# Podcasting & Social Media A practical guide to configuring Daylite for content creators — covering brand deals, sponsorships, collaborations, audience growth, and business contacts, all in one place. *** ## Why Daylite for Content Creators Content creation is a relationship business masquerading as a media business. The deals, the income, the growth — it all flows through relationships: with brand managers, talent agents, PR reps, fellow creators, production crew, and the agencies who broker partnerships. Most creators manage this through a combination of Gmail, scattered spreadsheets, and memory, which works until it doesn't. A missed follow-up on a $10,000 sponsorship, a brand you forgot to pitch, a collaboration that fell through because no one followed up — these are the real costs of not having a system. Daylite brings your contacts, deals, calendar, and tasks into one place and links everything together. A brand manager's email history, the current status of their campaign pitch, the contract deadline, and your next follow-up task all live on one record. When your business manager asks about the Q3 pipeline, you can answer in seconds instead of digging through email. *** ## Similar industries * **Newsletter writers and Substack creators** — same mix of brand partnerships, affiliate relationships, and audience-facing commitments. * **Twitch streamers and live content creators** — juggle sponsorship deals, event appearances, and community partnerships the same way. * **Musicians and independent artists** — label relationships, booking agents, sync licensing pitches, and touring partnerships fit the deal pipeline structure. * **Influencer managers and talent managers** — use this guide as a CRM foundation for tracking deals and contacts across a roster of clients. * **Speakers and thought leaders** — brand partnerships, keynotes, and media appearances map naturally to the opportunity pipeline and contact model. *** ## People vs. Companies — Know the Difference This is the most important concept to understand before setting anything else up. Daylite treats **People** (individual contacts) and **Companies** (organizations, brands, agencies) as entirely separate objects, each with their own categories, keywords, roles, and history. Getting this right will make your database far easier to search and filter. ### The Core Mental Model **Brand deals and sponsorships:** the *Company* is your client — the brand. The individual you negotiate with (a Brand Partnerships Manager, a Marketing Director, a PR rep) is a Person *linked to* that Company in a Role. This matters because contacts change jobs constantly in the creator industry. If your Brand Partnerships Manager at a skincare company leaves, you don't want to lose the full deal history — it should stay on the Company record, intact, so you can pick up the relationship with whoever replaces them. **Individual creators, editors, collaborators, and agents:** the *Person* is the primary record. A fellow creator you collab with, your video editor, your talent agent — these are all People. Their relationship with you is personal and direct, not mediated by an organisation. ### Which Record Type to Use | Scenario | Primary Record | Secondary Record | How They Connect | | ----------------------------------- | ----------------------------------- | ------------------------------ | -------------------------------- | | Brand sponsorship deal | **Company** (the brand) | Person (your contact there) | Role: Brand Partnerships Manager | | PR outreach | **Company** (the agency or PR firm) | Person (your account rep) | Role: PR Manager | | Influencer agency / MCN | **Company** | Person (your agent or manager) | Role: Talent Manager | | Fellow creator collab | Person | — | Relationship: Collaborates with | | Freelance editor / thumbnail artist | Person | — | Relationship: Works with | | Production company | **Company** | Person (producer) | Role: Producer | | Independent talent manager | Person | — | — | | Conference / event contact | Person | Company (their employer) | Role: Employee | > **The key distinction:** If the business relationship is with a *brand or agency* — a company that might swap out your contact person — make the Company the primary record and link the individual as a contact with a Role. If the relationship is with *a specific person* regardless of where they work, make the Person the primary record. Your editor is always your editor. Your "Nike contact" might be three different people over the years. *** ## Setting Up People (Individual Contacts) People in the creator world fall into a wide range — brand-side contacts, fellow creators, crew, agents, and your own audience members who become customers or business relationships. Set up your structure before you start importing. ### People Categories Categories are broad buckets — the *type* of person. Keep this list short and mutually exclusive. | Category | Who it's for | | ----------------- | --------------------------------------------------------------------------- | | **Creator** | Fellow YouTubers, TikTokers, podcasters, streamers you collab with or track | | **Brand Contact** | Your point of contact at a sponsor or potential sponsor | | **Agency / Rep** | Talent managers, agents, PR reps, MCN contacts | | **Crew** | Editors, thumbnail artists, videographers, sound, production support | | **Prospect** | Brand or creator contact you haven't yet worked with but want to | | **Personal** | Non-business contacts | ### People Keywords Keywords are the detail layer — stack as many as needed per person. A contact can have multiple keywords. **Platform / content type:** * YouTube * TikTok * Instagram * Podcast * Twitch / Livestream * Newsletter * Blog **Relationship status:** * Current Sponsor Contact * Past Sponsor Contact * Warm Lead * Cold Outreach * VIP * High Value **Creator tier (for tracking peers and collaborators):** * Nano Creator (< 10K) * Micro Creator (10K–100K) * Mid-tier Creator (100K–1M) * Macro Creator (1M+) **Lead source:** * Lead Source: Inbound Inquiry * Lead Source: Cold Outreach * Lead Source: Referral * Lead Source: Conference / Event * Lead Source: Mutual Creator ### Roles Roles describe the function someone plays *in the context of a specific deal or project* — not their job title. | Role | Used when | | -------------------------- | ------------------------------------------------------------- | | Decision Maker | Has authority to approve and sign off on the deal | | Brand Partnerships Manager | Your primary day-to-day contact on a campaign | | Legal / Contracts | Who you deal with on NDAs, MSAs, and individual agreements | | Billing Contact | Who receives invoices or processes payments | | Creative Approver | Reviews and approves deliverables before you publish | | Talent Manager | Your own manager or agent, linked to deals they brokered | | Collaborator | Fellow creator linked to a collab project | | Production Contact | Editor, director, or crew member linked to a specific project | > **Role vs. job title:** "Sarah is the Decision Maker on Project BrandX" is a Role. "Sarah is a VP of Marketing" is a job title — that goes in the contact's Title field, not as a Role. Use Role for Smart Lists and filtering (it's a consistent dropdown); use Title for context (it's free text and won't reliably filter). ### Relationships Relationships capture the two-way connection between people. * Referred by / Referred to * Collaborates with / Collaborated on * Works with * Manager of / Managed by * Introduced by / Introduced to * Friend of > **Referral tracking tip:** When a fellow creator introduces you to a brand, or a manager connects you with a new client, link those contacts with a "Referred by / Referred to" relationship. Over time, this shows you exactly who your best connectors are — and makes sure you thank them appropriately. *** ## Setting Up Companies (Brands, Agencies & Media Companies) For sponsorships and brand partnerships, the Company is your client. Every brand you pitch or work with should have a Company record — even before you have a contact there. ### Company Categories | Category | What it's for | | ----------------------- | ------------------------------------------------------------------- | | **Active Sponsor** | Brands you have a current or ongoing deal with | | **Past Sponsor** | Brands you've worked with previously | | **Prospect** | Brands you want to pitch or are in early conversations with | | **Talent Agency / MCN** | Agencies and multi-channel networks representing creators | | **PR Agency** | PR firms that reach out on behalf of brands | | **Media / Production** | Production companies, studios, podcast networks | | **Platform** | YouTube, TikTok, Meta — useful if you have direct platform contacts | | **Vendor** | Software, gear suppliers, and tools you use professionally | ### Company Keywords **Deal type:** * Dedicated Integration * Mid-Roll Sponsorship * Pre-Roll Sponsorship * Affiliate / Commission Only * Product Exchange (No Fee) * Ambassador Program * Event / Appearance * Licensed Content **Category / niche:** * Tech & Software * Finance & Investing * Health & Wellness * Gaming * Beauty & Lifestyle * Food & Beverage * Education & Productivity * Travel * Fashion & Apparel * B2B / SaaS **Relationship quality:** * Repeat Sponsor * High Value * Preferred Partner * Exclusivity Required * Payment Issues (flag for caution) ### Company Types * Corporation * Small Business / Startup * Agency * Non-Profit * Platform * Media Company ### Company Industries Use the built-in Industry field to classify brands for filtering and outreach. * Technology * Consumer Goods * Financial Services * Health & Wellness * Entertainment & Media * Education * Retail & E-commerce * Travel & Hospitality * Gaming ### Roles on Companies | Role | When to use it | | -------------------------- | -------------------------------------------------------- | | Primary Contact | Your main day-to-day contact at this company | | Decision Maker | Who ultimately approves deals and budgets | | Brand Partnerships Manager | The specific person managing influencer/creator programs | | PR Manager | Who handles media and creator outreach | | Legal / Contracts | Sent contracts and handles terms | | Billing Contact | Accounts payable — who pays your invoices | | Account Manager | Agency-side contact managing the brand relationship | ### Company Relationships * Parent Company of / Subsidiary of * Partner of / Works with * Referred by / Referred to * Competes with *** ## Sponsorships & Brand Deals (Opportunities) Every brand conversation that has the potential to generate income — from a cold pitch to a warm inbound — should become an Opportunity in Daylite. This is how you keep your pipeline visible and avoid letting deals go cold while you're focused on filming. When to create an Opportunity: * A brand reaches out about potential sponsorship * You pitch a brand via email and they respond positively * You're connected to a brand through an agency or fellow creator * A past sponsor signals they want to run another campaign **Naming convention:** use a format that makes the Opportunity instantly identifiable on the pipeline board — `[Brand] – [Campaign / Product] – [Month/Quarter]`. For example: `Athletic Greens – New Year Campaign – Q1 2026` or `NordVPN – Ongoing Integration – 2026`. ### Opportunity Categories | Category | What it's for | | -------------------------- | ------------------------------------------------------ | | **YouTube Sponsorship** | Dedicated video or integration on your YouTube channel | | **Short-Form Sponsorship** | TikTok, Reels, YouTube Shorts | | **Podcast Sponsorship** | Sponsorship of a podcast episode or season | | **Newsletter / Blog** | Paid newsletter placement or article | | **Ambassador Program** | Ongoing brand relationship across multiple platforms | | **Event / Appearance** | Paid appearance, keynote, or conference | | **Licensing** | Licensing your content or likeness to a brand | ### Opportunity Keywords * Exclusivity Required * Multi-Platform * Recurring / Renewal * NDA Required * Payment Upfront * Affiliate Component * Usage Rights Extended * Rush Turnaround ### Opportunity Types Opportunity Type captures *how* the deal came to you — useful for understanding which channels generate the most revenue. * Inbound – Brand Direct * Inbound – PR Agency * Inbound – Talent Agency / MCN * Outbound – Cold Pitch * Outbound – Warm Intro * Referral – Creator * Referral – Manager / Agent * Platform Program (e.g. YouTube Brand Connect) * Repeat / Renewal ### Won and Loss Reasons Track these consistently — over time, patterns emerge that tell you where to focus. **Won:** * Strong Audience Fit * Competitive Rate * Fast Turnaround Offered * Long-Term Relationship * Referral from Trusted Source * Renewal from Past Campaign **Lost:** * Rate Too High (Brand's Budget) * Audience Mismatch * Competing Creator Selected * Brand Paused Spend * Missed Deadline / Response * Exclusivity Conflict ### Opportunity Pipeline This pipeline covers the full arc of a brand deal — from first conversation to invoice paid. | Stage | What it means | | ----------------------------- | ----------------------------------------------------------------------------- | | **1. Initial Conversation** | First contact made — email received or cold pitch sent | | **2. Qualified & Interested** | Both sides have expressed genuine interest — media kit sent or rate discussed | | **3. Proposal Sent** | You've submitted a formal proposal, rate card, or campaign concept | | **4. Negotiation** | Back-and-forth on rates, deliverables, exclusivity, or timeline | | **5. Contract Out** | Deal agreed — contract sent and awaiting signature | | **6. Contract Signed** | ✅ Confirmed. Move to a Project for production. | | **7. Lost / Passed** | Deal didn't close — log the reason | *** ## Content Production & Campaign Delivery (Projects) When a deal is signed, convert the Opportunity to a Project. The Project tracks everything from briefing through delivery and final payment. Each sponsorship or collaboration becomes its own Project so all assets, emails, tasks, and milestones stay together in one place. ### Project Pipeline Stages | Stage | What's happening | | ----------------------------------- | ------------------------------------------------------------------------------------------------- | | **1. Brief & Onboarding** | Contract signed. Campaign brief received. Links, assets, and talking points requested from brand. | | **2. Script / Concept Development** | Script written, talking points drafted, creative approach confirmed with brand. | | **3. Awaiting Brand Approval** | Script, concept, or outline submitted to brand for approval before filming. | | **4. Filming** | Active production — content being recorded. | | **5. Editing** | Post-production in progress. | | **6. Awaiting Final Approval** | Edited video or draft content submitted to brand for final sign-off. | | **7. Published** | Content live. Link sent to brand. | | **8. Invoice Sent** | Invoice submitted — awaiting payment. | | **9. Complete** | Payment received. Project closed. | ### Project Categories * YouTube Sponsorship * Short-Form Sponsorship * Podcast Sponsorship * Collab Video * Brand Ambassador Campaign * Event / Appearance * Licensed Content * Personal Project / Non-Sponsored ### Project Keywords * Script Approval Required * Brand Assets Pending * Rush Turnaround * Multi-Platform Delivery * Usage Rights: Extended * Evergreen (no publish deadline) * Seasonal / Time-Sensitive * Requires Legal Review *** ## Using the Boards for Weekly Business Reviews The Opportunities and Projects Boards give you a real-time picture of your business — what's in the pipeline, what's being produced, and what's overdue. ### Opportunities Board A healthy creator pipeline on the Opportunities Board looks like ongoing activity at every stage — new conversations coming in at the top, a few in negotiation, and contracts regularly moving to signed. What to look for each week: * **Proposals with no movement** — if a proposal has been sitting for 2+ weeks without a response, send a nudge. Daylite shows you how many days each Opportunity has been in its current stage. * **Contracts not yet signed** — an agreed deal that hasn't moved past Contract Out after 5–7 days needs a follow-up. Contracts die in email inboxes. * **Cold pipeline** — if you have fewer than 3–4 active Opportunities, you need to be outreach-active right now, not after your current project is done. > **Set a default pipeline.** Any Opportunity created without an assigned pipeline won't appear on the board at all. Go to Settings > Pipelines and set your Sponsorship pipeline as the default so every new deal lands on the board automatically. ### Projects Board The Projects Board shows every active campaign from Brief to Complete. For creators, the key bottlenecks are usually Brand Approval and Invoice Sent — deals where the ball is in someone else's court. What to look for each week: * **Stuck in Brand Approval** — if multiple projects are waiting on brand sign-off, you may need to follow up proactively. Some brands let approvals sit for weeks without prompting. * **Published but no Invoice Sent** — this is money you've earned but haven't billed. It should never be more than 1–2 days after publication. * **Overdue due dates** — sort the board by Due Date to surface anything past its agreed publish date or payment term. *** ## Calendar Categories Colour-code your calendar to see your week at a glance — filming days, approval deadlines, business calls, and personal time should all be distinct. | Category | Suggested Colour | Notes | | ---------------------- | ---------------- | ---------------------------------------------------- | | **Filming Day** | Red | Treat as blocked — no other meetings | | **Brand Call** | Orange | Briefings, negotiations, check-ins with sponsors | | **Creator Collab** | Yellow | Joint content shoots, podcast recordings with guests | | **Editing Block** | Blue | Deep work, no interruptions | | **Admin / Outreach** | Grey | Pitch emails, contracts, invoicing | | **Deadline** | Purple | Publishing deadline, contract deadline, payment due | | **Event / Appearance** | Teal | Conferences, meetups, live events | | **Personal** | Green | Synced from Apple Calendar | *** ## Activity Sets (Your Repeatable Workflows) Activity Sets are pre-built task sequences that you apply to a project or opportunity in a single click. For creators, every sponsorship campaign follows nearly the same sequence — brief, approval, film, edit, publish, invoice. Build this once and apply it to every new project. ### "Sponsorship Campaign Booked" Activity Set *Applied when a contract is signed and the Opportunity converts to a Project. Start-date based.* | Timing | Task | | ------ | ------------------------------------------------------------------------------------ | | Day 0 | Send Brand Onboarding Request: brief, talking points, links, approved claims, assets | | Day 2 | Follow up if brief not received | | Day 5 | Submit script or concept outline for approval (if required) | | Day 10 | Follow up if brand approval not received | | Day 14 | Film integration | | Day 17 | Complete edit — submit for final approval (if required) | | Day 21 | Publish content — send brand the live link and analytics screenshot | | Day 21 | Send invoice | | Day 35 | Follow up on payment if not received (Net 30 terms) | | Day 42 | Send performance report to brand (views, click-throughs, promo code redemptions) | ### "Collab Video" Activity Set | Timing | Task | | ------------ | -------------------------------------------------------------- | | Day 0 | Confirm concept, filming date, and logistics with collaborator | | Day 3 | Share script or talking points if applicable | | Day of shoot | Film collaboration | | Day 3 after | Edit and share draft with collaborator for review | | Day 7 after | Publish — share link across both channels | | Day 8 after | Cross-promote in Stories / Community posts | ### "Cold Outreach Campaign" Activity Set *Applied to a batch of new brand Prospects. Start-date based.* | Timing | Task | | ------ | ------------------------------------------------- | | Day 0 | Send initial pitch email with media kit | | Day 5 | Follow up if no response | | Day 12 | Send final follow-up — softer, value-add angle | | Day 20 | Mark as Cold if no engagement — move to Suspended | *** ## Forms & Custom Fields Every sponsorship campaign involves the same structured intake: talking points, approval contacts, promo codes, payment terms. Without a Form, that information ends up scattered across emails, notes, and messages. With a Form, it lives on the record — structured, findable, and consistent across every campaign. **Forms vs. Custom Fields — which to use:** | | Use when | | ---------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Form** | You need a named group of related fields that only apply to some records (e.g. a sponsor brief on a Project, a qualification checklist on an Opportunity) | | **Custom Field** | You need a single field that should appear on every record of that type — e.g. an Agreed Rate on every Opportunity | Forms are created in **Settings > Forms**. After defining a form, you manually attach an instance to a record when it's relevant — a record can have multiple forms attached. *** ### Form: Brand Sponsor Onboarding (Project) Apply this form as soon as a deal converts to a Project. It captures everything you need to brief yourself before filming — so nothing gets buried in the contract email. | Field | Type | Notes | | ----------------------------------- | ------------- | ---------------------------------------------------------------- | | Campaign Talking Points | Text | Key approved claims and messages | | Product USPs | Text | What to emphasise about the product | | Description Links | Text | Links to include in the video description | | Promo Code / Affiliate Link | Text | Code or URL for the CTA | | Usage Rights | Popup Options | Channel Only / Full Commercial / Paid Media | | Exclusivity Category | Text | Which category is locked out (e.g. "no competing finance tools") | | Exclusivity End Date | Date | When the category lockout expires | | Approval Required Before Publishing | Checkbox | Tick if brand must sign off before going live | | Approval Contact Name | Text | Who to send approvals to | | Approval Contact Email | Text | | | Contract Signing Deadline | Date | When the agreement must be signed by | | Payment Terms | Popup Options | Net 15 / Net 30 / On Delivery / Upon Signing | *** ### Form: Brand Deal Qualification (Opportunity) Apply this form during the Qualified & Interested stage to confirm the deal is worth pursuing before investing time in a full proposal. | Field | Type | Notes | | ------------------------- | ------------------- | --------------------------------------------------- | | Budget Confirmed | Checkbox | Has the brand indicated an approx. budget? | | Estimated Campaign Budget | Currency | Their stated or inferred budget | | Decision Maker Identified | Checkbox | Do you have the right person? | | Campaign Start Date | Date | When they want to go live | | Campaign End Date | Date | End of campaign window | | Platforms Required | Multiple Checkboxes | YouTube / TikTok / Instagram / Podcast / Newsletter | | Deliverables Agreed | Text | What's been agreed in principle | | Exclusivity Required | Checkbox | Will this lock out competing brands? | *** ### Custom Fields Custom fields appear on every record of their type and are configured in **Settings > Custom Fields** by renaming the built-in Extra fields. Each object supports up to 12 string fields (Extra 1–12) and 4 date fields (Extra Date 1–4). Field types are limited to string (free text) and date — for richer types such as currency, checkbox, or dropdown, use a Form instead. **On Opportunity — suggested label assignments:** | Settings Label | Rename To | Type | | -------------- | ------------------------ | ---- | | Extra 1 | Agreed Rate | Text | | Extra 2 | Commission / Affiliate % | Text | | Extra Date 1 | Exclusivity End Date | Date | | Extra Date 2 | Contract Expiry Date | Date | **On Project — suggested label assignments:** | Settings Label | Rename To | Type | | -------------- | --------------------- | ---- | | Extra 1 | Published URL | Text | | Extra 2 | Promo Code | Text | | Extra 3 | Invoice Number | Text | | Extra Date 1 | Payment Received Date | Date | > **Note:** Agreed Rate and Commission % are stored as free text — custom fields have no currency or numeric formatting. For a structured budget confirmation with currency formatting, use the Estimated Campaign Budget field in the Brand Deal Qualification Form. The custom field serves as a quick-reference label once the deal is confirmed. *** ## Letter & Email Templates Set up reusable templates for the messages you send every single campaign cycle. Mail in Daylite lets you build Letter Templates with merge codes so you can personalise at scale without rewriting from scratch. Use `<$cnt.firstname$>` for the contact's first name, `<$me.firstname$>` or `<$me.fullname$>` for the sender's name, and `{{placeholder}}` for context-specific details you fill in at send time. A full template library covers: initial cold pitch, pitch follow-up, inbound inquiry response, proposal/rate card, contract cover note, brand onboarding request, approval submission, live link notification, invoice cover note, payment follow-up, performance report, and renewal pitch. The five highest-frequency templates are written out in full below — build the rest in the same voice. *** ### Template: Inbound Inquiry Response **Used for:** Replying to a brand that reached out to you — send within a few hours of receiving the inquiry. > Hi <$cnt.firstname$>, > > Thanks for reaching out — I'd love to explore a potential partnership with {{Brand Name}}. > > A bit of context on my end: my channel focuses on {{your niche}}, with an audience of {{subscriber count}} across YouTube{{and \[platform] if applicable}}. My viewers tend to be {{brief audience description — e.g. "25–35 year old professionals interested in personal finance and productivity"}}, which I think aligns well with what you're building. > > To make sure I put together something relevant, it would help to know a little more about what you have in mind — campaign goals, the product or service you'd like featured, and any timeline you're working toward. > > In the meantime, I've attached my media kit with current stats, audience demographics, and past partnership examples. > > Happy to jump on a quick call if that's easier. What does your schedule look like this week? > > Looking forward to it, <$me.firstname$> *** ### Template: Proposal / Rate Card Delivery **Used for:** Sending your formal proposal after an initial conversation — typically after a call or once you understand the campaign brief. > Hi <$cnt.firstname$>, > > Great speaking with you{{/ connecting}} — I've put together a proposal based on what we discussed. > > **What I'm proposing:** {{Deliverable description — e.g. "One dedicated YouTube video (10–15 min) featuring {{Product Name}} as the primary sponsor, with a 60–90 second integration, custom promo code, and inclusion in the video description."}} > > **Rate:** {{$X,XXX}} **Publish timeline:** {{Target publish date or window}} **Exclusivity:** {{e.g. "30-day category exclusivity post-publish" or "None required"}} **Usage rights:** {{e.g. "Channel use only" or "Extended for paid media at +$X,XXX"}} > > This rate reflects my current {{subscriber count / average views}} and the strong audience fit I see between your product and my viewers. > > If you'd like to adjust the scope — add a shorts cut, extend the integration, include newsletter placement — I'm happy to put together options. Otherwise, if this looks good, the next step is a simple one-page agreement and we can lock in the date. > > Let me know your thoughts. > > Best, <$me.firstname$> *** ### Template: Contract Cover Note **Used for:** Sending the agreement for signature — keep it short, make the next step obvious. > Hi <$cnt.firstname$>, > > Excited to make this happen. I've attached the partnership agreement for {{Brand Name}} x {{Your Channel Name}} — it covers the deliverables, timeline, rate, usage rights, and payment terms we discussed. > > Please review and sign at your convenience. If anything looks off or needs a small adjustment, just let me know and I'll sort it quickly. > > Once signed, I'll send over an onboarding form to collect the brief, talking points, and any assets I'll need to get started. > > Thanks again — looking forward to working together. > > Best, <$me.firstname$> *** ### Template: Live Link Notification **Used for:** Notifying the brand the moment content goes live — send the same day as publish, alongside your invoice. > Hi <$cnt.firstname$>, > > The video is live! Here's the link: {{YouTube URL}} > > The {{Brand Name}} integration appears at {{timestamp}} and runs for approximately {{X seconds/minutes}}. The promo code {{CODE}} and affiliate link are in the description and pinned comment. > > **Early performance (first 24 hours):** > > * Views: {{X,XXX}} > * Click-through rate: {{X%}} > * Promo code redemptions: {{X}} *(if trackable)* > > I'll send a full performance snapshot at the 30-day mark. In the meantime, I've also sent your invoice separately — payment details are included there. > > Thanks for a smooth campaign — it was a pleasure to work with the team. > > Best, <$me.firstname$> *** ### Template: Renewal Pitch **Used for:** Following up after a completed campaign to pitch the next one — send 2–4 weeks after the performance report. > Hi <$cnt.firstname$>, > > Hope you're well. Now that the {{campaign name / product}} campaign has had time to settle, I wanted to share the final numbers and float an idea for what's next. > > **Campaign performance summary:** > > * Total views (30-day): {{X,XXX}} > * Promo code redemptions: {{X}} > * Avg. view duration: {{X min / X%}} > * Audience sentiment: {{brief summary — e.g. "Overwhelmingly positive — multiple comments asking where to buy"}} > > Based on the response, I think there's a strong case for a follow-up. My audience responded particularly well to {{specific angle — e.g. "the everyday use framing rather than a specs-focused approach"}}, which suggests there's more to explore. > > I have {{a slot / two slots}} available in {{Month}} if you'd like to move quickly. Happy to put together a proposal — or if there's a new product launching that might be a good fit, I'd love to hear about it. > > Worth a quick call? > > Best, <$me.firstname$> *** > **Additional templates to build:** Use the same voice and structure for the remaining touchpoints in your cycle — cold pitch, pitch follow-up (Day 5), pitch final follow-up, brand onboarding request, approval submission, invoice cover note, payment follow-up, and performance report. Once you've written each one and saved it in Daylite, you'll rarely need to write a sponsorship email from scratch again. *** ## Smart Lists Smart Lists are saved filters that live permanently in Daylite's sidebar and update automatically in real time. Every time a record changes — a deal moves to a new stage, an invoice goes past due, a contract deadline approaches — your Smart Lists reflect it instantly without any manual effort. Think of them as always-on dashboards for the questions you ask every week. ### How Smart Lists Work A Smart List is built by combining one or more filters with **Match All** (every condition must be true) or **Match Any** (at least one must be true). You can add sub-filters with **Do Not Match All** to exclude specific records. Once saved, the Smart List appears in your sidebar. Click it any time to see current, live results. *** ### People Smart Lists | Smart List Name | Filters | Match | What it's for | | ---------------------------- | ------------------------------------------------------------ | ---------------------------------------- | -------------------------------------------------------------------------- | | **🔥 Best Referral Sources** | Category = Creator + Relationship = Referred to | Match All | Fellow creators who've introduced you to brands or collabs — stay in touch | | **🤝 Active Brand Contacts** | Category = Brand Contact + Keyword = Current Sponsor Contact | Match All | Everyone you're actively working with right now | | **🧊 Contacts Gone Cold** | Category = Brand Contact + Activity not in last 60 days | Match All (sub-filter: Do Not Match All) | Brand contacts who've gone quiet — worth a check-in | | **🎯 Warm Prospects** | Category = Prospect + Keyword = Warm Lead | Match All | Brands or creators in your sights — not yet pitched or in early stages | | **⭐ VIP Relationships** | Keyword = VIP | Match All | Highest-value contacts across all categories | | **🆕 Added This Month** | Create Date = this month | Match All | New contacts — make sure they're properly categorised | *** ### Companies Smart Lists | Smart List Name | Filters | Match | What it's for | | ----------------------- | -------------------------------------------------------------------- | ---------------------------------------- | ---------------------------------------- | | **💸 Active Sponsors** | Category = Active Sponsor | Match All | All brands you're currently working with | | **🔁 Repeat Sponsors** | Category = Active Sponsor OR Past Sponsor + Keyword = Repeat Sponsor | Match Any | Brands worth a renewal pitch | | **📤 Open Pitches** | Category = Prospect | Match All | Brands you've pitched or plan to pitch | | **💤 Dormant Sponsors** | Category = Past Sponsor + Activity not in last 6 months | Match All (sub-filter: Do Not Match All) | Past brands worth re-engaging | | **🏢 Agency Roster** | Category = Talent Agency / MCN OR PR Agency | Match Any | All agencies and reps in your network | *** ### Opportunities Smart Lists | Smart List Name | Filters | Match | What it's for | | ----------------------------------- | ---------------------------------------------------------- | --------- | ------------------------------------------------------------ | | **📥 New Inquiries** | Pipeline Stage = Initial Conversation + Created this month | Match All | Fresh conversations — make sure each has a follow-up task | | **📄 Proposals Out** | Pipeline Stage = Proposal Sent | Match All | Active proposals awaiting a decision — follow up if stuck | | **⚖️ In Negotiation** | Pipeline Stage = Negotiation | Match All | Deals being actively worked — need regular attention | | **📝 Contracts Awaiting Signature** | Pipeline Stage = Contract Out | Match All | Agreed deals where signature is pending — follow up fast | | **📆 Closing This Month** | Forecasted Close Date = this month | Match All | What you're expecting to close — your near-term revenue view | | **🚨 Stalled Deals** | Pipeline Stage ≠ Contract Signed + Days in Stage > 14 | Match All | Opportunities that have gone quiet — needs action | *** ### Projects Smart Lists | Smart List Name | Filters | Match | What it's for | | ------------------------------ | ------------------------------------------------------------------- | --------- | ------------------------------------------------------------- | | **🎬 Currently in Production** | Pipeline Stage = Filming OR Editing | Match Any | What's actively being made right now | | **⏳ Awaiting Brand Approval** | Pipeline Stage = Awaiting Brand Approval OR Awaiting Final Approval | Match Any | Ball is in the brand's court — follow up if stuck | | **📤 Ready to Publish** | Pipeline Stage = Awaiting Final Approval + Priority = High | Match All | Approved and ready — publish soon | | **💰 Invoices Not Sent** | Pipeline Stage = Published | Match All | Published content with no invoice sent yet — bill immediately | | **🧾 Payment Pending** | Pipeline Stage = Invoice Sent | Match All | Outstanding invoices — check payment status | | **✅ Completed This Month** | Pipeline Stage = Complete + Modify Date = this month | Match All | What you've wrapped — useful for revenue reporting | *** ### Tasks Smart Lists | Smart List Name | Filters | Match | What it's for | | ------------------------------- | ------------------------------------- | --------- | ------------------------------------------------ | | **🔴 Overdue Tasks** | Due Date < today + Completed = No | Match All | Anything past due — triage immediately | | **📅 Due Today** | Due Date = today + Completed = No | Match All | Today's focus list | | **📬 Follow-Ups Pending** | Category = Follow-Up + Completed = No | Match All | All pending follow-ups across deals and contacts | | **✍️ Script Approvals to Send** | Category = Approval + Completed = No | Match All | Brand approval submissions in progress | *** ### Appointments Smart Lists | Smart List Name | Filters | Match | What it's for | | ------------------------------ | --------------------------------------------------- | --------- | ------------------------------------- | | **📹 Filming Days This Month** | Category = Filming Day + Date = this month | Match All | Upcoming production schedule | | **📞 Brand Calls This Week** | Category = Brand Call + Date = this week | Match All | Sponsor calls and briefings this week | | **🎤 Events & Appearances** | Category = Event / Appearance + Date = next 60 days | Match All | Upcoming live commitments | *** ### Pro Tips for Smart Lists **Pin your daily drivers.** Add your most-used Smart Lists as Favourites so they're always one click away — "Due Today", "Awaiting Brand Approval", and "Invoices Not Sent" are the three every creator should have front and centre. **Use Match All for precision, Match Any for breadth.** "Active sponsors who are also repeat clients" needs Match All. "Any contact who is either a PR Agency or Talent Agency" needs Match Any. **Sub-filters unlock negative logic.** The "Do Not Match All" sub-filter is how you build exclusions — e.g., "Past Sponsors who have NOT had activity in the last 6 months" is a category filter with a sub-filter that says activity does not match "in last 6 months". **Prune regularly.** Start with the lists above and remove the ones you never click. A sidebar with 30 Smart Lists is as useless as no lists at all. *** ## Mail in Daylite Mail in Daylite brings your inbox directly into Daylite alongside your contacts, deals, projects, calendar, and tasks. For creators managing a mix of inbound brand inquiries, negotiation threads, and delivery emails, this is one of the highest-leverage things you can set up. **Smart Linking** automatically connects emails to the right contact, opportunity, or project — so when a brand manager emails you about a campaign, that message is visible on their contact record, on the relevant opportunity, and on the project. You never lose the thread. **Smart Suggestions** highlights related contacts, opportunities, and projects while you're reading an email — so if you're reading a message from an agency, you'll see the active deal right there alongside it. **Create Tasks and Schedule Time** directly from an email — so when a brand asks you to have a script ready by next Friday, you can turn that message into a task with a due date without leaving your inbox. > **Link every email, especially for contracts and approvals.** If a brand ever disputes what was agreed, your complete email history attached to the opportunity is your best protection. Make linking a habit from day one. *** ## Making It Your Own Everything in this guide is a starting point. The best setup is the one that reflects how you actually work — and that will evolve as your business evolves. After a few weeks of active use, revisit: * **Categories and keywords** — if you're not using a category or keyword, remove it. A short, clean list beats a comprehensive one you ignore. * **Pipeline stages** — if a stage is always empty, or you always skip it, simplify. Real pipelines should feel like mirrors of your actual process. * **Activity Sets** — the first version is an educated guess. After three or four campaigns, you'll know exactly what to adjust. * **Smart Lists** — pin the ones you check every day. Remove the ones that have never surfaced something useful. Your sidebar should feel like a control panel. * **Custom fields** — if you find yourself writing the same note on every project (promo code, approval deadline, usage rights terms), make it a custom field so it's searchable and filterable. *** ## Using Daylite as a Small Creator Team Many creator businesses aren't solo operations. A typical small team might include a business manager or partnerships coordinator handling deal flow, an editor or post-production lead managing project delivery, and a VA or operations assistant handling admin, scheduling, and invoicing — alongside the creator themselves who remains the face of the channel and the final decision-maker on creative. Here's how to set Daylite up so that structure actually works. ### Roles and Ownership by Function The most important thing to establish before you add a second person to Daylite is who owns what. Every record in Daylite — contacts, opportunities, projects, tasks — has an Owner field. Ownership determines who sees what on their personal Opportunities and Projects Boards, and who is responsible for moving things forward. | Team Role | Owns in Daylite | Moves deals / projects through | | ------------------------------------ | ------------------------------------------------------------------------------------------------------------ | --------------------------------------------------------------------- | | Creator | Final approval on Opportunities (stage: Negotiation onward). Owner of the channel-level brand relationships. | Reviews and approves; signs off on creative | | Business Manager / Partnerships Lead | Owns all Opportunities from creation through Contract Signed. Owns brand contacts and company records. | Moves deals from Initial Conversation → Contract Signed | | Editor / Post-Production Lead | Owns Projects from Filming onward. | Moves projects from Filming → Published | | VA / Operations | Owns admin tasks: invoicing, scheduling, file management, onboarding brand assets. | Moves projects from Published → Complete (invoice and payment stages) | > **Ownership is about accountability, not visibility.** By default, all records are visible to every Daylite user. Keep it that way — everyone on the team should be able to see every deal and project. Ownership is simply the answer to "who is responsible for this moving forward?" ### Shared Smart Lists for Team Visibility Create a core set of Smart Lists that everyone uses as shared ground. These replace the need for daily check-in meetings about status. | Smart List | Who uses it most | What it answers | | ------------------------------ | -------------------------- | ------------------------------------------------------ | | **📥 New Inquiries** | Business Manager | What came in this week that needs a response? | | **⚖️ In Negotiation** | Creator + Business Manager | What deals need the creator's input right now? | | **⏳ Awaiting Brand Approval** | Editor + Business Manager | What's sitting with the brand? Who needs to follow up? | | **💰 Invoices Not Sent** | VA / Operations | What's been published and not yet billed? | | **🧾 Payment Pending** | VA / Operations | What invoices are outstanding? | | **🎬 Currently in Production** | Editor | What's actively in post? | Pin these as Favourites for the whole team — in Daylite, each user can manage their own Favourites, so encourage everyone to pin the lists most relevant to their role. ### Task Delegation and Activity Sets When you apply an Activity Set to a project, each task is assigned to a specific Daylite user. Configure your Activity Sets upfront so that tasks automatically land with the right person: * Brand onboarding and approval tasks → Business Manager * Script and approval submission tasks → Creator or Business Manager * Filming and editing tasks → Editor * Invoice and payment follow-up tasks → VA / Operations This means applying the Activity Set is a single action that correctly distributes 10–12 tasks across the team without any manual reassignment. > **Delegate tasks, don't just mention them in Slack.** A delegated task in Daylite appears in the recipient's task list and remains visible to the person who assigned it. You can see whether it's been completed without chasing anyone. That's the difference between coordination and hope. ### Communication Conventions for Teams A shared database only works if everyone enters data the same way. Before you onboard a second person, agree on and document the following: * **Opportunity naming format:** `[Brand] – [Campaign / Product] – [Month/Quarter]` — everyone uses this, no exceptions. * **Who creates Opportunities:** typically the Business Manager, the moment an inbound arrives or an outbound gets a positive response. * **Who moves the stage:** only the owner of that stage moves it. The editor doesn't move an Opportunity to Contract Signed; the Business Manager doesn't move a project to Complete before the invoice is paid. * **Notes after every call:** whoever is on the call adds a note to the opportunity or project before end of day. Brief is fine — the point is that the next person who looks at the record knows what was said. * **No decisions in Slack that aren't logged in Daylite.** If a brand verbally agrees to terms on a call, that goes in a note on the Opportunity before the day is out. ### A Weekly Team Rhythm Structure a short weekly review — 15–20 minutes — using Daylite as the shared source of truth rather than a status update deck. 1. **Opportunities Board** (Business Manager leads): What's new? What's stuck? What needs the creator's input to move forward? 2. **Projects Board** (Editor leads): What's in production? What's awaiting brand approval? What's overdue? 3. **Payment Pending Smart List** (VA leads): What invoices are outstanding? Are any past their payment terms? This rhythm — consistently run from the same Daylite views each week — replaces ad hoc status chasing and keeps everyone working from the same picture. *** ## Tips for Day-to-Day Use * **Start every morning with your Boards and Smart Lists, not your inbox.** Scan the Opportunities Board for proposals that have gone quiet, contracts not yet signed, and gaps in your pipeline. Check the Projects Board for campaigns stuck in Brand Approval and published content with no invoice sent — set a default pipeline so every new deal appears automatically. Open your key Smart Lists before touching email. This keeps you driving the work rather than reacting to it. * **Every inbound inquiry = a new Opportunity.** Don't reply to brand emails and hope for the best. Log every lead as an Opportunity so you can track what happens to it and follow up systematically. * **Link every email to the contact and project.** Mail in Daylite automatically links inbound and outbound emails to the right contacts, opportunities, and projects — so every brand's full communication history is visible directly on their record. If a dispute arises over what was agreed, you'll have the complete email thread attached to the deal record. Make sure this habit is established from day one. * **Add notes after every call.** After a briefing call, a negotiation, or a brand check-in, add a short note to the opportunity or project. "Brand confirmed: no competitor restrictions, script approval waived for content under 60 seconds" is enough. These notes build a paper trail and ensure nothing slips between conversations. * **Apply Activity Sets as soon as a contract is signed.** The moment a deal is confirmed, apply the "Sponsorship Campaign Booked" Activity Set. Your future self — mid-edit, slightly panicked about the deadline — will thank you. * **Invoice the day you publish.** Make "send invoice" a hard trigger the moment the content goes live. Don't wait until the end of the week. Publishing and invoicing should feel like one action. * **Track your referral network with Relationships.** When a fellow creator introduces you to a brand, link those contacts with a "Referred by / Referred to" relationship. Over time you'll see exactly who your most valuable connectors are, and you can make sure they know it. *** ## Quick-Start Checklist **People (Individual Contacts)** * [ ] Create People categories: Creator, Brand Contact, Agency / Rep, Crew, Prospect, Personal * [ ] Add People keywords for platform, relationship status, creator tier, and lead source * [ ] Define Roles: Decision Maker, Brand Partnerships Manager, Collaborator, Talent Manager, Production Contact * [ ] Set up Relationships: Referred by / Referred to, Collaborates with, Works with, Manager of / Managed by **Companies (Brands & Agencies)** * [ ] Create Company categories: Active Sponsor, Past Sponsor, Prospect, Talent Agency / MCN, PR Agency, Media / Production, Vendor * [ ] Add Company keywords for deal type, niche, and relationship quality * [ ] Set Company Types: Corporation, Agency, Small Business, Media Company * [ ] Set Company Industries relevant to your niche * [ ] Set up Company Roles: Primary Contact, Decision Maker, Brand Partnerships Manager, Billing Contact **Sales / Sponsorship Pipeline** * [ ] Build the Sponsorship pipeline with 7 stages * [ ] Set your Opportunity categories by content format * [ ] Add Opportunity Types (lead sources) * [ ] Add Win/Loss reasons * [ ] Set the Sponsorship pipeline as your default (Settings > Pipelines) **Projects / Campaign Delivery** * [ ] Build the Campaign Delivery pipeline with 9 stages * [ ] Set Project categories and keywords * [ ] Add custom fields to Project: Published URL, Promo Code, Invoice Number, Payment Received Date **Calendar** * [ ] Set up Calendar categories: Filming Day, Brand Call, Editing Block, Admin / Outreach, Deadline, Event / Appearance, Personal **Automation** * [ ] Create "Sponsorship Campaign Booked" Activity Set * [ ] Create "Collab Video" Activity Set * [ ] Create "Cold Outreach Campaign" Activity Set * [ ] Build email templates for the full deal lifecycle **Forms & Custom Fields** * [ ] Set up Brand Sponsor Onboarding Form on Project * [ ] Set up Brand Deal Qualification Form on Opportunity * [ ] Add custom fields to Opportunity: Agreed Rate, Commission %, Exclusivity End Date, Contract Expiry Date * [ ] Add custom fields to Project: Published URL, Promo Code, Performance Report Sent, Invoice Number, Payment Received Date **Smart Lists** * [ ] Create People Smart Lists: Best Referral Sources, Active Brand Contacts, Contacts Gone Cold, Warm Prospects, VIP Relationships * [ ] Create Company Smart Lists: Active Sponsors, Repeat Sponsors, Open Pitches, Dormant Sponsors, Agency Roster * [ ] Create Opportunity Smart Lists: New Inquiries, Proposals Out, In Negotiation, Contracts Awaiting Signature, Stalled Deals * [ ] Create Project Smart Lists: Currently in Production, Awaiting Brand Approval, Invoices Not Sent, Payment Pending * [ ] Create Task Smart Lists: Overdue Tasks, Due Today, Follow-Ups Pending * [ ] Create Appointment Smart Lists: Filming Days This Month, Brand Calls This Week * [ ] Pin your daily-use Smart Lists as Favourites in the sidebar **Team Setup (if applicable)** * [ ] Define ownership conventions: who creates Opportunities, who moves each pipeline stage, who handles invoicing * [ ] Configure Activity Set task assignments by team role (Business Manager, Editor, VA) * [ ] Document your naming convention and data entry standards in a shared note * [ ] Pin shared Smart Lists as Favourites for each team member by role * [ ] Establish a weekly review rhythm using the Opportunities Board, Projects Board, and Payment Pending Smart List **Integrations** * [ ] Connect Billings Pro for invoicing and payment tracking *** --- # Agent Instructions: Querying This Documentation If you need additional information that is not directly available in this page, you can query the documentation dynamically by asking a question. Perform an HTTP GET request on the current page URL with the `ask` query parameter: ``` GET https://docs.daylite.app/help/by-industry/podcasting-social-media.md?ask= ``` The question should be specific, self-contained, and written in natural language. The response will contain a direct answer to the question and relevant excerpts and sources from the documentation. Use this mechanism when the answer is not explicitly present in the current page, you need clarification or additional context, or you want to retrieve related documentation sections.