This article walks through the most common tasks performed in Altivo on a regular basis. Each workflow combines multiple features into an end-to-end process, from recording a new deal to reviewing expiring allocations at the end of the year.

Day-to-Day Workflows

Workflow 1: Recording a new sponsorship deal

1. Check if the sponsor exists. Search for their name on the Sponsors page. If already in the system, skip to step 3.

2. Create the sponsor. Click Add Sponsor. Enter name, type, industry, and contact details. Set status to Active if confirmed, or Prospect if still in discussions.

3. Record the sponsorship. Go to Sponsorships, click Add Sponsorship. Select the sponsor, add contributions (Cash, Goods, or Services with values), enter dates and purpose. Save. Altivo auto-generates a sponsorship number and a Section 18A reference if applicable.

4. Allocate assets. Go to Allocations, click Add Allocation. Select the sponsor and the asset(s) they will receive, set dates and units. The system suggests a pro-rata value - accept it or override with the agreed value. Save.

5. Verify on the dashboard. The sponsor should now appear in revenue figures and the allocated assets should show reduced availability.

Workflow 2: Handling a new enquiry from the Sponsor Portal

1. Check New Requests in the sidebar - ideally daily

2. Click on the enquiry to review the potential sponsor's details and the asset they are interested in

3. If legitimate, click Accept - a new Sponsor record is created as Prospect

4. Contact the new sponsor to discuss terms

5. Once agreed, follow Workflow 1 from step 3 (record sponsorship, allocate assets)

6. Update the sponsor status from Prospect to Active

Workflow 3: Weekly allocation review

1. Go to the Admin Dashboard

2. Check Expiring Allocations for anything in Critical (under 30 days) or Warning (under 60 days)

3. For critical items: contact the sponsor to discuss renewal or completion

4. For expired items still marked Active: update the status to Completed or Fulfilled as appropriate

5. Check Outstanding Allocations to see which sponsors have unfulfilled allocations that need attention

Workflow 4: Reviewing unallocated value

1. Go to Sponsors and check individual sponsor detail pages for unallocated balances

2. For sponsors with significant unallocated value, review which assets are available

3. Create new allocations to assign the unallocated value to appropriate assets

4. If no suitable assets exist, consider whether new assets should be added to the inventory

Workflow 5: End-of-year review

1. Go to the Dashboard and set the date filter to the current year - note key metrics: total revenue, number of sponsors, asset utilisation

2. Check the Admin Dashboard fulfilment rate

3. Review Active sponsors with no sponsorships this year - consider changing their status to Lapsed

4. Update any allocations that are Active but past their end date to Completed

5. Use the AI Advisor Summarise mode to generate a plain-English overview for reporting to your School Governing Body

Quick reference: where to go for common tasks

Frequently asked questions

How often should I check the New Requests page?

We recommend checking daily, or at minimum a few times per week. Potential sponsors expect a prompt response and delays can cost you a deal.

How do I know which sponsors need attention?

Check the Admin Dashboard regularly. The Expiring Allocations and Outstanding Allocations sections highlight sponsors who need follow-up. High unallocated value on a sponsor's record also means money is sitting idle and needs to be assigned.

What is the fastest way to understand my sponsorship programme's health?

Open the AI Advisor (available on any page) and use the Summarise mode. It reads your live data and generates a plain-English overview in seconds - ideal for a quick check or for preparing a report.