Managing Playbooks

After publishing a playbook, you'll monitor participation, review workspace submissions, make adjustments, and track performance across all locations. This guide covers everything you need to manage playbooks effectively.

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Monitoring Opt-Ins

Opt-In Dashboard

Each playbook shows a dashboard of workspace participation:

• Total eligible — Workspaces that can see this playbook
• Opted in — Workspaces that have submitted opt-ins
• Active — Campaigns currently running
• Pending review — Submissions awaiting your approval

Understanding Opt-In Statuses

Status	Meaning	What to Do
Pending	Processing submission	Wait (usually 1-2 seconds)
In Review	Workspace submitted media, awaiting hub approval	Review and approve/request changes
Deploying	Approved, deployment in progress	Wait for completion
Active	Campaign is running	Monitor performance
Partially Deployed	Some campaigns succeeded, some failed	Check failures, retry if needed
Failed	All campaigns failed to deploy	Investigate error, workspace can retry
Cleanup Failed	Deployment failed and cleanup of partial resources also failed	Manual cleanup may be needed in Meta
Completed	Campaign finished (reached end date)	Review results; for evergreen, workspace can re-opt
Paused	Workspace paused their campaign	No action needed unless you want to investigate
Cancelled	Workspace cancelled participation	No action needed
Questions Only	Answered questions but opted out of ads	Review responses; no campaign deployed

Active Status Tracking

The system considers these statuses as "active" for duplicate prevention:

• Pending
• In Review
• Deploying
• Active

A workspace cannot submit a new opt-in while they have one in an active status. This prevents duplicate campaigns.

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Creative Review Workflow

When your playbook uses workspace-level creatives, workspaces upload their own media during opt-in. You must review and approve before deployment.

Review Queue

1. Go to the playbook detail view
2. Look for opt-ins with "In Review" status
3. Click to open the review panel

Reviewing Submissions

For each submission, you'll see:

• Workspace name and location
• Uploaded images/videos
• Any answers to opt-in questions
• Budget and schedule selections

Approval Actions

Approve — Creative meets brand standards.

• Click Approve
• Deployment starts immediately
• Workspace receives confirmation email
• Status changes to "Deploying" → "Active"

Request Changes — Creative needs modification.

• Click Request Changes
• Enter feedback explaining what needs to change
• Workspace receives email with your feedback
• Status changes to "Changes Requested"
• Workspace resubmits with updated media
• You review again

Review Comments

When you request changes, your feedback is recorded:

• Comment text
• Timestamp
• Your name

This creates an audit trail of the review process. Workspaces see your feedback and can respond when resubmitting.

Handling Resubmissions

When a workspace resubmits:

1. You receive notification (if configured)
2. Opt-in returns to "In Review" status
3. Review the updated submission
4. Approve or request further changes

There's no limit to review rounds, but aim to be clear in feedback to minimize back-and-forth.

Tips for Efficient Reviews

• Set clear guidelines upfront — Include detailed media notes in your playbook so workspaces know expectations
• Use examples — Show what good creative looks like
• Be specific in feedback — "Logo should be in top-left corner" is better than "Fix the branding"
• Batch reviews — Check the review queue at set times rather than constantly

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Extending and Adjusting Campaigns

Use Command Center to make changes to running campaigns.

Budget Adjustments

You can increase or decrease budgets for running campaigns.

To adjust budget:

1. Go to Command Center
2. Find the campaign or ad set
3. Click the budget amount
4. Choose adjustment method:
   • Set specific amount — Enter exact new budget
   • Percentage change — Increase/decrease by X%
   • Dollar amount — Add/subtract specific amount
5. Click Update

Budget limits:

• Minimum: $1.00/day or $5.00/lifetime
• Maximum: $250,000/day or $1,000,000/lifetime

Changes apply immediately to Meta.

Schedule Extensions

Current limitation: Schedule extension is not directly supported in Flamel's Command Center. Use Meta Ads Manager instead:

1. In Command Center, find the campaign
2. Click Open in Meta Ads Manager
3. Edit the campaign end date in Meta
4. Changes sync back to Flamel

For evergreen playbooks:

Instead of extending, workspaces can re-opt-in when their run completes, which creates a fresh campaign with new dates. This is the recommended approach.

Pausing and Resuming

To pause a workspace's campaign:

1. Go to Command Center
2. Find the workspace's campaign or ad set
3. Toggle the status to paused
4. Confirm

The pause affects only that workspace—other workspaces continue running.

To resume:

1. Find the paused campaign
2. Toggle status back to active
3. Confirm

Editing Ad Copy

You can edit ad text (not media) on running campaigns:

1. In Command Center, find the ad
2. Click Edit Creative
3. Modify:
   • Primary text
   • Headlines
   • Descriptions
   • URL tags
4. Save changes

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Managing Workspace Targeting

What Workspaces Can Customize

With paid_ads_management permission, workspaces can adjust:

• Location radius — 1-50 miles from their address
• Their Ads Configuration — Per-workspace settings for each audience type

What Stays Hub-Controlled

Hub maintains control over:

• Targeting strategy selection (ads_configuration, manual)
• Audience type definitions
• Detailed targeting (interests, behaviors)
• Conversion tracking configuration
• Age/gender demographics

Handling Targeting Requests

If a workspace requests different targeting:

1. For radius changes — Enable their paid_ads_management permission so they can self-serve
2. For audience changes — Update their workspace's Ads Configuration yourself
3. For detailed targeting — Create a new audience type with the requested targeting

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Sending Reminders

Individual Reminders

For workspaces that haven't opted in:

1. Go to playbook detail view
2. Find the "Not Opted In" section
3. Click Send Reminder next to a workspace
4. Customize message or use default template
5. Send

Bulk Reminders

To remind multiple workspaces at once:

1. Go to playbook detail view
2. Click Send Reminders (bulk action)
3. Select workspaces to remind
4. Customize message
5. Send

Multi-Playbook Reminders

When you have multiple active playbooks:

1. Go to Playbooks list
2. Select multiple playbooks
3. Click Send Combined Reminder
4. One email mentions all selected playbooks
5. Reduces email fatigue while ensuring awareness

Reminder Strategy

Timing	Purpose
Launch day	Initial announcement
3-5 days later	First follow-up for non-responders
1 week before deadline	Urgency for fixed-date playbooks
Weekly (evergreen)	Ongoing awareness for recurring playbooks

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Evergreen Playbook Management

Tracking Re-Runs

For evergreen playbooks, track how often workspaces re-opt:

• Run number — Which run this is (1, 2, 3...)
• Total runs — How many times this workspace has used the playbook
• Last run date — When they most recently participated

Encouraging Re-Engagement

For workspaces that completed a run but haven't re-opted:

1. Send a reminder highlighting the playbook is available again
2. Share results from their previous run
3. Note any updates or improvements you've made

Updating Evergreen Playbooks

You can edit evergreen playbooks. Changes affect new opt-ins only—existing active campaigns keep their original settings.

Consider versioning: "Monthly Awareness v2" when making significant changes, so you can track which version workspaces are using.

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Performance Monitoring

In Playbook Dashboard

The playbook detail view shows aggregate metrics:

• Total spend — Combined spend across all opted-in workspaces
• Total results — Combined results (leads, clicks, conversions)
• Average CPR — Average cost per result across network
• Participation rate — Opted in / Eligible workspaces

In Command Center

Click View in Command Center for detailed performance:

• Per-workspace breakdown — Compare individual locations
• Campaign metrics — Spend, results, efficiency by campaign
• Ad performance — Which creative performs best
• Trends — Performance changes over time

Performance Benchmarks

Use network-wide data to identify:

• Top performers — Which workspaces have best results?
• Underperformers — Who needs optimization help?
• Creative winners — Which ads work across locations?
• Budget efficiency — Who gets best CPR?

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Editing Published Playbooks

Changes That Apply Immediately

These updates affect all running campaigns:

• Budget range adjustments (within Flamel)
• Individual campaign budget changes (via Command Center)

Changes That Require Re-Opt-In

Major changes create effectively a new version:

• Campaign objective changes
• Major creative overhauls
• New ad sets or campaign structure
• Budget allocation strategy (CBO → ABO)

Existing opted-in workspaces keep their current campaigns. They can opt into the updated version separately if desired.

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Playbook Lifecycle

Active Playbooks

Running playbooks show:

• Opt-in count and breakdown
• Active campaign count
• Aggregate performance
• Recent activity

Completing Playbooks

For fixed-date playbooks:

1. Campaigns automatically stop on end date
2. Status changes to "Completed"
3. Performance data remains accessible
4. Playbook stays visible but marked completed

Archiving Playbooks

To remove a playbook from workspace browsing:

1. Go to playbook detail
2. Click Archive
3. Confirm

Archived playbooks:

• Not visible to workspaces
• Historical data preserved
• Can be unarchived later
• Existing opted-in campaigns continue if still running

Duplicating Playbooks

Create new playbooks based on successful ones:

1. Find the playbook to copy
2. Click Duplicate
3. Modify settings as needed
4. Publish as a new playbook

Great for:

• Seasonal variations (update dates/creative)
• A/B testing different approaches
• Regional customizations

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Troubleshooting

Low Participation

Possible causes:

• Workspaces don't know about the playbook
• Budget is too high for their market
• Timing doesn't work for them
• Description isn't compelling

Solutions:

• Send reminders
• Lower minimum budget
• Extend opt-in window
• Improve playbook description

High Failure Rate

Possible causes:

• Payment method issues
• Ad account restrictions
• Policy violations
• Targeting problems

Solutions:

• Check error messages in opt-in details
• Contact affected workspaces
• Review creative for policy compliance
• Verify targeting settings

Creative Review Bottleneck

If reviews pile up:

• Set dedicated review times
• Use clear guidelines to reduce revisions
• Consider switching to playbook-level creatives for time-sensitive campaigns
• Delegate reviews to other hub admins

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Next Steps

• Playbooks FAQ — Common questions answered
• Command Center — Deep dive into campaign management
• Lead Capture Playbooks — Setting up lead generation