Fulfill your Sampling campaign

This article outlines the fulfillment process based on your selected method:

• Bazaarvoice fulfillment services: If you’ve purchased fulfillment services through Bazaarvoice, follow the steps below to complete the ASN and ship products to the designated warehouse.

• Self-fulfillment: If you’re handling fulfillment yourself, review the guidelines to ensure timely delivery of your products to the Sampling members.

• Deals purchasers: If you’ve purchased deals, no action on fulfillment is required. You can proceed to Step 4: Reviewing Campaign Results.

If you've any questions along the way, visit the Support Community to connect with your Bazaarvoice project team and receive support.

Before you begin

Make sure you have access to the Bazaarvoice Support Community to complete fulfillment tasks. Your fulfillment tasks will be dependent on whether you purchased fulfillment services from Bazaarvoice or plan to ship to the Sampling community members yourself.

Follow these steps to navigate to your fulfillment tasks:

1. Sign in to the Bazaarvoice Portal.

2. Under Help & Support, select Access the Support Community to open the Support Community homepage.

3. Select Projects > Tasks.

4. Select the Inventory task(s) for the relevant Sampling campaign.

Bazaarvoice-provided fulfillment

If you’re using Bazaarvoice’s fulfillment services, you must complete the Complete ASN task and mark it as Complete. We use the Advanced Shipping Notification (ASN) to confirm the products you plan to ship to your assigned warehouse.

Complete the ASN task

Note: If you don’t complete this task, including providing all required shipping information and marking the task as Complete, it may slow down your campaign progress. In some cases, the Bazaarvoice warehouse may reject your shipment.

Step 1: Ship your products to the designated Bazaarvoice warehouse

1. In the task, navigate to Warehouse Info to find the warehouse shipping address.
2. Ship the products to the warehouse within four business days.
3. Prepare your shipment to a Bazaarvoice warehouse:

• Include a packing list with the shipment.
• List any special handling instructions on the shipment delivery note or the packing list.
• Make sure all pallets are shrink-wrapped. There should be no double-stacked or side-loaded pallets.
• Make sure each carton contains a Stock Keeping Unit (SKU), the item name and description, and the number of products in each carton.
• Make sure each pallet has the sender's name, the shipping address, and the number of cartons in each pallet.
• Box all SKUs separately. Make sure the SKU and quantity are clearly marked on the outside of the carton. Pallets with multiple SKUs should be labeled Mixed product.

Step 2: Fill out all fields in the Client Shipping Info section

1. Navigate to Client Shipping Info.
   
2. Complete the required fields:

• Special Handling Required: Indicate whether special handling is needed by selecting Yes or No.
• Shipment Outer Packaging Type: Specify whether the shipment will be in Cartons or Pallets.
• Total Number of Outer Packages: Enter the total number of cartons or pallets being shipped.
• Shipment Weight: Provide the total weight of the shipment.
• Shipment Weight Unit of Measure (UOM): Specify the unit of measurement for the shipment weight: Pounds (lbs) or Kilograms (kgs).
• Shipment Date: Enter the date the shipment is being sent.
• Estimated Arrival Date: Enter the expected date of delivery.
• Shipment Carrier: Provide the name of the shipping carrier being used. For example, FedEx or UPS.
• Tracking Number: Include the shipment's tracking number.
• Tracking URL: Provide the tracking link (URL) for the shipment.

Step 3: Mark task as Complete

Select the Save button to mark this task as complete.

By completing the Complete ASN task, you are confirming that you've shipped your products to the designated Bazaarvoice warehouse and we can proceed with your Sampling campaign.

Once we receive your inventory in our warehouse, your products will be offered to members of the Influenster Sampling community and shipped to campaign participants within two weeks. You can expect to begin collecting content within one week of members receiving your products.

Client-provided fulfillment

If you handle your own shipping, fulfillment management provides a secure, streamlined way to download member shipping addresses and upload tracking information directly within Vibe. This helps ensure full compliance with data privacy regulations while keeping your campaign timelines on schedule.

Get started

Once your Ship products and provide tracking information task is marked as Ready, member shipping information becomes available in Vibe.

1. Sign in to Vibe and navigate to Campaigns.

2. Select the campaign you wish to fulfill from the list.

3. Select the Fulfillment tab to view your campaign's fulfillment table.

Download member address lists

To begin your internal shipping process, you can download a Excel (.xlsx) file containing the necessary member personally identifiable information (PII) linked to each Order ID.

1. Navigate to the Fulfillment tab.

2. Use the Download Orders drop-down menu to select the list you need:

• Not Shipped (Recommended for new batches): Downloads only members who have not yet had tracking information attached.

• Shipped: Downloads members whose orders have already been processed.

• All Orders: Downloads all orders, both shipped and not shipped. 

3. Select Download Address List.

Note: Member addresses downloaded from Vibe may only be used for campaign fulfillment purposes. In accordance with Bazaarvoice Terms & Conditions and global privacy regulations, all PII files must be safely destroyed or disposed of upon campaign completion.

Upload tracking and fulfillment data

After dispatching products, you can sync tracking numbers and order statuses back to Vibe by uploading an updated Excel (.xlsx) file. This file must include the Order ID and must match the system-generated Order ID from your downloaded address list file. The following fields can be updated:

Note: If you don’t have tracking numbers or carrier details available for certain shipments, you can still update their status by uploading the Excel (.xlsx) with the order ID and Shipping date to update the status to Shipped.

Upload the file

1. On the Fulfillment tab, select Upload Fulfillment File.

2. Select your prepared Excel (.xlsx) file.

3. The system will scan your file for invalid Order IDs or unrecognized carrier names.

4. If validation passes, the grid will update immediately.

Caution: If your file contains an unrecognized carrier name or invalid Order ID, the upload will be blocked. An error modal will appear which contains an error form to download and see the error description. Please ensure carrier names strictly match the Bazaarvoice approved carrier list before re-uploading.

Tip: To add a new carrier to your approved list, contact Bazaarvoice support.

Manage partial and batch fulfillments

You don’t need to ship all orders at once. Vibe supports partial or batch updates:

● Non-destructive updates: When you upload a Excel (.xlsx) containing a subset of orders, Vibe updates only the Order IDs included in that file with a corresponding shipping date. All other orders remain untouched in their current state (Not Shipped).

● Managing remaining orders: To process your next batch, simply use the Download Orders drop-down, select Not Shipped, and download a fresh list containing only the remaining pending orders.

Note: The status of the Ship products and provide tracking task in Support Community will change to Partial Products Shipped to Members if partially fulfilled and Completed if all orders are fulfilled.  

What’s next?

Once products have shipped, members will receive a notification informing them that their samples are on the way. Fulfilling your campaign allows Bazaarvoice to trigger the UGC collection process for reviews and/or social content. In most cases, content will start appearing roughly one week after products ship.

You’ve completed the step: Fulfill your Sampling campaign.

You’re now ready to move on to Step 4: Review your Sampling campaign results:

• Learn how to Review your Bazaarvoice Sampling campaign results using Vibe.