Either you (the admin) or the vendor for each product can handle fulfillment. After a campaign closes, the fulfillment distribution list is sent automatically to any vendors that were associated with the product(s) in the campaign. This list contains the list of members who want to receive samples.

To ship samples, complete the following:

  1. Verify that the campaign is closed. Campaigns automatically end based on their specified end dates. If necessary, you can modify a campaign’s end date to accelerate the review process.
  2.  If necessary, download the fulfillment distribution list, which is a comma-separated value (CSV) file. For example, you can send the list to a fulfillment partner who was not part of the campaign. To download the list of members:
    1. Click Campaigns at the top of the portal.
    2. Click the name of the campaign in the Recently Sent Campaigns section of the page.
    3. Click the Product Fulfillment tab.
    4. Click Download Fulfillment Distribution List to download a CSV file containing the names, mailing addresses, and products requested by each participating member.
  3. Ship the product sample(s) to the members in the distribution list.
    Note: If the shipping carrier does not ship to PO boxes, you need to contact members who have specified a PO box as their shipping address. Contact these members and request that they update their profile with a new, street address. Then, you can download a new fulfillment distribution list.
  4. Indicate that the product samples have shipped. You can do this in two ways:
  • Update the CSV file for each member and then upload the CSV file to the portal. This method is preferred if an external fulfillment partner took care of shipping and it does not have access to the portal or if you want to record tracking information.

    1. Edit the CSV file and provide this information:

      • In the Shipped column, indicate the date of shipment in numeric format (not text), as follows: mm/dd/yyyy
      • In the Shipping Carrier column, provide the name of the shipping carrier in general format (not numeric), such as Fed Ex Ground, UPS, USPS, and so on
      • In the Tracking Number column, specify the tracking number for the shipment as provided by the carrier; this number must be in text format (not numeric or general format) and cannot contain dashes or other characters
      • In the Tracking URL column, provide the fully qualified URL to the carrier's site where the member can track the shipment; specify the URL in general format (not text or hyperlink format)

      Information provided in these columns is visible to members when they click Track Item on their dashboards.

    2. Click Campaigns at the top of the portal.
    3. Click the name of the campaign in the Recently Sent Campaigns section of the page.
    4. Click the Product Fulfillment tab.
    5. Click Update Tracking Info and then upload the file and map the fields.
  • Mark the products as shipped using the portal. Use this method if an in-house resource took care of shipping or if you used a shipping carrier who doesn’t provide tracking information.
    1. Click Campaigns at the top of the portal.
    2. Click the name of the campaign in the Recently Sent Campaigns section of the page.
    3. Click the Product Fulfillment tab.
    4. Select all products in the list that have shipped by clicking the check boxes on the right side of each row.
    5. Click Mark As Shipped above the table on the page.

The first Review Request email message is sent to members x days after products are marked as shipped, where x was specified when the campaign was created. This schedule cannot be modified after a campaign is launched.