Guide / PR Registry / Gifting, vouchers & contacts 贈品、優惠券與聯絡人

Gifting, vouchers & contacts

8 min read●Difficulty: Easy●Lesson 3 of 4
Why this matters: Gifting and voucher seeding are where PR activity translates into physical product moving to media contacts. Logging each send in the Seeding tab — and keeping the Contacts directory current — means the whole team knows what has been sent, to whom, and when, without anyone having to ask over WhatsApp.

Add a seeding record

  1. Click the 贈品派送 / Seeding tab.
  2. Click + 新增記錄 / Add Record. A form opens.
  3. Choose the Give Type:
    • 贈品 / Gifting — a physical product sent as a gift.
    • 優惠券 / Voucher — a discount code or voucher given to a contact.
  4. Select the Recipient. The field auto-suggests names from the Contacts directory — start typing to filter. If the person is not in Contacts yet, add them to the Contacts tab first (see below), then return here.
  5. Fill in Gift Summary — a brief description of what was sent (e.g. "two units of [product name], gift-wrapped").
  6. Set the Status — e.g. Pending, Sent, Delivered, or Posted.
  7. Save the record.

Bulk-add multiple seeding records at once

  1. Click + 批量新增 / Bulk Add instead of the single-record button.
  2. The bulk form lets you add multiple recipients in one submission — useful when sending a campaign gift to a large list of contacts.
  3. Fill in the shared fields (Give Type, Gift Summary, Status) once, then select all recipients.
  4. Save. Individual records are created for each recipient.

Log a goods dispatch

The 貨品派送 / Goods Dispatch sub-section within the Seeding tab records the physical shipment of items.

  1. Scroll to the 新增派送 / New Dispatch form inside the Seeding tab.
  2. Fill in the three required fields: Brand, Dispatch Date, and Recipient. All three are marked with an asterisk (*) and must be completed before you can save.
  3. Click 儲存派送 / Save Dispatch.
  4. The entry appears in the 派送記錄 / Dispatch History list immediately below the form, showing all saved dispatches in reverse-chronological order.

Manage PR contacts

  1. Click the 公關聯絡 / Contacts tab.
  2. The directory lists all known PR contacts — outlets, editors, and influencers — with their details.
  3. To add a new contact, use the add form within the Contacts tab. Fill in at minimum the name and outlet so the auto-fill in Seeding and Dispatch works correctly.
  4. Once a contact is saved, their name will appear as a suggestion whenever you type in a Recipient field elsewhere in the registry.
"The Save Dispatch button is greyed out."
All three required fields — Brand, Dispatch Date, and Recipient — must be filled before the button activates. Check that the Recipient field has a value selected from the dropdown rather than free text typed in but not confirmed.
"I can see a seeding record I did not create — someone else must have edited mine."
The PR Registry is a shared system: all marketing staff read and write the same data. There are no private records. If you think a record has been changed incorrectly, check with the team. To avoid duplicates, search the existing Seeding records before adding a new one for the same recipient and campaign.
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贈品、優惠券與聯絡人

8 分鐘●難度：簡單●第 3 課，共 4 課
為何重要：贈品及優惠券寄送是公關活動轉化為實體產品流向媒體聯絡人的環節。在贈品派送分頁記錄每次寄送，並保持聯絡人目錄的更新，意味著整個團隊都能知道寄出了甚麼、寄給了誰、在何時寄出，而無需透過 WhatsApp 互相查詢。

新增贈品派送記錄

  1. 點擊 贈品派送 / Seeding 分頁。
  2. 點擊 + 新增記錄 / Add Record，表單隨即開啟。
  3. 選擇 Give Type （派送類型）：
    • 贈品 / Gifting —— 以禮物形式寄出的實體產品。
    • 優惠券 / Voucher —— 提供給聯絡人的折扣碼或優惠券。
  4. 選擇 Recipient （收件人）。欄位會自動從聯絡人目錄中建議名稱 —— 輸入以篩選。若收件人尚未在聯絡人中，請先在聯絡人分頁新增（見下方），然後返回此處。
  5. 填寫 Gift Summary （贈品摘要） —— 簡短描述寄送的物品（例如「兩件 [產品名稱]，禮品包裝」）。
  6. 設定 Status （狀態） —— 例如 Pending （待處理）、 Sent （已寄出）、 Delivered （已送達）或 Posted （已郵寄）。
  7. 儲存記錄。

批量新增多筆贈品記錄

  1. 點擊 + 批量新增 / Bulk Add 而非單筆記錄按鈕。
  2. 批量表單讓你在一次提交中新增多位收件人 —— 在向大量聯絡人寄送活動禮品時特別有用。
  3. 共用欄位（派送類型、贈品摘要、狀態）只需填寫一次，然後選擇所有收件人。
  4. 儲存後，系統會為每位收件人分別建立獨立記錄。

記錄貨品派送

贈品派送分頁內的 貨品派送 / Goods Dispatch 子區域用於記錄實體物品的出貨。

  1. 在贈品派送分頁內向下捲動至 新增派送 / New Dispatch 表單。
  2. 填寫三個必填欄位：Brand （品牌）、Dispatch Date （派送日期）及 Recipient （收件人）。三個欄位均標有星號（*），必須全部填寫才能儲存。
  3. 點擊 儲存派送 / Save Dispatch。
  4. 記錄即時出現在表單正下方的 派送記錄 / Dispatch History 清單中，按時間倒序顯示所有已儲存的派送記錄。

管理公關聯絡人

  1. 點擊 公關聯絡 / Contacts 分頁。
  2. 目錄列出所有已知公關聯絡人 —— 媒體機構、編輯及影響者 —— 及其詳細資料。
  3. 如需新增聯絡人，使用聯絡人分頁內的新增表單。至少填寫姓名和媒體機構，以確保在贈品派送和貨品派送中能正確自動填充。
  4. 聯絡人儲存後，其姓名將在資料庫其他地方的收件人欄位中作為建議選項出現。
「儲存派送按鈕呈灰色，無法點擊。」
品牌、派送日期及收件人三個必填欄位必須全部填寫，按鈕才會啟用。請確認收件人欄位已從下拉選單中選取數值，而非只是輸入了文字但未確認選擇。
「我看到一筆不是我建立的贈品記錄 —— 似乎有人修改了我的記錄。」
PR Registry 是共享系統：所有市場推廣員工均可讀取和修改同一份資料，沒有私人記錄。如認為記錄被錯誤更改，請與團隊確認。為避免重複，在新增記錄前請先搜尋同一收件人和活動的現有贈品記錄。
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