Sponsorship Proposals & Tracking

Send professional sponsorship proposals and track sponsor decisions in real-time. Generate branded PDF documents, monitor proposal status, track email opens and approvals, collect digital signatures, and manage the complete proposal lifecycle from send to contract with comprehensive audit trails. View all sent sponsorship proposals, track their status, review audit trails, and monitor sponsor decisions in real-time.

Accessing Proposals

Navigate to Sponsorships → Proposals from the sidebar to access sent proposals and track sponsor responses.

Plan Required: Professional or Enterprise plan Permission Required: Proposals permission or Admin access

What Are Proposals?

Proposals are packages that have been sent to sponsors for review and approval. When you send a package from Package Builder, it moves from the Packages page to the Proposals page. Proposal Lifecycle:

Draft - Package created but not sent (shows in Packages page)
Pending Approval - Sent to sponsor, awaiting response (shows in Proposals page)
Approved - Sponsor accepted the proposal (shows in Proposals page)
Rejected - Sponsor declined the proposal (shows in Proposals page)
Expired - Proposal deadline passed without response (shows in Proposals page)

Lifecycle Tracking: Each proposal maintains complete history from creation through final decision, with timestamps, IP addresses, and sponsor actions recorded for compliance and analysis.

Proposals List Page

Empty State

If you haven’t sent any proposals yet, you’ll see:

Icon: Document graphic
Title: “No pending packages”
Message: “Generate proposals from your packages to send to sponsors for approval.”
Action: “Go to Packages” button

Getting Started: Create a package in Packages page, build inclusions, then use “Send Proposal” to generate your first proposal.

Proposals List

Vertical list of all sent proposals sorted by sent date (newest first).

List Item Layout

Each proposal displays: Left Side:

Sponsor Logo: 48*48px square (or document icon fallback)
Sponsor Name: Bold, clickable
Package Tier: Below name (e.g., “Gold”, “Platinum”)
Sales Price: Currency formatted (hidden in Negotiator Mode)

Right Side (Desktop):

Package Name: Bold
Sent Date: “Sent [date]” (e.g., “Sent Jan 15, 2025”)
Expires Date: “Expires [date]”
Status Badge: Visual indicator with color dot

Chevron: Right-facing arrow indicating clickable item

Click Anywhere: The entire row is clickable and opens the proposal preview page.

Status Badges

Four status types with colored indicators:

Pending

Color: Amber/Yellow Dot: Amber circle Label: “Pending” Meaning: Sent to sponsor, waiting for response Shows: Before expiration date

Approved

Color: Green Dot: Green circle Label: “Approved” Meaning: Sponsor accepted the proposal Shows: After sponsor approval

Rejected

Color: Red Dot: Red circle Label: “Rejected” Meaning: Sponsor declined the proposal Shows: After sponsor rejection

Expired

Color: Gray Dot: Gray circle Label: “Expired” Meaning: Deadline passed without response Shows: After expiration date (still pending)

Expiration: Expired proposals remain in “pending” status but are marked as expired. Sponsors can no longer accept expired proposals via the proposal link.

Sorting

Order: Newest first (by sent date) Logic: Most recently sent proposals appear at the top Fixed: No manual sorting or filtering options

Proposal Preview Page

Detailed view of a single proposal with PDF preview and audit trail.

Accessing Preview

From List: Click on any proposal in the list Direct URL: /products/sponsorships/packages/[id]/preview

Page Layout

Split-screen layout: Left Side (Main):

Full PDF preview
Download button

Right Side (Sidebar):

Proposal Preview header
Status badge
Audit trail
Action buttons

Responsive: On mobile, sidebar appears above PDF for better UX.

PDF Preview

Display: Embedded PDF viewer Content: Exact proposal PDF sent to sponsor Features:

Scroll to view all pages
Zoom controls
Fullscreen option (browser-dependent)

Loading States:

Shows spinner while PDF loads
Error message if PDF fails to load
Retry option on error

Same as Sent: This is the exact PDF the sponsor received via email. Use it to verify proposal contents after sending.

Status Badge (Detailed)

Expanded status information: Pending Approval:

Icon: Clock
Color: Amber
Label: “Pending Approval”
Sub-text: “Awaiting sponsor response”

Approved:

Icon: Check Circle
Color: Green
Label: “Approved”
Sub-text: “Accepted on [date]”

Rejected:

Icon: X Circle
Color: Red
Label: “Rejected”
Sub-text: “Declined on [date]”

Expired:

Icon: Clock
Color: Gray
Label: “Expired”
Sub-text: “Expired on [date]“

Audit Trail

Chronological timeline of proposal events.

Timeline Events

1. Proposal Sent:

Icon: Envelope
Label: “Proposal Sent”
Date: Sent date and time
Details: Sent to [contact emails]
Shows: Always (first event)

2. Proposal Opened (if tracking enabled):

Icon: Eye
Label: “Proposal Opened”
Date: First open timestamp
Details: Opened by [IP address]
Shows: If sponsor opened email

3. Sponsor Response:

Approved:
- Icon: Check Circle (green)
- Label: “Proposal Approved”
- Date: Approval date and time
- Details: Approved by [contact name]
- Value: Package value shown
Rejected:
- Icon: X Circle (red)
- Label: “Proposal Rejected”
- Date: Rejection date and time
- Details: Rejected by [contact name]

4. Signature Data (if signed):

Icon: Pen
Label: “Digitally Signed”
Details:
- Signer name, title, company
- Signed date and time
- IP address
Shows: If sponsor signed electronically

5. Expiration:

Icon: Clock (gray)
Label: “Proposal Expired”
Date: Expiration date
Details: “No response received”
Shows: If expired without response

Chronological Order: Events appear in timeline order from top (most recent) to bottom (oldest).

Action Buttons

Located in sidebar panel.

Edit Package (Pending/Draft only)

Button: “Edit Package” with pencil icon Visibility: Shows only for pending or draft proposals Action: Navigates to Package Builder Use Case: Make changes before sponsor responds

After Approval: Edit button is hidden for approved proposals. You cannot edit an approved package.

Download PDF

Button: “Download PDF” with download icon Visibility: Always visible Action: Downloads proposal PDF to computer Filename: proposal-[package-name].pdf Use Case: Save for records, print, or share internally

Resend Proposal (Coming Soon)

Button: “Resend” with envelope icon Visibility: Shows for expired or pending proposals Action: Re-sends proposal email to contacts Use Case: Remind sponsor, send to additional contacts

Proposal Information Panel

Additional details shown in sidebar: Sent To:

List of recipient email addresses
Primary contact highlighted
Shows all recipients from original send

Package Details:

Package name
Package tier badge
Sales price (if not Negotiator Mode)
Event assignments (if any)

Expiration Info:

“Expires on [date]” (if pending)
“Expired on [date]” (if expired)
Countdown timer (optional, if pending)

Track Progress: Check audit trail regularly to see if sponsors opened the proposal. This helps with follow-up timing.

Proposal Status Management

Status Transitions

Valid status flows:

draft → pending_approval → approved
                        → rejected
                        → expired (after deadline)

Cannot Go Backward: Once approved/rejected, status is final Expired Can’t Approve: Expired proposals can’t be accepted by sponsor

Automatic Status Updates

Sent: Status changes to “pending_approval” when email is sent Approved: Status changes to “approved” when sponsor clicks “Accept” Rejected: Status changes to “rejected” when sponsor clicks “Decline” Expired: Status remains “pending_approval” but badge shows “Expired”

Real-Time Updates: Refresh the page to see latest status changes from sponsor actions.

How Sponsors Receive Proposals

When you send a proposal, sponsors receive an email containing: Email Contents:

Subject line with your organization name and package name
Personalized greeting with sponsor contact name
Brief introduction to the sponsorship package
Package tier and sales price (if not Negotiator Mode)
Unique proposal link button
Expiration date reminder
Contact information for questions

Proposal Link:

Format: https://yourorg.valiyou.com/proposal/[token]
Token: Unique, secure, non-guessable identifier
Access: No login required (public link)
Expires: After the expiration date set in package

Security: Proposal links are public but unguessable tokens. Don’t share links publicly. Only send to intended sponsor contacts via the Send Proposal feature.

External Approval Page

Split-screen interface designed for sponsor decision-making: Layout:

Left Side (75%): Full PDF preview of proposal
Right Side (25%): Signing panel with approval form

Mobile Layout:

PDF preview on top (full width)
Signing panel below (full width)
Scrollable content

Signing Panel (Right Side)

Fixed panel with all approval controls.

Header Section

Organization Branding:

Organization logo (48*48px)
“Sponsorship Proposal” title
“From [Organization Name]” subtitle
White background

Signer Information Form

Section Title: “Entitled to draw” Required Fields:

Full Name - Text input for signer’s full name
Job Title - Text input for position/role
Company - Pre-filled with sponsor name (editable)

Validation:

All fields required before approval
Empty fields prevent submission
Error message shown if incomplete

Pre-filled Company: The company field is automatically filled with the sponsor name but can be edited if needed.

Section Title: “Approval Consent” Checkbox Text: “I confirm that I am authorized to approve this sponsorship on behalf of [Company Name], that I have reviewed the complete package, and that I accept the terms and agree to pay [Sales Price] for this package.” Features:

Single comprehensive consent checkbox
Dynamic company name (from Company field)
Dynamic sales price display
Must be checked to approve
Unchecked by default

Legal Compliance:

Records consent timestamp
Captures IP address
Stores user agent (browser/device info)
Creates SHA-256 hash of package snapshot for integrity

Download PDF Link

Location: Below consent checkbox, above action buttons Link Text: “Download proposal as PDF” with download icon Action:

Fetches PDF from API via proposal token
Creates blob and triggers browser download
Filename: [Package_Name]_Proposal.pdf
Allows sponsor to save proposal before deciding

Download First: Sponsors can download the proposal PDF to share internally or review offline before making a decision.

Action Buttons

Fixed at bottom of signing panel. Approve Package Button:

Style: Primary blue button, full width
Text: “Approve Package” with check icon
State: Disabled until form is valid (all fields filled + consent checked)
Loading: Shows spinner when submitting
Action: Submits approval with signature data

Decline Proposal Button:

Style: Secondary gray button, full width
Text: “Decline Proposal”
State: Always enabled (no form validation required)
Loading: Shows spinner when submitting
Action: Submits rejection (optional signer info if provided)

Validation Message:

Shows below buttons if submission attempted with incomplete form
Text: “Please complete all required fields and checkboxes”
Red text, center-aligned

PDF Preview (Left Side)

Embedded PDF viewer showing exact proposal sent via email. Features:

Full-page PDF display
Scroll to view all pages
Zoom controls (browser-native)
Same PDF as downloaded version

Content:

Organization header and logo
Sponsor name and logo
Package tier and pricing
Inclusions table with quantities and costs
Terms and conditions
Total package value

Approval Flow

Step-by-step process when sponsor approves: 1. Sponsor Clicks Approve Button:

Form validation runs
Check all required fields
Check consent checkbox
Show error if incomplete

2. Submit Approval to API:

POST request to /api/products/sponsorships/proposal/[token]
Body includes:
- action: 'approve'
- signature.signer: Name, title, company
- signature.consent: All consent data with timestamp

3. Server Validation:

Verify proposal token exists
Check proposal hasn’t expired
Confirm status is “pending_approval” (not already responded)
Validate signature data provided

4. Capture Audit Trail:

IP address from request headers
User agent (browser/device info)
Timestamp of signature
SHA-256 hash of package snapshot for data integrity

5. Update Package Status:

Change status from “pending_approval” to “approved”
Store signature data (signer info + consent + audit trail)
Clear expiration date (no longer relevant)
Keep proposal token active (for confirmation page)

6. Show Success Modal:

Green checkmark icon
“Proposal Approved” title
Thank you message
“Your digital signature has been recorded…” note
Download proposal link
Modal overlays entire page

Signature Data Stored:

{
  "signer": {
    "name": "John Doe",
    "title": "Marketing Director",
    "company": "Sponsor Corp"
  },
  "consent": {
    "reviewed_package": true,
    "authorized_to_sign": true,
    "accept_terms": true,
    "acceptance_timestamp": "2025-01-15T14:30:00.000Z"
  },
  "audit_trail": {
    "ip_address": "192.168.1.1",
    "user_agent": "Mozilla/5.0...",
    "signed_at": "2025-01-15T14:30:00.000Z",
    "package_snapshot_hash": "sha256:abc123..."
  }
}

Rejection Flow

Simplified process when sponsor declines: 1. Sponsor Clicks Decline Button:

No form validation required
Can decline even without filling form
Confirmation immediate (no additional modal)

2. Submit Rejection to API:

POST request to /api/products/sponsorships/proposal/[token]
Body includes:
- action: 'reject'
- signature.signer: Optional (if name provided, includes it)

3. Server Processing:

Verify proposal token and expiration
Confirm status is “pending_approval”
No signature data validation required

4. Update Package Status:

Change status from “pending_approval” to “rejected”
Store minimal signer info (if provided)
Clear expiration date
Keep proposal token active

5. Show Declined Modal:

Red X icon
“Proposal Declined” title
“You have declined the sponsorship package…” message
“The organization has been notified” confirmation
Modal overlays entire page

No Form Required: Sponsors can decline without filling any fields. Signer information is optional for rejections.

Post-Response States

What happens after sponsor responds: Proposal Already Approved:

Shows success modal immediately on page load
Green checkmark with “Proposal Approved” message
Download PDF link available
Prevents duplicate submissions

Proposal Already Rejected:

Shows declined modal immediately on page load
Red X with “Proposal Declined” message
Organization notified text
Prevents duplicate submissions

Proposal Expired:

Yellow clock icon
“Proposal Expired” title
Message: “This proposal link has expired. Please contact the organization for a new proposal.”
No form or buttons shown

Proposal Not Found:

Red error icon
“Error Loading Proposal” title
Generic error message
No form or buttons shown

Security and Compliance

Data Integrity:

Package snapshot hash (SHA-256) ensures proposal wasn’t modified after signing
Hash includes: package ID, name, sales price, cost price, items
Prevents tampering and provides legal proof

Audit Trail:

IP address capture (x-forwarded-for header)
User agent capture (browser/device info)
Timestamp in ISO 8601 format
All data stored in signature_data JSONB column

Legal Compliance:

Digital signature with explicit consent
Timestamp and IP for non-repudiation
Package snapshot hash for integrity
Audit trail for legal documentation

Privacy:

No user account required (public link)
Minimal data collection (only what’s needed for signature)
Secure token prevents unauthorized access
Expiration date limits exposure window

Legal Weight: The digital signature with consent, timestamp, IP, and package hash provides legally binding documentation of approval. Treat approval seriously.

Permissions

Different permissions show different content:

Permission	Can View List	Can View Preview	Can Edit	Can Resend
Proposals Role	✅ Yes	✅ Yes	✅ Yes (pending only)	✅ Yes
Admin	✅ Yes	✅ Yes	✅ Yes (pending only)	✅ Yes
Other Roles	❌ No	❌ No	❌ No	❌ No

Professional/Enterprise Only: Proposals feature requires Professional or Enterprise plan. Starter plans cannot access this module.

Common Use Cases

Monitoring Sent Proposals

Open Proposals page
Review list for pending proposals
Click on specific proposal
Check audit trail for opens/actions
Follow up if no response after several days

Verifying Proposal Contents

Click on proposal from list
Review PDF preview
Verify all items, quantities, pricing
Check terms and conditions
Confirm correct sponsor information

Following Up on Pending

Check sent date in list
Review audit trail for opens
Wait appropriate time (3-7 days)
Use audit trail to time follow-up
Resend or contact sponsor directly

Handling Approvals

See “Approved” badge in list
Open proposal preview
Review approval timestamp
Check signature data (if provided)
Download PDF for records
Proceed with contract finalization

Managing Rejections

See “Rejected” badge in list
Open proposal preview
Review rejection timestamp
Check audit trail for context
Follow up with sponsor for feedback
Create revised package if needed

Dealing with Expirations

See “Expired” badge in list
Open proposal preview
Check if sponsor opened (audit trail)
Resend with extended deadline
Or contact sponsor directly

Troubleshooting

Proposal Not Showing in List

Check:

Proposal was sent (not still draft)
You have Proposals permission
Refresh page to update list
Check Packages page (might be draft)

PDF Preview Won’t Load

Try:

Refresh page
Clear browser cache
Check network connection
Try different browser
Contact support if persists

Status Not Updating

Fix:

Refresh page manually (status updates on refresh)
Check sponsor received link
Verify link wasn’t expired when sponsor clicked
Check spam folder for bounce emails

Can’t Edit Proposal

Reasons:

Proposal is approved (can’t edit)
Proposal is rejected (can’t edit)
Don’t have edit permissions
Network error

Solution:

Create new package for approved/rejected
Request permissions from admin
Check browser console for errors

Download PDF Fails

Try:

Disable popup blocker
Allow file downloads in browser
Check disk space
Try different browser
Use “Print to PDF” as alternative

Frequently Asked Questions

How do I send a sponsorship proposal?

Create a package in the Packages page, add inventory items and set pricing, click “Send Proposal” button, enter sponsor contact emails, set expiration date, and click send. The system generates a branded PDF and emails it to the sponsor with a unique approval link.

Can I track when sponsors open proposals?

Yes, the audit trail shows when sponsors open proposal emails (if tracking is enabled) including timestamp and IP address. Check the proposal preview page audit trail section to see “Proposal Opened” event with date, time, and location details. When a sponsor approves, the status changes to “Approved,” signature data is recorded (name, title, company, timestamp, IP), audit trail captures approval event, and you receive notification. Download the approved proposal PDF with signature data for contract finalization.

How long do proposal links stay active?

Proposal links expire on the date you set when sending the proposal. After expiration, sponsors see an “Expired” message and cannot approve. The link remains accessible for viewing but approval buttons are disabled. Resend proposals to extend deadlines.

Can I edit a proposal after sending?

You can edit pending proposals before sponsor responds by clicking “Edit Package” in the proposal preview. After approval or rejection, proposals are locked and cannot be edited. Create a new package for changes to approved or rejected proposals. If a sponsor doesn’t respond, check the audit trail to see if they opened the proposal, wait 3-7 days before following up, use the “Resend” button to send a reminder, or contact them directly via phone or email to discuss the proposal.

How do digital signatures work?

Digital signatures require sponsor to fill in name, job title, and company, check consent checkbox confirming authorization and agreement, and click “Approve Package” button. The system captures IP address, timestamp, and browser details, creating legally binding approval documentation with SHA-256 package hash.

Can I customize the proposal PDF?

Yes, proposal PDFs automatically include your organization logo and branding, sponsor information and contact details, package name, tier, and pricing, inventory items with quantities and costs (unless Negotiator Mode), and custom terms and conditions. Configure branding in organization settings.

What’s the difference between Packages and Proposals?

Packages are draft sponsorship bundles being built in Package Builder that haven’t been sent. Proposals are packages that have been sent to sponsors for approval and appear in the Proposals page with tracking, status badges, and audit trails.

How do I generate proposal reports?

Export proposal data by downloading individual PDFs from proposal preview pages, using analytics dashboard (Professional/Enterprise plans) to view acceptance rates, exporting proposal lists to CSV for custom analysis, and scheduling automated reports for team and stakeholder distribution.

Next Steps

Monitor Responses

Check proposals daily for sponsor decisions

Follow Up

Contact sponsors after 3-7 days if no response

Analyze Performance

Review proposal success rates and metrics

Refine Packages

Use approval data to optimize future packages

Manage Contracts

Move approved proposals to contract finalization

Best Practice: Set up email notifications (if available) to get instant alerts when sponsors approve or reject proposals. This enables immediate follow-up.

​Sponsorship Proposals & Tracking

​Accessing Proposals

​What Are Proposals?

​Proposals List Page

​Empty State

​Proposals List

​List Item Layout

​Status Badges

​Pending

​Approved

​Rejected

​Expired

​Sorting

​Proposal Preview Page

​Accessing Preview

​Page Layout

​PDF Preview

​Status Badge (Detailed)

​Audit Trail

​Timeline Events

​Action Buttons

​Edit Package (Pending/Draft only)

​Download PDF

​Resend Proposal (Coming Soon)

​Proposal Information Panel

​Proposal Status Management

​Status Transitions

​Automatic Status Updates

​Sponsor Approval via Email

​How Sponsors Receive Proposals

​External Approval Page

​Signing Panel (Right Side)

​Header Section

​Signer Information Form

​Approval Consent Checkbox

​Download PDF Link

​Action Buttons

​PDF Preview (Left Side)

​Approval Flow

​Rejection Flow

​Post-Response States

​Security and Compliance

​Permissions

​Common Use Cases

​Monitoring Sent Proposals

​Verifying Proposal Contents

​Following Up on Pending

​Handling Approvals

​Managing Rejections

​Dealing with Expirations

​Troubleshooting

​Proposal Not Showing in List

​PDF Preview Won’t Load

​Status Not Updating

​Can’t Edit Proposal

​Download PDF Fails

​Frequently Asked Questions

​How do I send a sponsorship proposal?

​Can I track when sponsors open proposals?

​What happens when a sponsor approves?

​How long do proposal links stay active?

​Can I edit a proposal after sending?

​What if a sponsor doesn’t respond?

​How do digital signatures work?

​Can I customize the proposal PDF?

​What’s the difference between Packages and Proposals?

​How do I generate proposal reports?

​Next Steps

Monitor Responses

Follow Up

Analyze Performance

Refine Packages

Manage Contracts

Sponsorship Proposals & Tracking

Accessing Proposals

What Are Proposals?

Proposals List Page

Empty State

Proposals List

List Item Layout

Status Badges

Pending

Approved

Rejected

Expired

Sorting

Proposal Preview Page

Accessing Preview

Page Layout

PDF Preview

Status Badge (Detailed)

Audit Trail

Timeline Events

Action Buttons

Edit Package (Pending/Draft only)

Download PDF

Resend Proposal (Coming Soon)

Proposal Information Panel

Proposal Status Management

Status Transitions

Automatic Status Updates

Sponsor Approval via Email

How Sponsors Receive Proposals

External Approval Page

Signing Panel (Right Side)

Header Section

Signer Information Form

Approval Consent Checkbox

Download PDF Link

Action Buttons

PDF Preview (Left Side)

Approval Flow

Rejection Flow

Post-Response States

Security and Compliance

Permissions

Common Use Cases

Monitoring Sent Proposals

Verifying Proposal Contents

Following Up on Pending

Handling Approvals

Managing Rejections

Dealing with Expirations

Troubleshooting

Proposal Not Showing in List

PDF Preview Won’t Load

Status Not Updating

Can’t Edit Proposal

Download PDF Fails

Frequently Asked Questions

How do I send a sponsorship proposal?

Can I track when sponsors open proposals?

What happens when a sponsor approves?

How long do proposal links stay active?

Can I edit a proposal after sending?

What if a sponsor doesn’t respond?

How do digital signatures work?

Can I customize the proposal PDF?

What’s the difference between Packages and Proposals?

How do I generate proposal reports?

Next Steps