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Media Bookings · Your clients and media owners

What a client or media owner sees

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Share this page with your clients and media owners if they ask what the email is. They do not need a Koldheim account.

The email

It comes from Koldheim on behalf of your organisation, with one of these subjects:

  • Your approval is needed: Media plan: a version of the media plan, for the client to approve or comment on.
  • Confirm the booking: Insertion order: an insertion order, for the media owner to confirm.
  • A file has been shared with you: Material for: the material for a booking, for the media owner to download.

Steps for a client approving a plan

  1. Open the link in the email. The page shows the campaign, the version, any message, and the plan as a PDF.
    The page a client plan link opens, with the campaign and the version outlinedThe page a client plan link opens, with the campaign and the version outlined
  2. Press Open to read it, or Download to save it.
  3. Press Approve followed by the version, for example Approve Version 2, or press Request changes, type in What needs to change, and press Send my changes.
    The Approve Version 2 and Request changes buttons outlinedThe Approve Version 2 and Request changes buttons outlined

Steps for a media owner confirming a booking

  1. Open the link in the email. The page shows the insertion order as a PDF: the lines, gross, agency commission and net payable.
  2. Type your booking reference or a note in A note or your reference (optional).
    The page a media owner insertion order link opens, with a booking reference typed and the Confirm the booking button outlinedThe page a media owner insertion order link opens, with a booking reference typed and the Confirm the booking button outlined
  3. Press Confirm the booking.

What they will see

  • After answering, the page says what they answered and when. The link cannot be used to answer again.
  • A client who asked for changes gets a new email with the next version. The old link then says it has been replaced and no longer shows the plan.
  • A material link downloads the file until it expires, 14 days unless your organisation changed it.

Common problems

  • “This link has expired.” A plan link works for 7 days and an insertion order link for 72 hours, unless your organisation changed it. Ask the planner or buyer to send it again.
  • “This link has been replaced by a newer one.” A newer version or insertion order was sent. Use the most recent email.
  • “This link has been withdrawn.” The campaign or booking was cancelled.
  • “This link is not valid.” The address was copied incompletely. Open it from the email again.
  • The booking cannot be taken as it stands. The link only confirms. Contact the buyer, who will send a new insertion order.
  • Forwarding the email. Anyone with the link can answer it, and the answer is recorded against the address it was sent to.