T O L M A N M E D I A
Tolman Media
Mexico
A Manager's Role
The most important role of a Tolman Media manager is to make sure our clients and our creatives are taken care of and have a great experience working with us! Managers work closely with salespeople to ensure our clients are booked with the package that best fits their needs. Managers are the liaisons between the clients and their photographer and/or videographer. They are responsible for the client once they book all the way until their media has been delivered and hopefully we've gotten a good review! Managers are the main point of contact for clients and creatives and should be available to answer any questions or concerns they have during the process.
Upcoming Events
Once a client signs their contract and pays their deposit, they become the responsibility of the manager. The manager should then do the following:
- Make sure the bride has paid their deposit and signed their contract. Make sure we have signed their contract as well.
- Establish communication with the client by creating an automation on Market Surge (<3 months, 4-12 months, >12 months)
- Assign a team using Wedding Smash. Inform the client of who their photographer and/or videographer will be.
- Send the client their wedding details link to fill out via Wedding Smash.
Initial Check Up
How to Assign a Project on Wedding Smash
How to Start an Automation in Market Surge
Sending Wedding Details to Client and Creatives
Week Of The Event
During the week of the event, it is important for the manager to check in multiple times with the client and the creatives to make sure everything is good to go. This is a crucial time to make sure the details of the event are correct - addresses, times, shot list, etc. It is also imperative that you verify the package details to make sure the client knows what they booked. This is a good time to offer any upgrades or add-ons. Throughout the week of the event, you should check off the following tasks:
- Reach out to the client to make sure they are good to go
- Reach out to the creative(s) to make sure they are good to go
- Verify package details with both the client and the creatives
- Make sure the client has paid in full
- Create upload link(s) on Box
Event Reminders for Creatives
Creating Box Links
Event Check-Ins for Clients
Verifying Event Details and Payments
Fulfillment
You might think that your job is pretty much done since the event is over but fulfillment is one of the most important parts of your job! Hopefully the event went well, the client had a good experience, and the creatives did a good job. Your goal now should be to ensure the media gets uploaded, edited, and delivered to the client, as well as making sure the creatives get paid for their time and efforts. Here is the fulfillment checklist:
- Verify the creatives have uploaded their media to Box. This should be within 48 hours following the event.
- Make sure the footage has been submitted to the editors utilizing the editor's portal.
- Make sure the editor has received the client's song choices, if needed.
- Approve the creative invoices.
- Approve the editor invoices.
- Deliver the edited media.
- Ask the client to leave us a review.
Submitting an Editing Request
Sending Photos to Clients
Approving Creative Invoices
Checking on the Status of a Project in Editing
Send Videos to Clients
Approving Editor Invoices
Review Requests
Utilizing the Manager Assistants
We know how busy managing clients and creatives can be. Therefore, we have provided you with two manager assistants!
Though using the manager assistants is optional, it is recommended so you can spend more time taking care of your clients and creatives. Here are the tasks that the manager assistants can help you with:
Media delivery
Creating box links
Sending event reminders to clients and creatives
Starting automations on Market Surge
Wedding Smash clean up
They are also available for projects that come up, such as Honeybook transfers, billing for songs, etc.
Customer Service
You might think that your job is pretty much done since the event is over but fulfillment is one of the most important parts of your job! Hopefully the event went well, the client had a good experience, and the creatives did a good job. Your goal now should be to ensure the media gets uploaded, edited, and delivered to the client, as well as making sure the creatives get paid for their time and efforts. Here is the fulfillment checklist:
- Verify the creatives have uploaded their media to Box. This should be within 48 hours following the event.
- Make sure the footage has been submitted to the editors utilizing the editor's portal.
- Make sure the editor has received the client's song choices, if needed.
- Approve the creative invoices.
- Approve the editor invoices.
- Deliver the edited media.
- Ask the client to leave us a review.