Client setup

Set up a client's SOP once. Every program follows it.

One client wants three approvers, another two. One asks for a signed venue contract, another doesn't. When the setup lives in planners' heads, every new planner learns it again. Pharmagin turns each client's standard operating procedure (SOP) into its forms, lead times, and approval paths, for every format the client runs. Our team maps it with your planners before the first program.

Map a client's SOPWatch three formats

The start time field in a program type's setup: the earliest selectable date is 21 days from today, with no latest limit.

Approval path

2 approvers up to 10 HCPs
3 above

ProblemEach format asks for different things.

Each format gets its own form and lead time.

A program in person asks for the venue and the meal. A virtual one skips both and can go in sooner. A hybrid one asks for the venue and the meeting.

Lead timeBlockChecked when a date is picked

One client, three formats

Speaker programs in person, virtual, and hybrid

Step	In person	Virtual	Hybrid
The request asks for	Venue, meal, and audiovisual; in office or out of office	The online meeting; no venue or meal	Both the venue and the online meeting
Earliest date the client allows	Further out	Closer in	Further out
Attendance is recorded by	Sign-in on the HCP's phone, or a sign-in sheet	Attendance from the online meeting	Both, in one attendance record
Before close	Attendance, spend allocation, close checks	The same	The same

Each client sets its own rules for each format. The rows show one example.

ProblemApprovers differ by client, and by program size.

The approval path follows the request.

In this client's setup, a program for up to ten healthcare professionals (HCPs) goes to two reviewers, and a larger one to three. Each client sets its own path, by format, cost, or expected audience.

Business needRequire proofChecked at submit

A program type's approval setup: programs expecting 10 or fewer attendees go to two approvers, and all others go to three.

ProblemA required record turns up missing at close.

Each stage asks for its records before it moves on.

A signed venue contract comes before the program, when the venue needs one. A signed sign-in sheet comes before close. The planner sees what is missing before anyone tries to submit.

Required recordsBlockChecked at each stage change

A program type's required documents: a signed venue contract before the program starts when the venue requires one, and a signed sign-in sheet before close.

When the SOP changes

When the SOP changes, every open program follows.

Your client moves its lead time from 21 days to 30. The change is made once, at the level where it belongs, and every open request picks it up. Programs already approved keep their dates.

The program start date picker: days inside the client's lead time are greyed out, and the first selectable date is 21 days from today.

Where each setting lives

ClientBranding, users, and connected systems.
BrandTopics, materials, and budget.
Program typeFields, approvals, and close-out steps.
Service typeTemplates, fees, and expenses, for example in office or out of office.
ProgramThe people, venue, and spend for that one program.

SOP changes

Transcript · In person, online, or both · 1:27

Some speaker programs happen in person. Some online. Some both. Each format has its own lead time, its own meal rules, and its own proof of who attended. Your planner runs three processes and keeps them apart by hand. Then a meal lands on a virtual program, and the client's compliance team asks why. Pharmagin sets up each format the way the client runs it. An in-person program asks for the venue and the meal. A virtual program skips the meal and gets a shorter lead time. A hybrid program asks for the venue too. The form follows the format. In the room, HCPs sign in on their own phones, with a signature and a meal answer. Online, Pharmagin takes attendance from the meeting itself and marks who stayed long enough. Nobody types in a list. All three end on one record, and close against the same checklist. The client picks the format. Your planners run all three the same way. And your agency can bring advisory boards and training meetings onto the same record. To see this on one of your client's programs, book a program walkthrough at pharmagin.com.

Also in client setup

Fields
Custom and standard fields, their labels, and where they show.
Templates
Registration pages, invitation emails, and Word documents built from program data.
Surveys
Attendee, speaker, and rep surveys from reusable questions.
Brands and topics
Kept once and reused on every program.
Venues
No venue list yet? Search by name or address, with suggestions from Google. The venue you pick is saved to the client's list.
Roles and territories
Each role sees its own views. Reps and managers see their own territory.
HCP sources and sync
Where each client's HCPs are looked up, and how changes from its CRM are reviewed.
Branding and sign-on
The client's branding, email domains, and single sign-on.

Other program types, such as advisory boards and training meetings, are set up the same way.

Next step

Show us how one client runs its programs.

Bring its SOP and the formats it uses. We'll set them up in a demo workspace and show you where each rule lives.

Map a client's SOPBook a Program Walkthrough