Activity Monitoring

In this article, we will cover: 

• How to get to activity monitoring
• Navigating the Activity Monitoring Page
  • Automatic vs. Manual Approvals
  • Benefits of Using Tags and Flags
• Reviewing Member Submissions: Accept, Decline, and Explain
  • Accepting Submissions
  • Declining Submissions and Providing Clear Reasons
• The Importance of Daily Monitoring
• Handling Receipt Submissions in Activity Monitoring
  • The Receipt Review Process

Activity monitoring is a cornerstone of effective community management, ensuring that member interactions are reviewed, appropriate, and rewarded. This guide breaks down the process, focusing on how to navigate your Mission Hub and manage member submissions efficiently.

How to get to activity monitoring

Here's how to get started:

1. Access the Mission Hub: Once logged in, navigate to your Mission Hub. This is where all missions and related activities reside.

   

2. Only Missions that are Ongoing or Finished will have any activity data to look at.
3. Before diving into activities, it’s crucial to know the mission's timeframe. You can find the exact start date under the Mission Logic tab of any given mission. To be safe, it's a good practice to set your activity monitoring date filter from the very beginning of the month the mission started, ensuring no activities are missed.

   

4. Go to the Activity Monitoring Tab and change the dates to view the activity for the correct time period.

   

Navigating the Activity Monitoring Page

Once you've selected a mission and set your dates, the Activity Monitoring page will display all member submissions. This page provides key details at a glance:

• All Activities: A filter to select per mission or see all of them at once
• All Sources: A filter to select per source of activity (e.g., Instagram, Facebook) or all activity sources at once
• All Statuses: A filter to filter by all statuses or by Need Review, Approved, Declined
  • Need Review: Displays all pending submissions that require your immediate attention.
  • Approved: Shows all activities that have already been accepted.
  • Declined: Lists all submissions that were rejected.
• All Flags:  A filter to filter by all flags or by Positive, Negative, Adverse
• All Tags: A filter to filter by all tags or whatever tags have been added to the activities

• UIN: This is the unique identifying number for the piece of content/activity
• Member ID and Picture: Easily identify the user who submitted the activity
• Settings cog: This will display the name of the name when clicked on
• Image of the type of activity
• Time and date of the activity: When the member did the activity.  The timezone is based on what was originally set for the community
• Add tag: Here you can add a tag, and this will appear in the All Tags filter at the top as well
• Text/Image: Get a quick preview of the submitted content.
• Flag: Positive, Negative, and Adverse. This is an internal flag for your team and is not visible to members.
  • Positive: Use this to mark exceptionally positive feedback or valuable contributions.
  • Negative: Apply this to indicate negative feedback or issues.
  • Adverse Event: Any content that is offensive, repetitive, or unhelpful to the community.
• Points: View the points the member stands to receive for their activity.
• Status: Quickly see if an activity is pending, Accepted, or declined.

• Search by UIN: You may be tracking the activities by their unique identification number so here you can search for it easily
• Search by Member: You can look up activities by a member's email address.  This is handy for support questions when a member doesn't know if they have completed the mission fully

Automatic vs. Manual Approvals

Not all submissions require manual intervention:

• Automatic Approval: Some sharing tools, such as Facebook, allow for automatic approval. This happens when the system can verify that the member has completed the required action (e.g., sharing a pre-set link).
• Manual Review (Pending): For other tools, submissions will appear as pending. These require your manual review and approval.

Benefits of Using Tags and Flags

• Streamlined Reporting: When preparing internal reports or presentations, these flags and tags make it incredibly easy to pull out specific examples of member sentiment (e.g., all positive testimonials).
• Efficient Content Identification: Quickly locate and review particular types of comments after a mission concludes, without sifting through every single submission.
• Organized Data: Helps you maintain an organized record of community interactions and feedback, especially when managing a large volume of activity across multiple missions.

Reviewing Member Submissions: Accept, Decline, and Explain

Once you're on the Activity Monitoring page, the core task is to review and process member submissions. This involves deciding whether to accept or decline content, with clear communication being key.

Accepting Submissions

If a submission meets all the mission's requirements and is appropriate for your community, simply click "Accept." This action instantly awards the member their points and marks the activity as approved.  The member will get an email with Your Content Has Been Accepted! subject line

Declining Submissions and Providing Clear Reasons

When a submission is inappropriate, irrelevant, or fails to meet guidelines, you'll need to decline it. It's vital to provide a clear reason to the member.  The member will receive an email with Your Content Has Been Declined in the subject line.

The system offers a list of pre-defined reasons for declining, and it's highly recommended to use these:

• Violation of mission rules: For example, if a member didn't disclose receiving a free product or failed to use the specified sharing tool for a screenshot.
• Not used ST for Screenshot: A screenshot wasn't uploaded
• Not used ST for the link to blog: The link doesn't go to a blog
• Not used ST for Instagram: The link is not for Instagram
• Not Submitted Screenshot: Submissions that have no connection to the mission or community guidelines. The wrong image was uploaded ,or not all the info is present
• Adverse Message:  Any content that is negative, offensive, or repetitive and unhelpful to the community.
• Abusive language:  Any content that is negative or offensive and unhelpful to the community.
• Spam:  Any content that is negative, offensive, or repetitive and unhelpful to the community.
• Violence and/or sexual content: Any content that is negative, offensive, or repetitive and unhelpful to the community.
• Broken Link: The link provided is either non-functional or leads to irrelevant content. For example, if a platform like Instagram Stories is used, and the content is no longer visible after 24 hours (when you review it), it cannot be verified and should be declined.

Important Note on Custom Reasons: While a custom reason option exists, it's currently not recommended. The email notification sent to the member may not display the custom text, leading to confusion and potential follow-up questions for your support team. Sticking to the pre-set reasons ensures the member understands the issue.

The Importance of Daily Monitoring

Performing activity monitoring on a daily basis (or at most every two days) is crucial for several reasons:

• Prevents Backlogs: Regular checks prevent a large number of pending submissions from accumulating, making the process much more manageable.
• Timely Point Allocation: Members expect to receive their points promptly. Delays can lead to frustration and queries to your support channels, especially as mission deadlines approach.
• Maintains Community Trust: Consistent and timely review demonstrates that the community is actively managed and valued.

Handling Receipt Submissions in Activity Monitoring

Certain missions may require members to upload receipts as proof of purchase, adding a specific layer of review to your activity monitoring process. This ensures that only valid purchases are rewarded.

The Receipt Review Process

When a mission requires receipt uploads, you'll need to conduct a thorough manual review for each submission:

1. Open the Receipt Image: Click on the uploaded image to view the full receipt. Members are encouraged to highlight key information on the receipt, which makes your job easier.
2. Verify Validity:
   • Product Confirmation: Ensure the receipt clearly shows the correct product that was part of the mission.
   • Purchase Date: Check that the purchase date falls within the mission's active period.
   • Required Details: Verify that all other necessary details, as specified in the mission guidelines, are present and legible.
3. Check for Duplicates: This is a critical step.
   • Visual Scan: With daily monitoring, you'll often recognize repeat users or similar-looking receipts.
   • Member ID Search: If you're unsure, you can use the member ID search bar to see if that member has previously submitted the same receipt.
   • Decline Duplicates: Any duplicate submissions should be declined, as members can only be rewarded for a unique, valid purchase.
4. Approve or Decline: Once you've verified the receipt's validity and confirmed it's not a duplicate, you can either accept or decline the submission, following the same process as for other activity types.

By meticulously reviewing receipt submissions, you maintain the integrity of your missions and ensure fair point allocation within your community.