go to citylifestylehq.com 1. Aging Summary by Account Report The Aging Summary report provides an overview of accounts or clients that are overdue on payments. It details the outstanding amounts and the number of days each account is past due. It’s recommended to run this report on your payment processing date and to check it regularly until all outstanding balances are cleared and the account is removed from the list. Aging Summary by Account Report 2. Click "Reporting" In ARC, click on the Reporting tab on the left hand side. Click 'Reporting' 3. Select Aging Summary by Account, Magazine and your Title From the drop down menus, select the Aging Summary by Account report, filter by Magazine and select your magazine. Click display to run the report. Select Aging Summary by Account, Magazine and your Title 4. View Aging Accounts The names of accounts with outstanding invoices will generate. The cause of the missed payment may appear in parenthesis next to the account name such as declined or expired card. If there is not a cause listed this indicates the account pays by invoice or with a method other than a credit card. View Aging Accounts 5. Total Balances Due by Month The past due amount for each account will appear in the column showing how many days it's overdue. The total overdue amount for each account will be listed in the last column of that row. At the bottom of the report, the total past due amount for all accounts will be shown for each column of overdue days. Total Balances Due by Month This guide covered steps to navigate and utilize the Aging Summary by Account Report in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Run and Review the Ads List Report

The Ad List Report provides a focused, one-month view of all ad activity, helping you and your team stay organized and on target for each publication deadline. By running this report, you can confirm that ads are submitted, sized, and placed according to client agreements, ensuring everything is on track. Reviewing ad statuses shows where each ad stands in production, making it easy to spot any that need attention. Additionally, the report tracks monthly ad revenue, design service usage, and billing accuracy, offering a clear snapshot of operational and financial health for each issue. This organized view supports smooth production, reliable client relationships, and effective deadline management. How to Run and Understand the Ads List Report https://embed.app.guidde.com/playbooks/aqRkNjG3Zn7fDNCHjA3WND This guide will walk you through running and interpreting the Ads List Report in ARC. Go to citylifestylehq.com 1. Running and Understanding the Ad List Report The Ad List Report provides a focused, one-month view of all ad activity, helping you and your team stay organized and on target for each publication deadline. By running this report, you can confirm that ads are submitted, sized, and placed according to client agreements, ensuring everything is on track. Reviewing ad statuses shows where each ad stands in production, making it easy to spot any that need attention. Additionally, the report tracks monthly ad revenue, design service usage, and billing accuracy, offering a clear snapshot of operational and financial health for each issue. This organized view supports smooth production, reliable client relationships, and effective deadline management. Running and Understanding the Ad List Report 2. Click "Reporting" In ARC click on the Reporting tab on the left hand side. Click 'Reporting' 3. Select the "Ad List" Report Under Choose a Report, select the Ad List report from the drop down menu. Select the 'Ad List' Report 4. Filter by Magazine, select your Publication and the Month/Year for the Ads List Filter by magazine and select your publication. Then select the month you would like to view your ads list for. Click Display to generate the report. Filter by Magazine, select your Publication and the Month/Year for the Ads List 5. View Client, Manager, Magazine, Design and Notes In the first columns you will see the client name, manager of the account or who the agreement was signed under, the magazine the insertions are placed in, the ad size and any notes in the agreement. View Client, Manager, Magazine, Design and Notes 6. View Client Account and Payment Type You can easily view your client’s account if necessary, by clicking on their name. Any client with a small credit card icon to the right of it indicates it has a credit card or ACH payment method on file. Those without the credit card icon are clients who are invoiced. View Client Account and Payment Type 7. Changing an Ad Size or Cost for a Client By clicking on the ad size in the design column, you can change the size and cost of the ad for that specific issue if you would like. You can also change the cost of the ad here. Click the green update button. Once the upgrade is made, the client will be notified and the upgrade cannot be reversed. Changing an Ad Size or Cost for a Client 8. View Ad Amount, Status, Rate Card Rate and Issue To the right of the notes column you will see an amount which is the agreed-upon monthly rate the client pays for that specific ad size. You'll also see the current status of the insertion, the "Rate Card Rate" or the actual monthly value for that specific ad size as listed in the Media Kit and the current issue. View Ad Amount, Status, Rate Card Rate and Issue 9. Ad List Totals At the bottom of the report you will see a list of total numbers. These totals indicate the number of ad pages sold, the ad value per page, the total amount of ad revenue, the number of free ad design services you are allowed and how many you have used. It will also show the total ad revenue based on the actual monthly value for that specific ad size as listed on the Media Kit and the percentage of clients on that specific ad list who pay by credit card. These totals are all relevant for the specific issue you ran the report for. Ad List Totals 10. Ad Status Key At the bottom of the report you will also see a key for the various symbols that will appear in the status column and their meaning. Ad Status Key The guide covered how to navigate and understand the Ads List Report in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Review the Profit & Loss Report

The profit and loss table is essential for understanding your business's financial health, helping you assess profitability by comparing total sales revenue against operational costs. By tracking profit and loss, you can identify trends, manage expenses, and make informed decisions to drive growth, ensuring long-term sustainability and success. How to Review the P&L Report https://embed.app.guidde.com/playbooks/kMPwCh1u1Jz55xVQrzBpiC Explore how to efficiently review the P&L report in ARC with these clear instructions. Go to citylifestylehq.com 1. The Profit & Loss Report The profit and loss table is essential for understanding your business's financial health, helping you assess profitability by comparing total sales revenue against operational costs. By tracking profit and loss, you can identify trends, manage expenses, and make informed decisions to drive growth, ensuring long-term sustainability and success. The Profit & Loss Report 2. Forecast Tab In ARC click on the Forecast tab on the left hand side. Forecast Tab 3. Select Magazine if needed If you have multiple publications, select which magazine you want to view the profit and losses for at the top of the page. Select Magazine if needed 4. Click "P&L" Navigate to the P&L section Click 'P&L' 5. Click here Locate the button with three dots above the report. Click here 6. Select "Start Month" Select the start month you want the report to generate from. Select 'Start Month' 7. Select "Total Type" Select a total type of profit and losses, projected or collected. Select 'Total Type' 8. Toggle on "Show Sent Agreements" if needed Click the Show Sent Agreements toggle to also include any agreements that were sent 60 days prior to the selected start month. Toggle on 'Show Sent Agreements' if needed 9. Sent Agreements and Opt-Outs & Renewals Next to those tools you will see a table legend to assist you while using the report. Sent Agreements will be gray for the issue you are currently selling into and blue if they have been sent within the last 60 days but not signed. Opt-outs and renewals will be yellow indicating the agreement will be lost if the opt-out is exercised that month. Red shows the last month of the agreement or when they will be up for renewal. The clock icon indicates the first month a client can utilize their opt-out and will show the opt-out deadline. We don't want to utilize this to remind clients about their opt-out, but allows you to prepare if they do. Sent Agreements and Opt-Outs & Renewals 10. Customer Love & Special Dates and Ad Value Under Customer Love and Special Dates you'll see that the party icon shows a list of special dates for that month. These dates are connected to the contacts of that account and can be added to or edited. The heart icon shows a list of any Customer Love tasks for that month. These are listed in the account's details tab. If the Ad Value number is yellow, there was a partial payment made towards the total ad value. If the number is green the invoice has been paid in full. If the number is still black no payments have been made. Customer Love & Special Dates and Ad Value 11. P&L 12-Month Revenue The report shows you a 12 month view of projected revenue. On the left is a list of all current customer accounts that have active or upcoming agreements as well as the agreement start and end date. From there you will see the client’s projected revenue for each month. P&L 12-Month Revenue 12. Credit Card Icon A credit card icon next to the client name indicates the account has a payment profile on file that is set to autopay on the recurring invoice date. Credit Card Icon 13. Total (Projected) Revenue Scroll down to see the Total Projected Revenue for each month under the list of accounts. Total (Projected) Revenue 14. Projected Production Costs You can adjust your projected page count to help determine production costs. Production costs include print and distribution costs as well as the percentage of ad value for City Lifestyle. Projected Production Costs 15. Add Additional Monthly Expenses At the bottom of the report you can enter any additional expenses you want to track such as your employees, events, taxes etc. When you enter the cost for the expense, you will have the option to autofill the remaining months at the same value if this expense is recurring. Add Additional Monthly Expenses 16. Total Estimated Profit The last row will show the total estimated profit for each month taking the projected revenue and deducting all projected expenses. Total Estimated Profit This guide covered essential steps to navigate the P&L report effectively in ARC. Powered by guidde

Last updated on Jan 12, 2025

How to Pay Your Local Team

As a publisher, you are responsible that your local team is appropriately compensated for the work they are contributing to the success of your magazine. See below for how each of your local team members receives compensation. Issuing Payment for Local Staff 1. You will cut the check yourself to your staff with the earnings from your magazine. 2. You are expected to pay your staff within the first ten (10) days of the publication month for the rate stated in the agreement. 3. Your staff will be hired as an independent contractor, so they will need to fill out a W-9 with you and you will file a 1099 for tax purposes. 4. If you pay an independent contractor by credit card, debit card, or by using a third-party service like PayPal or Payable, you aren’t required to file a 1099-MISC with the IRS and, therefore, wouldn’t need them to complete a W-9. 5. If you pay an independent contractor more than $600 during the year and the payment method is NOT one of the mentioned in the previous, then a W-9 needs to be completed and a 1099-NEC filed with the IRS and a copy provided to the independent contractor by January 31 of the following year. 6. If you pay them less than $600 during the year and the payment method is NOT one of the mentioned in the previous, then a W-9 needs to be completed and a 1099-MISC filed with the IRS and a copy provided to the independent contractor by January 31 of the following year. Issuing Trade for Photographers 1. The Editor will track the assignments that are completed by the photographer(s) for that month’s issue and provide you with an invoice.  2. When the photographer meets the agreed upon number of assignments for an ad, you will upload a $0 contract. 3. Be sure that you have created a client account for the photographer in ARC. 4. Within the photographer’s client account, you will create a $0 deal to send to the photographer to sign by the agreement deadline so that ad appears in your ad list for the particular month(s). 5. The photographer will need to provide a print-ready ad or submit a creative request by your first ads deadline and have the ad approved by the final ads deadline. Issuing Payment for Freelance Writers and Photographers 1. The editor will submit invoices via email for the freelance writers and photographers. Included should be name, name of contributing story, payment rate and mailing address. 2. Payments should be mailed within 10 days of the magazine going to print.

Last updated on Jan 12, 2025

Client Onboarding Meetings

Scheduling a client onboarding meeting is a vital step in fostering a positive experience and building a strong relationship throughout the partnership. This meeting sets the tone for client expectations and equips them with the tools to manage their advertising content independently. The Value of Onboarding Clients to the Customer Portal - Client Empowerment: Involving clients in the ad submission process fosters engagement and commitment. It gives them ownership of their campaigns and strengthens the partnership. - Improved Accuracy: Empowering clients to directly manage their ad content minimizes miscommunication and ensures ads align with their brand. - Enhanced Accountability: Clients become more responsible for deadlines and the quality of their ads, resulting in higher accountability. - Increased Efficiency: By allowing clients to manage their ad submissions, publishers and PDs can focus on strategic tasks, reducing bottlenecks in the process and streamlining magazine production cycles. - Greater Flexibility: Clients can adjust ads in real-time, enhancing responsiveness to business opportunities and ensuring their marketing stays relevant. Scheduling the Meeting When scheduling an onboarding meeting after the agreement is signed, choose the most effective format based on the client’s needs and ensure all relevant team members, especially those managing ads and billing, are involved: 1. In-Person Onboarding (Recommended): 2. Builds a personal connection and strengthens trust. 3. If the client signs during an in-person meeting, onboard immediately for a streamlined process. 4. If signing doesn’t occur on the spot, schedule a follow-up in-person onboarding session. 5. Virtual Onboarding (Google Meets/Zoom): 6. A flexible option for distant clients or scheduling conflicts. 7. Provide clients with a self-scheduling link for convenience. 8. Guide the client through the portal using screen sharing to ensure they understand how to navigate it. 9. Client Self-Guided Onboarding (Last Resort): 10. Provide access to comprehensive training videos and ad resources. 11. Set clear expectations for clients to review resources independently. Ensure that all relevant team members (those managing ads and billing) are involved in the process. 12. Conducting the Meeting: When conducting the onboarding meeting, use the Client Onboarding Checklist. The checklist is a step-by-step approach to ensure clarity and thoroughness. 13. Follow-Up 14. Reach out via email, phone call, or in-person to check if they have any questions about the Customer Portal. 15. Monitor their progress on navigating the portal and provide additional support if needed. Identify areas the client may be struggling in and take the time to course correct the issue by scheduling additional training.  How to Schedule, Conduct, and Follow up on a Client Onboarding Meeting https://embed.app.guidde.com/playbooks/6eCqSB4LkbFBksDayWJsTP 1. Client Onboarding Meetings Client Onboarding Meetings 2. The Value of Client Onboarding The Value of Client Onboarding 3. Schedule the Meeting Schedule the Meeting 4. Conducting the Meeting Conducting the Meeting 5. Following the Meeting Following the Meeting 6. Thank you! Thank you! Powered by guidde

Last updated on Jan 12, 2025

Client Onboarding Checklist

Scheduling a client onboarding meeting is a vital step in fostering a positive experience and building a strong relationship throughout the partnership. This meeting sets the tone for client expectations and equips them with the tools to manage their advertising content independently. Download Client Onboarding Checklist 1. Initial Client Communication - Welcome introductions - Discuss client goals and partnership objectives - Add and update client contact details on the account - Update client type for portal access and communications - Send welcome email with portal access information - Set clear expectations for client responsibilities 1. Client Portal Overview - Guide client through logging into the portal - Explain dashboard and key features - Set and explain deadlines, including risks of missing them - Clarify difference between ad deadlines and final deadlines 1. Editorial Content (if applicable) - Discuss opportunities: Featured Editorial, Business Monthly, Events, and City Scene - Explain editorial content deadlines and submission process - Guide on submitting editorial content to the editor 1. Ad Submission Process - Discuss client’s advertising message and campaign strategy - Review key elements of an effective ad, including do’s and don’ts - Explain ad requirements (file formats, sizes, etc.) - Provide print-ready ad presets and designate months for insertions - Demonstrate ad upload process in the portal - Guide on submitting a print-ready ad - Guide on submitting a creative design request - Explain how to repurpose past ads (Pickups) - Review process for submitting multiple ads if needed 1. Ad Proofing & Approval - Walk through the ad proofing process - Explain ad review and approval steps - Highlight areas to check for accuracy (contact details, design elements) - Provide instructions for requesting changes or revisions 1. Digital Listing Setup - Set up account profile - Explain Basic, Featured, & Premium package features - Create digital articles and promos for Featured & Premium packages - Review leads list (Featured & Premium packages) 1. Contract Details & Management - Review contract terms (commitment, opt-out clauses) - Explain renewal processes - Discuss cancellation requests and future ad placement changes - Confirm insertion sizes, months, and prices - Show how to update autopay payment method 1. Payment And Invoicing - Show how to access invoices in the portal - Explain payment submission process - Review payment processing date and deadlines - Clarify missed payment consequences - Guide on adding and managing payment methods 1. Technical Support & Troubleshooting - Provide portal support contact information - Explain how to report issues or get help (screenshots recommended before deadlines) - Review common technical issues and solutions 1. Client Education & Best Practices - Outline next steps and deadlines - Explain follow-up process and support options - Confirm client’s understanding of portal use - Address any remaining questions or concerns - Schedule follow-up to ensure client is on track 1. Final Review & Confirmation - Confirm completion of onboarding process and portal understanding - List any specific follow-up actions or guidance needed

Last updated on Jan 12, 2025

Book of Business

Publishers should be able to see the per-industry sales goals for their tier. 1. If the publisher has more than one magazine, a magazine selection will be displayed to allow them to switch between magazines. 2. Sales Funnel Summary will display counts for each of the active account types (statuses) 3. The goal will be displayed beneath the count. 4. The counts will be color-coded as follows: 1. If the count is under 50% of the Account Type goal it will be red. 2. If the count is greater than 50% of the goal and less than the goal it will be colored orange. 3. If the count is greater than the goal and less than the max it will be green. 4. If the count is greater than the max, it will be red. 5. Below the Sales Funnel count, the number of accounts missing a primary contact will be displayed. 6. Below the Out for Signature, the monthly revenue of the contracts that are out for signature will be displayed. 7. The Up for Renewal number will always be colored black. 8. For each sales goal, display the following data: 9. Name of the category 10. Sales Goal 11. Current Sales 12. A bar will be displayed displaying their progress towards the goal. 13. It will be filled in proportion to their sales vs the goal 14. It will be color-coded to indicate 1. No sales: Gray bar 2. Some sales: Yellow bar 3. Goal met: Green bar, green check mark 15. The goals should be sorted by the amount needed to reach the goal, the highest first. 16. Clicking the bar or name of the business category will open the Sales Funnel with that business category selected. 17. Clicking a business name should open the Account details. 18. Agreements, terms, months left, and rev/mo will be displayed 19. Agreements: Name of the account 20. Terms: Minimum Agreement term (12 MO., 36 MO., etc.) 21. Months left: Number of full months remaining based on agreement term 1. A red circle will be shown around the number if <=2 2. The number will reflect the number of issues remaining on their contract from the current issue. If the current sales issue is May 2022 (i.e. it is between April ), and the contract’s last month is July 2022, then it should say 3. 22. Rev/Mo: total revenue/ # of months in the contract 23. There will be a summary pod labeled “Other” that will display all accounts with contracts not specifically matched by one of the industry pods. The Account must match both the Industry and Sub Category to show in the Book of Business Industry pod. Otherwise, it will show in the Other pod 24. The total monthly revenue shall be displayed 25. The same columns as the other industry pods will be shown

Last updated on Jan 12, 2025

Advertising Contract Policies

Please review the Advertising Agreement Terms and Conditions for additional information. Contract Cancellations Contracts may need to be canceled due to business changes, budget constraints, or performance concerns. Proper processing ensures clear communication, minimizes legal or financial risks, and upholds professionalism. To cancel a contract: - Advertisers must provide written notice 20 days before the next ad submission deadline. - Contracts are not officially canceled until all outstanding balances are paid unless otherwise approved in writing by an authorized City Lifestyle representative. Refer to How to Process a Cancellation Request for next steps. Cancellation Requests Exceptions Cancellations may be approved if the following exceptions apply and written notice is provided 20 days before the next ad submission deadline: - Gold Tier Publications or Higher - Zero Dollar/Zero Effect Contracts - Business Closure (requires official proof) - Replaced Contracts (a replacement contract is signed that fulfills or exceeds the original agreement TCV) - Client Death (requires official proof) If exceptions apply, submit a National Support ticket through ARC with the necessary details. Requests outside these exceptions will be denied. Contract Opt-Out Cancellations Clients may exercise a 12- or 18-month opt-out option as outlined in their agreement. Opt-out terms: - Must be submitted at least 20 days before the first ad insertion to be removed. - Opt-out is valid only after the required number of insertions. Example: For a 36-month contract with a 12-month opt-out (36/12), the client may cancel after the 12th insertion. If the opt-out date is November 2024, the October ad will be the last run. Refer to How to Process an Opt-Out Cancellation Request for next steps. Contract Pauses Clients may temporarily pause their contract for one month within a rolling 12-month period if: - A request is submitted via National Support ticket at least 20 days before the affected ad deadline. - The client has not already used their one allowable pause in the prior 12 months. If you would like to allow your client to utilize the temporary one-month insertion pause, please submit a National Support ticket with all relevant details for processing.

Last updated on Jan 12, 2025

Accounts Receivable Management and Communication

Proactively managing your Accounts Receivable is crucial to ensuring financial health and client satisfaction. Early, consistent communication minimizes overdue accounts, supports steady cash flow, and reinforces client relationships by addressing payment issues before they escalate. 1. Understand the Purpose of Accounts Receivable Management: 2. AR management helps reduce overdue balances and retain clients by intervening early to resolve payment issues. 3. A proactive approach builds accountability with clients, improves cash flow, and reduces the risk of accounts becoming seriously delinquent. 4. Why Frequent, Multi-Channel Communication Matters: 5. Prevents Escalation: Early reminders reduce the chance of serious overdue balances. 6. Builds Accountability: Regular contact reinforces the importance of timely payment. 7. Increases Reach: Using multiple communication methods (calls, texts, emails) improves chances of connecting with clients. 8. Strengthens Relationships: Consistent communication allows us to work collaboratively with clients to address issues. 9. Using ARC for Documentation: 10. Document every interaction, reason for missed payments, and next steps in ARC to keep a clear record for follow-ups or escalations. 11. Proper documentation helps in tracking client responses, agreements, and future actions, supporting an organized and consistent AR management process. 12. Communications should be made directly in through ARC for automatic notation. 1. Use the Phone icon in the Details tab to call the client directly. 1. You can also note text messages here 2. Use the Email envelope Icon to send direct emails to clients, with access to the appropriate templates. Guidde: AR Management and Proactive Communication

Last updated on Jan 12, 2025