This article explains what allocations are, how to create and manage them, how the suggested value is calculated, how Altivo stops you over-allocating an asset, and what the statuses and expiry warnings mean.
Allocations
An allocation assigns a specific asset to a specific sponsor for a defined period. Every allocation answers four questions: which sponsor, which asset, when, and for how much.
Think of the sponsorship as the money coming in, and the allocation as what the sponsor receives in return.
Go to Allocations and click + Add Allocation
Select the sponsor, the asset, and the sponsorship it belongs to
Enter the start date, end date and units allocated
The agreed value is suggested automatically for priced assets. Accept it or override it
Set the status and click Save
You can attach a file to an allocation - artwork, a signed agreement, or proof that the work was delivered.
If you are setting up a whole new deal at once, + Quick Add in the top bar creates the sponsor, sponsorship and allocations together.
For a priced asset, Altivo works out a value from the asset's price, its duration type, your dates and the number of units. A three-month allocation of an asset priced per year suggests roughly a quarter of the annual price.
The value field is locked by default. Click the pencil icon to unlock it and enter a different agreed value - useful when you have given a discount or agreed a round number. A note shows the original suggestion, so the discount stays visible rather than disappearing.
Unpriced assets get no suggestion. Enter the value yourself.
Altivo stops you promising the same thing twice. If you try to allocate more units than the asset has free for those dates, you get a conflict message telling you how many are actually available.
To resolve it: reduce the units, change the dates so they do not overlap an existing allocation, or mark a finished allocation as Fulfilled or Cancelled to release its units.
Allocations that are Fulfilled, Expired or Cancelled release their units back to the pool. Pending and In Progress ones hold theirs.
| Status | Meaning | Set by |
|---|---|---|
| Pending | Agreed, not yet under way | You |
| In Progress | Currently running | You |
| Fulfilled | Delivered in full | You |
| Expired | Past its end date | Altivo, automatically |
| Cancelled | Agreed but will not happen. Units released | You |
Expired is applied for you once the end date passes, so you do not have to tidy up old records. If you set a status yourself, Altivo respects your choice and stops overriding it.
Expired and Fulfilled are not the same thing. Expired means the period ended. Fulfilled means you actually delivered. Marking delivered work as Fulfilled is what keeps your fulfilment rate meaningful, and only you know when it happened.
Every allocation shows a Days Left badge, colour-coded so urgent items stand out:
| Badge | Days remaining |
|---|---|
| OK | 60 or more |
| Warning | 30 to 59 |
| Critical | Fewer than 30 |
| Expired | Past the end date |
You do not have to remember to check. Altivo emails your admin contact on Tuesdays and Thursdays about allocations approaching their end date, at 60, 30, 14 and 7 days out. For physical assets like banners and signage there are also reminders after expiry, at 0, 7 and 14 days, prompting you to arrange removal.
The notification bell in the top bar shows the same items. Fulfilled and Cancelled allocations are excluded, so the list stays about things that still need you.
An allocation with no end date gets no reminders at all - there is nothing to count down to. If you want expiry warnings, set an end date.
The asset does not have enough free units for those dates - another sponsor most likely has an overlapping allocation. Reduce the units, adjust the dates, or mark a finished allocation on that asset as Fulfilled or Cancelled to release its units.
The asset has no price set. Enter the agreed value yourself, or add a price to the asset if it should have one.
If you unlocked the field and typed your own value, Altivo keeps it - it assumes you meant it. Click the pencil icon again to go back to the calculated suggestion.
Check the asset's duration type. An asset priced per year but recorded as once-off will suggest the full annual price for a short allocation, and one priced per year that is really a single event will suggest almost nothing. Correct the duration type on the asset and the suggestion follows.
It is hidden from your views but the underlying record is kept, so nothing is truly lost. The units return to the asset's available pool and the value comes off the sponsor's allocated total.
No. Altivo does that once the end date passes. What it cannot know is when you actually delivered, so marking work Fulfilled is still your job.
Last updated: September 2026 | Version 3.0