Onboarding Guide
Welcome aboard Radio Workflow! This guide walks you through the onboarding process from signing up to going live, so you know what to expect at each step and who on your team is involved.
Plan your go-live date
Give yourself a cool-off period of about a month to get set up and ready to go live. It is a good idea to kick off on the first day of a new month — that way, when you bill your clients through Radio Workflow for the first time, you are charging for a complete month's services.
Your onboarding session
During your initial onboarding session, one of our team members asks some questions to understand your needs. Think of this session as a meet and greet, where we learn about:
- Your automation system.
- Your go-live plans and timeline.
- The traffic system you are currently using.
- Any other important details about how your station operates.
Our team may ask you for a copy of an on-air log from your current traffic system. This helps us set up your workflow correctly so you can export your first log smoothly. We also arrange a follow-up session to help you build your clocks, unless there is time to cover that in the first meeting.
Build your clocks
We show your Traffic Manager how to create a traffic clock, then let them take the reins. This gives them time to think about clock design and the Spot Types they will need on the contract side to make the clocks work for your station.
A handy tip: print out a clock from your previous traffic system to use as a reference while building your new clocks.
Train your sales team
We generally wait for your Traffic Manager to finish the clocks before training your salespeople. This keeps them from jumping the gun and adding contracts before the clocks are ready — changing clocks after contracts exist can mean a lot of contract revisions.
Once the clocks are in place, we arrange a training session for your sales team. After that, they can start populating your workspace with contracts. When the contracts are in, you are ready to build your first daily log.
Traffic Manager training
At this point, your Traffic Manager is ready for more training. They learn how to:
- Use the Log Editor and build the daily log.
- Manage copy rotations.
- Accept traffic orders.
- Enter contracts.
When you are ready, one of our team members reaches out to arrange this session. Afterwards, your Traffic Manager enters the copy rotations for your active contracts.
Build your first log
Once the copy is entered, build your first daily log. This is where any log issues show up, such as missing copy. If anything is missing, resolve it before trying to export your log — the missing copy alerts point you to exactly which spots still need attention.
Set up your automation export
After you have successfully built your first log, we help you set up the Log Transfer Service on your office computer. This desktop app exports your logs to your automation system.
When you have a clean, error-free log, you are ready to lock it and send it to your automation system. After exporting, you can still make last-minute tweaks to the clock in Radio Workflow — sometimes it takes a few export runs until you are happy with the outcome in your automation system.
Go live
Well done — you are now all set for your go-live date! When the day rolls around, you create and export your first live log.
Opening balances
The final step, usually completed within the month of your go-live date, is to export an aging report from your old system. A team member imports this into Radio Workflow as opening balances. Once that is done, Radio Workflow becomes your master system for all payments and adjustments, and you can retire your old traffic system.
That's the process of moving to Radio Workflow in a nutshell. Thanks for choosing us — we look forward to supporting you on the journey.