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Pre-Production — can be set-up later, but might be helpful when confirming project scope and price. If you intend to provide a storyboard and script in pre-production, it would be pertinent to set these up at first, as these will be represented in the Project Confirmation email.
Filming Details — can be set-up later, but might be helpful when considering project scope and price.
Deliveries — The client sees the number of video deliveries in the Project Confirmation email and in the draft presentation of the project on Client Hub. It is recommended that you attempt to establish the basic details for all of your video deliveries prior to project confirmation.
Uploaded Files — You and the client can upload and share files and assets for the project here. You can also access any stored VMSX Brand Hub assets specific to this client.
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No files can be delivered directly from HubSpot into the VMSX. If your sales team or RMs received any files during their HubSpot communications, you will need to source it directly from the Hubspot HubSpot Deal via the link provided in the email sent upon notification that you received when the deal being successfully won. them and upload to the VSMX project yourself.was “closed”. |
At this point, it is worth a reminder that you cannot deliver any of your production jobs to the client without first confirming and activating this project.
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Don’t forget: until you have confirmed and activated your project, it is considered a “draft” project. If you leave the completion of your project set-up for later, you will need be able to look - up the project on the Project via the Projects page.VMS “Draft Orders’ list to re-discover your projectActive Projects list. |
Project confirmation and activation
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We cover all of the Invoice tab elements and options within the Invoices deep-dive guidelines. It is recommended that you go through those guidelines before confirming and activating a project. |
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The project’s Relationship Manager
The Project Manager
The total number of videos deliveries (if there are any)
plus the allowance of change requests
The total number of shoots (if there are any)
The totals of some of the pre-production deliverables (if included)
Script
Storyboard
A summary of the total project price, including:
How much of their production credit has been used
GST
The total amount that will be invoiced
Invoice conditions:
When the invoice will be sent
The length of the payment terms
Who will receive the invoice
A link to project on Client Hub — takes them directly to their project on the Client Hub
A link to pay the invoice immediately — takes them directly to the invoice tab within the project on Client Hub. This will only work if the user is an Admin or Accounts contact for the client.
How to handle Credit Packs in the VMSX
Don’t!
All pre-paid production credit packs are sold and managed in HubSpot. Once sold, they are automatically confirmed in sent to the assigned Producer for confirmation within the old VMS and the credit pack made available to your projects via the Invoices tab, when appropriate.
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Currently, you will only see your project status displayed next to the project’s name after you open the project. The status will eventually be added to VMS Projects lists, as well as being useful for production reports.
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Clients will |
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see these same statuses on the Client Hub. |
The following list introduces you to all of the project statuses you will encounter. Note that some of these statuses have not yet been released.
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