Radio Holdings: Frequently Asked Questions

 

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Setting up a new client in Radio Holdings

How long does it take to set up a new client in Holdings?

Please allow up to 2 business days after a booking is confirmed with a network for new clients to be set up in RadioMATRIX and to be configured in Spectra MD Holdings. If the client does not appear please contact your Spectra MD system administrator in the first instance, otherwise submit a support request to RadioMATRIX via our support form. Note; All new clients are subject to strict configuration rules and approvals in RadioMATRIX prior to having their bookings released for Holdings. Do not wait any longer than 2 business days before making an enquiry especially if the booked activity is going to air.

How long does it take to move a client from one agency to another?

Please allow up to 2 business days after a booking is confirmed with a network for the newly represented client to be set up in RadioMATRIX and released into Spectra MD Holdings. If the client does not appear, please contact your Spectra MD system administrator in the first instance as the client may need to be configured to the correct branch in the Spectra MD, otherwise submit a support request to RadioMATRIX via our support form. When clients change agency representation, they are subject to strict configuration rules and approvals in RadioMATRIX prior to having their bookings released for Holdings. Do not wait any longer than 2 business days before making an enquiry especially if the booked activity is going to air.

How long does it take to reassign contracts in a co-shared contract client relationship?

Where a client has multiple agency representations (typically via an agency panel) and depending on the network booking, approvals may need to be sought to release specific campaigns into holdings. Please allow 1-2 business days for this to appear in Holdings. These clients are typically state government departments or where an advertiser uses a particular agency for a given market.

A new client has been setup or reassigned in Spectra MD but is not showing up in Radio Holdings. What do I do?

A new client will not appear in Spectra MD Holdings until the network confirms the booking and the relevant configuration and approvals in RadioMATRIX are completed. Please allow 2 business days for this to appear in Radio Holdings.

Viewing bookings in Radio Holdings

On what day does a Radio Holdings Week commence?

A new Radio Holdings Period begins on the Sunday of the week that contains the first day of the month. All bookings need to be confirmed in Spectra MD ideally prior to going to air and must be fully checked for completeness prior to the end of the current Radio Holdings period. As agencies commence monthly invoicing from the third week in the month, it is advisable that all bookings for the Radio Holdings period be confirmed before this time. Changes to a booking less that 2 business days in advance need to be actioned directly as a Late Change.

Download this handy FY21 Radio Holdings Calendar which contains the start of each Radio Holdings period.

How long can you can see the previous month's bookings in Radio Holdings?

Radio Holdings does not currently have the ability to show you bookings from the previous month. It can only show you current month and bookings into the future. Contact your Spectra MD Systems Manager as they may be able retrieve the information for you. Should this not be possible please provide details of the client/advertiser code and/or name, the name of the campaign and the dates of the missing booking to RadioMATRIX via the support form.

Download this handy FY21 Radio Holdings Calendar which contains the start of each Radio Holdings period and dates of when the prewious month’s bookings are no longer available.

I can no longer see my bookings in Radio Holdings. What do I do?

In the first instance refer any questions to your Spectra MD system administrator as there may be filtering that hides the booking or there may be additional configuration required in Spectra MD. They may be able to directly answer your questions. Otherwise, please provide details of the client/advertiser name, the name of the campaign and the dates of the missing booking to RadioMATRIX via the support form.

I need to retrieve Radio Holdings data prior to the current Radio Holdings Period. How do I do it?

Radio Holdings data is only available for the current Radio Holdings Period; this is why it is important to confirm bookings in a timely manner. When rolling over into the new Radio Holdings Period the previous bookings are removed from Radio Holdings, this is a restriction of Spectra MD. Contact your Spectra MD Systems Manager as they may be able retrieve the information for you. Should this not be possible please provide details of the client/advertiser code and/or name, the name of the campaign and the dates of the missing booking to RadioMATRIX via the support form.

How long does it take for a new booking to appear in Radio Holdings?

Allow up to 2 business days for the booking to appear once a booking is completed and confirmed by the network. The majority of bookings should be applied in holdings the next business day.

It's been 2 days and I can't see my booking in Radio Holdings? What do I do?

If the client does not appear please contact your Spectra MD system administrator in the first instance, otherwise contact the network account rep to see if the booking has been confirmed and released by the network. The network should be able to confirm the Spectra MD Client Code, Product Code and Contract Number for the booking. Otherwise, submit a support request to RadioMATRIX via our support form, quoting the client name, campaign description and the contract/booking reference number (if known).

Late changes

What is classified as a late change?

Late Changes are any changes to a booking that will affect what goes to air in less than 2 business days. This is considered too close to the air date for the agency to be expected to check the booking data in their “Holdings” system without special notification.

Why do late changes occur?
  • Change to the booking dates
  • Change to the spot type or booking parameters
  • Rate change
  • Campaign top up or waitlist changes
  • Most changes occur due to agency approved (or requested) changes or cancellations
Who’s responsibility is to communicate a late change?

The network has the responsibility to notify the agency of the changes “manually”. e.g. e-mail, phone call etc. as quickly as possible.

I’m not receiving information on all of the clients/agencies that I manage. What do I do?

If you’re not seeing the information on all the clients/agencies you manage, please email your network administrator to make the necessary adjustments first. Should your network administrator not be able to resolve the issue, contact RadioMATRIX via our support form.

What Late Change information do networks need to report on to agencies?

You will be given a summary in the email of how many spots, stations, advertisers and agencies have had changes made to their bookings that affect the next 2 business days i.e. Mondays report it will show changes made to Tuesday and Wednesday and on Thursday will show changes to Friday/Saturday/Sunday and Monday. Networks only need to report any changes that were not a direct result of a requested change made by the agency.

What do I do when I receive a Late Change notification from a Network?

Follow the RadioMATRIX link in the email to log in and review the Late Change Report. Select Click here in the Late Change Summary (Home screen) to go to the Late Change Report.