A speaker program passes through many hands before it closes. When nobody sees the whole program, approvals stall and a rule gets missed. Here is one in-person program on Pharmagin, from the rep's request to spend per healthcare professional (HCP), with its exceptions: a walk-in, a no-show, and a late correction.
One speaker program passes through many hands. The client's SOP sets a rule at every step, and your planner checks them from memory. When nobody sees the whole program, approvals stall and a missing record turns up at the end. Pharmagin keeps the whole program on one record, and checks each rule as it applies.
Request
A sales rep requests an in-person program. Each program type has its own form and approvals. The rep can only request programs in their own territory, and the topics follow the brand. Pharmagin greys out dates inside the lead time. The rep takes an evening six weeks out and adds the headcount. The venue comes from the client's list, or from a Google search when the client has none. Then the meal and the audiovisual needs. Pharmagin offers the rep only the speakers who can take this program. A contract for this brand and date, training on the topic, and room under the cap. The rep adds one. The request goes in once the speakers, the headcount, and the budget check out. The regional manager gets an email and approves. For over ten HCPs, the client adds a third reviewer. Pharmagin shows the planner who holds each decision, and for how long.
Speaker and venue
A speaker can also be added later, from the program's Speakers page. The same checks keep out anyone who can't take it, and the planner can see why. A speaker booked elsewhere that evening is flagged, not blocked. The planner decides. Then the planner confirms with the speaker that they can be there on time, and checks the venue against the client's rules.
Audience
The rep hands out a printed invitation with a registration code. HCPs register on their own phones, by name or NPI, and their details come with their record. Pharmagin stops an HCP who has reached the client's attendance limit. The planner meets the same limit when adding attendees.
Program night
On program night, HCPs sign in on their phones, with a signature and a meal answer. The planner sees arrivals live, and Pharmagin keeps no-shows visible for follow-up.
Close-out
After the program, the planner reviews who attended, who did not, and who walked in, then confirms the record. A walk-in added later needs a reason, and Pharmagin keeps it on the record. The rep signs the post-program certification the client requires. Before close, the checklist shows what's left: attendance, expenses, and the spend allocation. Once the spend is allocated to each HCP, the program is ready to close. A later correction reopens the program and keeps its history, with a name and a time.
Report
Once the program closes, every HCP's share is in Aggregate Spend, ready for the client's Open Payments report. And the attendance has already gone back to the client's CRM. One record from request to report, each rule checked along the way. Your planners chase less, and your agency answers the client from the record. To see this on one of your client's programs, book a program walkthrough at pharmagin.com.
01 Request
Who acts the rep, the approvers, the planner
The rep requests an in-person program. Dates inside the client's lead time can't be picked, and the rep is offered only the speakers who can take the program. The request then goes to the client's approvers in order, and the planner sees who holds it and for how long.
02 Speaker and venue
Who acts the planner
Speakers can also be added from the program itself, with the same checks. The planner confirms with the speaker that they can be there on time, and checks the venue against the client's rules. A speaker booked for another program that evening is flagged, and the planner decides.
03 Audience
Who acts the rep, the HCP, the planner
The rep hands out a printed invitation, and the planner sends email invitations. HCPs find their own record by name or NPI and register on their phones, so each registration ends on one HCP record. An HCP at the client's attendance limit is stopped there, and the planner sees the same limit.
04 Program night
Who acts the HCPs, the planner
Each HCP signs in on their own phone, with a signature and a meal answer. The planner sees arrivals as they happen. A walk-in signs in at the door, and no-shows stay visible.
05 Close-out
Who acts the planner, the rep
The planner confirms who attended and matches each attendee to an HCP record, and the rep signs the post-program certification. The program closes once each HCP's share of spend is allocated. A later correction reopens it without losing its history.
06 Report
Who acts finance, the client's compliance team
The closed program joins Aggregate Spend: one row per HCP, with a reason on every excluded row. Its attendance is already in the client's CRM.
Each client's standard operating procedure (SOP) is checked at the step each rule applies to, and every step stays on the program's record. Your planners spend less time chasing approvals, close-out holds fewer surprises, and spend per HCP is ready the day the program closes.
A real program, an awkward exception, or an integration that never worked right. We'll show you how it would run on Pharmagin.