Configure presentations

Sales associates use presentations to record what they showed a customer and how that customer reacted. For the sales associate’s tasks, see How to record a presentation. As an administrator, you decide three things: who records presentations, who receives them, and what those emails look like.

The presentation settings are under Settings → Applications → Presentations. Only the business owner can use that page. The permissions that let sales associates record presentations are in a different location, under Settings → Access → Access Control.

Before you start

Lychee sends presentations to a group, not to an individual person. Thus, create your groups first. See Set up groups. Usually, you will need one group for each store or team of people who record presentations. You will also need one group for the managers who should get a copy of the presentations.

Lychee organizes scheduled reports by brand. Make sure that the brands for your reports exist. See Set up brands.

You can make these emails come from your sales associates, not from Lychee. To do this, verify a sending domain first. See Set up email sending.

Step 1 — Let your team record presentations

Under Settings → Access → Access Control, select a group. Then find the Presentations section:

• Create Presentations — members can record presentations. Give this permission to each sales associate who works with customers in the store.
• Manage Presentations — the larger administrative permission for presentations.

Lychee expects only people with Create Presentations to submit presentations. Thus, only these people get a daily recap. If a sales associate never receives the end-of-day email, examine this permission first.

Step 2 — Add rules so the right people see presentations

A rule connects one group of presenters to one or more groups that should get information. Read the rule as a sentence: send presentation reports from people in group A to groups B and C.

To add a rule, open Settings → Applications → Presentations. Under Rules, select Add:

1. Send presentation reports from people in group — the group whose members record the presentations. This group is the source. Usually, it is a store or a sales team.
2. To the following groups — the groups that receive the presentations. Usually, these groups are management, or a brand or regional team.
3. Save.

A rule does two things at the same time:

• Email. Lychee sends a copy of the presenter’s end-of-day recap to all people in the receiving groups.
• Visibility. All people in the receiving groups can see the presentations of those presenters in Lychee. They can also see the presentations that the presenters did not address to them.

Think about the second point before you save. A rule gives visibility that continues. It is not only a mailing list.

Lychee matches rules to the group membership of the presenter when it sends the recap. A presenter can be in more than one source group. In that case, Lychee includes all people from all the matching rules, and it sends one copy to each person. Thus, when you change the membership of a group, you change who gets a copy, starting with the next recap. You do not need to change the rule.

No rules? Lychee continues to operate. Presenters still get their own recap, and the business owner can still see all presentations. But Lychee sends no copies to other people, and no other person sees the presentations.

Rules supply the end-of-day recap. The recap is the automatic email that completes the presentations of each day and sends them to the groups that you selected. For how the recap works, see How presentation reporting works. That page also gives the full list of who can see a presentation.

Schedule brand reports

Brand reports are optional, and they are in addition to the daily recap. They tell the brands that you sell how often your sales associates present their products. Nobody needs to collect this data manually. The recap is daily and for each person. Lychee sends a report on a schedule, for each brand. Under Settings → Applications → Presentations, in the Reports card, select Add:

1. Brands to include — the report counts the presentations that included a product from one or more of these brands. Add one or more brands.
2. Distribute report to — the groups that receive the report. Lychee sends an email to all people in these groups. Add one or more groups.
3. Report Type — Daily Tally, a count of presentations for those brands for each day.
4. Frequency — how frequently Lychee sends the report:
   • Daily — each morning.
   • Weekly — each Monday morning.
   • Monthly — on the 1st day of the month.
   • Yearly — on 1 January.
5. Save.

A Daily Tally always shows the previous calendar month, with one line for each day. The frequency controls how frequently you receive the report. It does not control the period that the report shows. A daily report shows the same month again each morning, with new data. A monthly report comes on the 1st day and shows the month that ended.

Make one report for each audience. For example, make a report for the management of each brand. Or, make one report that lists many brands for a regional team.

Send a report now

The send icon next to a report puts the report in the queue immediately. It does not wait for the schedule. Lychee sends the same previous-month tally to the same groups. This is the fastest way to make sure that a new report goes to the correct people. Do this before you let the report run on its schedule.

Email templates

It is optional to change these templates. Each template has a default that operates correctly. The Templates card at the bottom of the page holds the two emails that presentations make:

• Presentation Report — the end-of-day recap that Lychee sends for each presenter.
• Presentation Tallies — the scheduled brand report.

Change the templates only if you want different words. Select a template to edit its subject and body. Both templates accept Liquid. Thus, you can combine your own text with values from the presentation data.

The defaults show you which data is available. The recap lists the customer and the items shown for each presentation:

{% for presentation in report.presentations.all %}{{ presentation.customer.full_name }} ({{ presentation.customer.phone_or_email }})
{% for item in presentation.item_set.all %}{{ item.description }}
{% endfor %}{% endfor %}

The tally lists a count for each day. It can also show the month and the brands that the tally includes:

Here are the daily tallies for {{ month }}:

{% for key, value in report.items %}
{{ key }}: {{ value }}
{% endfor %}

Lychee sends a recap even when it is empty. The default body says No Presentation Reported. This is intentional. When a sales associate reports nothing, that fact is also information for a manager.

Test the template before you use it. After you edit the tally template, use send now on a report. Then look at the result in your own inbox.

A working setup, end to end

For a single store, the full configuration is short:

1. A group for the sales associates of the store, and a group for its managers.
2. Create Presentations given to the group of sales associates.
3. One rule: from the group of sales associates, to the group of managers.
4. Optionally, a monthly Daily Tally report for your main brands, sent to the group of managers.

With this configuration, managers get a copy of each recap on the day of the presentations. They also get the tally for the month on the 1st day of the next month. Each presentation that a sales associate records also adds data to the customer history and the product insights.