When one agency team runs speaker programs for several pharma clients, each client brings its own SOP, with its own lead times, speaker caps, and HCP attendance limits. Give each client its own workspace, so the rules, approvers, and data switch when a planner switches clients. This guide covers what should change with the client, who owns what, and how to test it.
- §4.2 Lead time: 21 days
- §6.1 Speaker cap (per year): $15,000
- §7.3 HCP attendance: 1 per topic in 12 months
- 3.1 Lead time: 30 days
- 5.4 Speaker cap (per year): $20,000
- 5.9 HCP attendance: 3 per year
- B.2 Lead time: 14 days
- C.1 Speaker cap (per year): $12,500
- C.6 HCP attendance: 2 per year
Three clients, three SOPs
A planner who runs programs for three clients carries three SOPs. One client wants 21 days’ notice for a program, another wants 30. One allows an HCP one program per topic in 12 months, another allows three a year. When those rules live in PDFs, the planner checks them from memory. A miss shows up at close-out, or in the client’s compliance review.
Treat a client switch as a rule switch
The workspace a planner opens should decide everything that belongs to the client: the program types and request fields, the approval paths and attendance limits, who can see or change a program, the branding and domains HCPs see, and the CRM connection and reports.
Agency planners work across the clients they support. Each client’s people see only their own programs.
See each client’s rules switch with the workspace on the For agencies page.
What changes with the client
| Operating area | Business question |
|---|---|
| SOP rules | Which lead times, caps, and limits apply, and how strict is each one? |
| Event types | Which program types and formats does this client run? |
| Requests and approvals | What information is required, and who reviews each decision? |
| People and access | Which agency, client, field, reviewer, speaker, and participant roles apply? |
| Participant experience | Which registration fields, messages, branding, and domains should appear? |
| Spend and close-out | Which expenses, allocation work, reports, and completion requirements apply? |
| Connected systems | Which CRM and Zoom connections belong to this workspace? |
Who owns what
When one client changes its SOP
The change is made once, in that client’s workspace. Its open programs follow the new rule, and dates already approved stay as they are. The other clients’ workspaces don’t change.
Test the boundary with two sample clients
A useful evaluation should use one agency team, two separately scoped client workspaces, and two different event types. Verify that:
- Changing workspaces changes the visible client context.
- Someone at one client can’t see the other client’s programs or reports.
- Event requirements and approval paths can differ between workspaces.
- Participant-facing branding changes with the selected client.
- CRM and reporting data stay with that client.
- Cross-organization administration is explicitly permissioned and recorded.
- A rule changed for one client leaves the other client’s programs alone.
Use clearly labeled sample data in any demonstration.
Common questions
Can one planner work for several pharma clients?
Yes. A planner can hold access to several client workspaces and switch between them. Each client's people see only their own workspace.
Can each client have different approvers and attendance limits?
Yes. Approvers, lead times, and HCP attendance limits are set per client, and per program type within a client. Honorarium caps follow each speaker's tier.