Manage DOOH bookings

In the DOOH space of the IXM Platform, you can add or edit clients that you sell ad spaces to, manage your bookings, and access the DOOH chart.

Get started with clients and bookings

To get started with DOOH clients and bookings, see the following chapters:

Navigate the booking space

Create bookings

Reserve and order bookings

Manage booking states

Set DOOH airtime ratio

Handle lack of capacity

Cancel booking items

Delete bookings

Set SSP airtime ratio

Manage notifications

Navigate the booking space

The more clients and bookings you have, the longer it takes to scroll through your lists and find what you're looking for. To speed up the process, you can use our handy filters to narrow down your search.

Use quick filters

To quickly find a specific client, use the search bar at the top of the Clients pane. You can search by ID, client, or name.

To quickly find a specific booking, use the search and filter options at the top of the Bookings pane:

• Enter a value that helps identify the booking such as an ID, client, or name into the search bar.
• Use the All states dropdown menu to filter for a specific booking state.
• Use the All users dropdown menu to filter for a specific user.

Use advanced filters

To deepen your search, use advanced filters:

1. At the top of the Bookings pane, click on Advanced filter.
2. In the Create new filter dialog, specify your filter properties:

• Client: select a client from the dropdown menu.
• State: select Do not filter to not filter by state, or select Filter according to the following states and select a booking state.
• Users: click Add users and select a user from the list.
• Products groups: click Add product groups and select a product group from the list.
• Products: click Add products and select a product from the list.
• Locations: click Add locations and select a location from the list.

1. Click Apply to apply your filter.

Specify advanced filter options

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Create bookings

Reserve and order bookings

Manage booking states

Set DOOH airtime ratio

Handle lack of capacity

Cancel booking items

Delete bookings

Set SSP airtime ratio

Manage notifications

Create bookings

A DOOH booking is an essential part of the ad selling process. You create bookings for your clients. In the booking, you specify booking details like which campaign this is for, who's the responsible owner, and you add booking items that specify key factors like which the spots to display, the product you're advertising, how much it costs, or which ad spaces to use.

You can create a complete DOOH booking in a few simple steps:

1. Add a new booking

2. Create a booking item

3. Set a booking time

4. Specify ad spaces

5. Assign tags

1. Add a new booking

To add a new DOOH booking, perform the following steps:

1. In the IXM Platform, go to DOOH > Booking.
2. In the Bookings pane, click New.
3. In the Create new booking window, specify the following properties:

Create a booking

1. Click Save to save your changes.

2. Create a booking item

Each booking can contain one or more booking items. Note that the properties differ for digital and analog products. To create a booking item, perform the following steps:

1. In the Create new booking dialog, click one of the following options:
   • New (single): create one booking item with a start and end date.
   • New (multi): create multiple booking items with multiple dates and times.
2. In the Create booking item dialog, specify the following properties:

Specify general properties

1. Create as many booking items as you need within your booking. Note that you can copy booking items to speed things up.

3. Set a booking time

To specify a time frame for your booking, perform the following steps:

1. In the Edit booking item for product dialog, switch to the Time tab.
2. Specify the following properties:

Specify time properties

4. Specify ad spaces

The product predefines the locations. However, you can add categories and reduce the set of locations to sub-locations. To do so, perform the following steps:

1. In the Edit booking item for product dialog, switch to the Ad-Spaces tab.
2. Specify the following properties:

Specify ad spaces properties

5. Assign tags

You can assign tags like live tags to specify the conditions under which the ad should be played, or conflict tags to ensure that certain spots aren't played in a row. This can be useful, for example, to avoid playing spots of business competitors right after each other.

To assign tags to your booking item, perform the following steps:

1. In the Edit booking item for product dialog, switch to the Tags tab.
2. Specify the following properties:

Assign tags

1. Click Save to save your changes.
2. Create more booking items if needed. You can also copy an existing booking item to speed up the process.
3. Once you've created your booking items, click Save and Close.

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Copy bookings

Copy booking items

Handle missing media

Copy bookings

You can copy existing bookings, saving time and making it easier to create multiple similar bookings. You can copy any booking regardless of its state. However, note that you must provide a valid booking date in the copied booking.

To copy a booking, perform the following steps:

1. In the IXM Platform, go to DOOH > Booking.
2. In the Clients pane, select the client whose booking you want to copy.
3. In the Bookings pane, select the booking that you want to copy.
4. Click Copy at the bottom of the pane. Alternatively, right-click on the booking and select Copy from the context menu.
5. In the Copy booking window, adjust the booking details as required.
6. Click Save to save your changes.

Copy a booking

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Copy booking items

Handle missing media

Copy booking items

You can copy booking items within a booking. This makes it easier to create multiple similar booking items. If the following values are available in the booking item that you copy, the IXM Platform transfers them to the new booking item:

• Product
• Spot length
• % of the advertisement time
• Frequency
• Target playbacks
• Start date and time
• End date and time
• Discount
• Handling cost
• Weekdays
• Time
• Ad-Spaces
• Tags

You can change the copied values as you like in you new booking item. However, you don’t have to create every booking item from scratch anymore.

Copy a booking item

To copy a booking item, perform the following steps:

1. In the IXM Platform, go to DOOH > Booking.
2. In the Bookings pane, double-click on the booking to which you want to add booking items.
3. In the Update booking window, select the booking item that you want to copy.
4. Click Copy to copy the booking item.

Copy booking item

1. In the Create booking item window, edit the newly created booking item as required.
2. Click Save to save your changes.

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Copy bookings

Handle missing media

Handle missing media

Every digital DOOH booking requires media. That is, DOOH spots to play back. You must add a media file to each booking item within the booking. If you have created a booking item without adding media, you can still add it later. However, you should add media before the booking item is running.

To find out whether any of your booking items still need media files, you can simply check the Media column in the bookings and booking items list. It indicates the following:

• Red: the booking contains at least one ordered or running booking item with missing media.
• Orange: the booking contains at least one booking item that is registered, reserved, or on the waiting list and missing media.
• Green: every booking item in the booking has a media file.
• Grey: the booking contains at least one digital product and doesn't require media because it's complete.
• White: the booking doesn't require media because it's analog.

Check for missing media

In addition, you can filter for ordered bookings with missing media. To do so, click on the dropdown list next to Filter by: and select Ordered (media missing).

Add media to a booking item

To add a media file to a booking item, perform the following steps:

1. In the IXM Platform, go to DOOH > Booking.
2. In the Bookings pane, double-click on the booking that needs media.
3. In the Update booking window, look for the red circle in the Media column of the booking items list to find the affected booking item.
4. Double-click on the booking item.
5. In the Edit booking item window, add a media file under Spot in one of the following ways:
   • Upload spot: upload a media file like a video, picture, or HTML-container as ZIP file. The IXM Platform stores the media file as a spot in the spot database and places it in the DOOH playlist when the booking is ordered.
   • Select from spot group: select a spot. If you see multiple spot groups, select the group that contains the spot first.
   • Create from template: create a spot from a template. If you see multiple template groups, select the group that contains the template first.
6. Click Save to save your changes

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Copy bookings

Copy booking items

Reserve and order bookings

Once you've created your booking, it's registered. You can now proceed to reserve and order it. Reserved means that airtime is reserved for this booking if available. In this state, you can create a business proposal for your client and, if they accept, an order confirmation. After the order confirmation, you can order the booking if there's sufficient capacity in the network. Learn more about booking states.

Reserve your booking

To change the booking status from registered to reserved, perform the following steps:

1. In the IXM Platform, go to DOOH > Booking.
2. Double-click on your booking. Alternatively, select the booking and click Edit.
3. In the Update booking dialog, click Reserve to reserve the booking. If you can't reserve the booking due to fully booked ad spaces, you can reduce the ad spaces or put it on the waiting list.
4. In the Reserve until dialog, specify until when you want to reserve the booking.
5. Click Save. This changes the status of the booking and adds new options.

Reserved booking

1. To print the business proposal, click Print business proposal.
2. In the Supplementary details for business proposal dialog, enter a description if required.
3. Click Print to download the business proposal as a PDF. You can now send the business proposal to your client.
4. As soon as the client has agreed to the terms, click Print order confirmation.
5.  In the Supplementary details for order confirmation dialog, enter the following details:

Specify order confirmation details

1.  Click Print to download the order confirmation as a PDF. You can now send the order confirmation to your client.

Order the booking

As soon as you've agreed with your client, you can order the booking. Note that you can only order a booking if the required capacity is available in the network.

To do so, perform the following steps:

1. Go to DOOH > Bookings.
2. Double-click on your booking. Alternatively, select the booking and click Edit.
3. In the Update booking dialog, click Order to order the booking.
4. In the Ready? dialog, click Yes to proceed. This changes the booking status to ordered.
5. To generate a bill, click Create bill. This creates and downloads an Excel file that contains the billing info.
6. Click Close to complete the booking process.

Recommended contents

Navigate the booking space

Create bookings

Manage booking states

Set DOOH airtime ratio

Handle lack of capacity

Cancel booking items

Delete bookings

Set SSP airtime ratio

Manage notifications

Manage booking states

The booking state indicates what has already been done with a booking and how you can proceed. For example, if you've just created a booking, it's automatically set to registered. The next step is to reserve it and then, if everything lines up, to order it.

You can see the booking state and further options directly in the booking. The system also indicates when the booking was last modified.

Bookign states of a reserved booking

Click on the following booking states to learn more about them:

Registered

Waiting list

Reserved – no order confirmation printed

Reserved – order confirmation printed

Ordered

Running

Completed

Canceled

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Set DOOH airtime ratio

You can specify how much airtime of a location or player goes to DOOH advertisements. This can be useful, for example, if some of your locations or screens are more exposed to possible customers and should display more DOOH spots than others.

As an admin, you can also set the airtime ratio for the whole network in the system parameters.

Prerequisites

Before you set the DOOH airtime ratio, ensure that you read the following information:

• A location's airtime ratio applies to the entire location including all sub-locations and players.
• Airtime ratio is only available for digital players and ad spaces, as analog spaces have 100% air time by default.

Set airtime ratio for players

To set the airtime ratio for a player, perform the following steps:

1. In the IXM Platform, go to Channels > Location.
2. In the Managing players pane, double-click on the player that you want to edit.
3. In the Edit player dialog, switch to the DOOH tab.
4. Set Air time ratio to a value between 10 and 100 percent. Note that the percentage refers to the available seconds of advertisement time per hour, based on the individual player settings.
5. Click Save to save your changes.

Set air time for a player

Set airtime ratio for locations

The airtime percentage of a location applies to the entire location including all sub-locations and players. If you add a new player or location, they also inherit default value from the superordinate location.

To set the airtime ratio for a location, perform the following steps:

1. In the IXM Platform, go to Channels > Location.
2. In the Location tree, select the location that you want to edit.
3. In the Edit location dialog, switch to the DOOH tab.
4. As Air time ratio, set a value between 10 and 100 percent.
5. Click Save to save your changes.

Set air time for a location

Recommended contents

Navigate the booking space

Create bookings

Reserve and order bookings

Manage booking states

Handle lack of capacity

Cancel booking items

Delete bookings

Set SSP airtime ratio

Manage notifications

Handle lack of capacity

The system notifies you if you can't reserve a booking because the selected ad spaces are fully booked. There are two different ways to handle this lack of capacity: reduce the ad spaces or put the booking on the waiting list.

Fully booked ad spaces

Reduce ad spaces

Reducing ad spaces means that the system removes any ad spaces that aren't available at the selected time. You can see the number of booked ad spaces and available ad spaces in the dialog. If you want to reduce the ad spaces to the available ones, perform the following steps:

1. In the Fully booked ad-spaces dialog, select Reduce ad-spaces.
2. Click Save.
3. In the subsequent dialog, click Yes to confirm.

Use the waiting list

You can put a booking on the waiting list, if you want to reserve it but there's not enough capacity at that time. If the required ad space becomes available, the oldest booking on the waiting list is automatically reserved, then the next oldest booking, and so forth.

To put a booking on the waiting list, perform the following steps:

1. In the Fully booked ad-spaces dialog, select Set to waiting list.
2. Click Save.

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Navigate the booking space

Create bookings

Reserve and order bookings

Manage booking states

Set DOOH airtime ratio

Cancel booking items

Delete bookings

Set SSP airtime ratio

Manage notifications

Cancel booking items

You can cancel a running or ordered booking item without changing the other items in the booking. This means that you cancel the DOOH playouts on the specified players. Canceling can be useful, for example, if you want to end an ordered or running booking item early. Note that canceling doesn't have an impact on the price calculation but it frees up capacity for other bookings.

Edit booking items

You can't edit a running or ordered booking item. However, you can cancel the item and create a new booking with a new booking item instead. In this case, we recommend to set the price of the new booking to 0 to avoid additional charges.

Cancel booking items

To cancel a booking item, perform the following steps:

1. In the IXM Platform, go to DOOH > Booking.
2. Double-click on your booking that you want to edit. Alternatively, select the booking and click Edit.
3. In the Update booking dialog, select the running or ordered booking item that you want to cancel.
4. Select Cancel item.

Cancel booking item

1. In the subsequent dialog, click Yes to confirm. Your booking item now has the state canceled.
2. Click Save to save your changes to the booking.

Recommended contents

Navigate the booking space

Create bookings

Reserve and order bookings

Manage booking states

Set DOOH airtime ratio

Handle lack of capacity

Delete bookings

Set SSP airtime ratio

Manage notifications

Delete bookings

To keep things organized, you can delete bookings when you no longer need them. To do so, you must have permission to edit bookings of other users.

To delete a booking, perform the following steps:

1. In the IXM Platform, go to DOOH > Booking.
2. In the Clients pane, select the client whose completed booking you want to delete.
3. In the Bookings pane, select the booking that you want to delete.
4. Click Delete at the bottom of the pane.
5. In the subsequent dialog, confirm with Yes.

Delete a booking

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Navigate the booking space

Create bookings

Reserve and order bookings

Manage booking states

Set DOOH airtime ratio

Handle lack of capacity

Cancel booking items

Set SSP airtime ratio

Manage notifications

Set SSP airtime ratio

You can set the airtime ratio of SSP content on the player. This allows you to specify how much airtime goes to SSP advertisements, just like you can set airtime for DOOH.

Prerequisites

Before you set the SSP airtime ratio, ensure that you read the following information:

• In total, the SSP airtime percentage and DOOH airtime percentage must not exceed 100%.
• By default, filling up with SSP spots is enabled and SSP airtime is set to 0%. This means that unused DOOH airtime is used for SSP if SSP spots are available regardless of SSP airtime.

Set SSP airtime ratio

To configure the SSP airtime ratio, perform the following steps:

1. In the IXM Platform, go to the player configuration or the configuration group:
   • For an individual player, go to Channels > Location. Double-click on your player and select Edit next to Configuration in the Edit player dialog.
   • For a configuration group, go to Administration > Player > Configuration groups and double-click on the configuration group.
2. In the Edit configuration group window, select Display extended modules.
3. Under Modules, select DOOH > SSP.
4. Set SSP Air Time Ratio to a value between 10 and 100 percent.
5. Click Save to save your changes.
6. Restart the player service or reboot the player for your changes to take effect.

Set air time ratio

Recommended contents

Navigate the booking space

Create bookings

Reserve and order bookings

Manage booking states

Set DOOH airtime ratio

Handle lack of capacity

Cancel booking items

Delete bookings

Manage notifications

Manage notifications

The IXM Platform can automatically send notifications about booking status changes and missing media.

By default, notifications are sent via the news center and email. You can, however, specify whether you want to use both channels, only one of them, or neither by editing the news center settings.

To specify whether notifications are sent via the news center and/or email, perform the following steps:

1. In the IXM Platform, go to Dashboard > News center > Settings.
2. In the Subscriptions pane, look for the message type that you want to edit.
3. To send the notification as a news center message, select Message.
4. To send the notification by email, select E-mail.

Specify notification settings

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Manage booking states