Once a sponsorship is accepted, the work is the deliverables in the offer, one set each month. You submit them from the sponsorship's admin portal on Heylo. Heylo checks each submission to ensure compliance with the deliverables. The brand's placements run automatically on Heylo. The month's payout is sent once every required deliverable is accepted, so there is no report to write and no approval to chase. Only admins can submit deliverables: open the group tab, select Sponsorships, then select the sponsorship.
Start date
On the start date the brand's banner appears on your group profile, event pages, and email blasts, and the first deliverables unlock. Accepting a sponsorship also turns on your group's weekly email newsletter for active members, inactive members, and invitees, so the placements reach everyone. If the newsletter had no schedule, it is set to Mondays at 10:00 in your group's timezone. You can change both in the newsletter settings. For offers of $200 a month or more, your email quota is unlimited while the sponsorship runs. The email blast composer says so, and the quota returns to normal when the sponsorship ends.
Sponsorship admin portal
- Progress: the payout for the current month, whether it is pending or at risk, and a ring counting the month's required deliverables, including the placements Heylo adds.
- Benchmark: your group's impressions this month against comparable groups (see below).
- Messages: anything the brand has sent about the campaign. The admin who accepted the sponsorship is notified in the app, and the message also lands in their Heylo Support chat.
- Deliverables: what is due, in review, done, or needs a fix.
- Brand kit: the brand's link, logos, files, and messaging.
- The menu in the top corner opens View sponsorship terms and Contact support.
Deliverables and due dates
Each deliverable in the offer becomes dated items on the list. A repeating deliverable is counted from the start date: a weekly post is due 7 days after the start, then every 7 days. A deliverable with no repeat is due by the end of the sponsorship.
A repeating item stays locked until the previous one is due. Items further out are collapsed behind a count of more deliverables. Deliverables marked optional sit under EXTRAS · OPTIONAL and are not required for the payout. The placements Heylo runs show Heylo adds automatically and are already complete.
Submit a deliverable
- Select the deliverable. The sheet shows its due date and the description from the offer, which is what the submission is checked against.
- Enter what the sheet asks for: the announcement link for an email blast, the Instagram link for a post, an event from your group, or a URL for a link. An event has to be published, not private, and not canceled, or the sheet says so and asks for another.
- Select Submit.
The item moves to In review. Each post, announcement, or event can be submitted for one deliverable only.
Review and approval
Heylo reviews every submission against the deliverable's description and the brand's guidelines. Most decisions are automatic and arrive shortly after you submit. A submission that cannot be checked automatically goes to the Heylo team.
- Accepted: the item shows Completed with the date, and the admin who submitted it gets a push notification and email. Once every required deliverable in the month is accepted, the month's payout is released.
- Changes requested: the item shows the reason in red, and the admin who submitted it is notified. Select Resubmit, fix what the reason names, and submit again.
For a social media post, add Views and Accounts reached 24 hours after posting, when Instagram's numbers have settled. Select an accepted post and select Update to enter them. After 24 hours without them, the item shows Needs attention until you add them.
Past due deliverables
An item past its due date shows Past due with Submit now, and stays at the top of the list until it is submitted. Admins get a reminder email each morning listing what is past due. While anything is past due or rejected, Group Admin shows a badge and the app shows a red banner, Your sponsorship deliverables need attention. The month's payout is held until the item is accepted.
Notifications
Heylo tells you what needs you without opening the admin portal:
- Deliverable Approved and Deliverable needs attention, by push and email, to the admin who submitted.
- Sponsorship deliverables past due, by email to admins each morning something is past due, and Your sponsorship is at risk once the week has passed, naming the submission deadline.
- Sponsorship payout received, when a month's payout is sent.
- New message about your sponsorship, in the app, to the admin who accepted the sponsorship.
The past due emails are sent even if you have unsubscribed from Heylo email, because they are about money owed to your group.
Benchmark
The Benchmark card shows your group's impressions for the current month against a benchmark Heylo sets from comparable groups and sponsorships. Impressions are every time a member opens or acts in your group on Heylo during the month, not counting email opens. The views you enter for social media posts are added to them. The percentage is how far along you are, and your impressions are shared with the sponsor.
What the brand sees
- Each submission: the link, the caption and images of a post, the text of an email blast, and the name, date, and number of members going for an event.
- The views and accounts reached you enter for a post.
- Impressions from the Benchmark, and impressions and clicks on the brand's placements.
The brand sees counts, not members: nothing on its dashboard names a member of your group.
Brand kit
The Brand kit at the bottom of the admin portal is what the brand gave your group to work with. It holds the brand's Link, its logos under Images, files under Attachments, and talking points under Messaging, each with a copy or save button. The deliverable's description says what the brand checks for, and the brand kit is the material to meet it with.
Sponsorship terms
Open the menu in the top corner and select View sponsorship terms to read the agreement. It lists the brand, the period, the monthly payment, each deliverable with its description, and the brand's guidelines. It also shows the acknowledgements you checked when you accepted, including the Heylo Sponsorship Terms.
After the sponsorship ends
Your group has 7 days after the end date to submit anything outstanding. Once the last month's deliverables are accepted, the sponsorship shows Completed, and its payouts stay listed under Payouts on the Sponsorships screen. See Sponsorship payouts.