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Insertion Orders Management

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Introduction

In this topic, you'll learn how to create and manage your insertion orders, including, editing, archiving, copying, and deleting them. Most importantly, you'll learn how to add creatives to an insertion order. this is a new piece of text that I want to add...

 

What You’ll Learn

In this topic, you’ll learn about:

Create an Insertion Order

We recommend creating insertion orders via the Planning tool for accurate inventory assessment. Direct insertion order creation is also possible but offers less inventory visibility.

To create an insertion order manually, continue as follows:

  1. Log in to Vistar's DSP at trafficking.vistarmedia.com.

  2. Using the side navigation, click Insertion Orders.

  3. Click Add Insertion Order.

    Add Insertion Order Dialog

  4. Complete the following required fields at a minimum:

    1. Insertion Order Name: Enter the name of your insertion order. When naming an insertion order, use a name that’s clear for quick and easy identification.

    2. Starts (EST/EDT): Enter the beginning date and time of your insertion order. Use the date and time pickers to set this information.

      The start date and time of your insertion order defaults to the timezone of your location when creating the order. This can affect insertion orders created in EST but scheduled to run in PST. For instance, if you create an insertion order in New York starting on March 5th at 12:00 AM (EST), it will begin in Los Angeles on March 4th at 9:00 PM (PST). Therefore, your insertion order starts a day earlier and at an earlier time.

    3. Budget: First, using the dropdown, select Total Cost or Impressions. Then enter the value. This is the target amount of money that Vistar will attempt to spend buying impressions. Or, this can be the number of impressions Vistar will attempt to buy. Monetary budgets reflect the total cost invoiced for using Vistar's DSP. We calculate this total using the sum of media, audience, and measurement costs. It also includes other billable costs such as DSP and ad serving fees.

    4. Advertiser: Enter the name of the advertiser linked to your insertion order. Start typing a name, or click inside the field to open the dropdown and make a choice.

      After creating your insertion order, you can’t modify the Advertiser.

      If your advertiser isn’t listed, you can add them by entering their name. Your new advertiser appears in the dropdown with (new advertiser) added at the end. Select your new advertiser from the dropdown. In the Confirm dialog, click Yes to create the advertiser or click Cancel to exit without saving.

    5. Ends (EST/EDT): Enter the end date and time of your insertion order. Use the date and time pickers to set this information.

      The end date and time of your insertion order defaults to the timezone of your location when creating the order. This can affect insertion orders created in EST but scheduled to run in PST. For instance, if you create an insertion order in New York ending on March 5th at 11:59 PM (EST), it will end in Los Angeles on March 5th at 8:59 PM (PST). Therefore, your insertion order ends at an earlier time.

  5. Complete the following optional fields if needed:

    1. Revenue Tracking: First, using the dropdown, select Total Cost Markup % or Fixed CPM. Then, enter the value. This field determines how you calculate revenue for your campaign. To learn more about this topic, see Revenue Tracking.

      This is an estimate based on forecasted delivery. To view actual revenue and profit against delivery, see Reporting.

    2. Contract Number: Enter the contract ID number associated with your insertion order. You'll enter this ID if you’d like it to appear as part of the invoice.

    3. Share With: Enter the user's email address you'd like to share this information with.

  6. Click Save. Alternatively, click Cancel to exit without saving.

Navigate the Insertion Orders Details View

After creating and saving, or opening, an insertion order, you’re taken to the Insertion Order Details view. At the top of this view, you'll find the Billboard, followed by the Campaigns table. The Billboard shows high-level metrics, for example, budget and profit margin. Thereafter, a progress bar provides real-time tracking of insertion order performance.

Insertion Orders Details View Showing the Billboard (Top) and Campaigns Table (Below)

Billboard elements, shown in blue, are interactive. These include Budget, Advertiser, Contract Number, Measurement, DeviceID Passback, Dynamic Creative, and Revenue Tracking if applicable for a given ad campaign.

Billboard Elements

The Billboard shows the following elements:

Billboard Elements
Element Description
Name The name of your insertion order. You can edit the name of your insertion order as needed.
Chip Shows as Active (green), Upcoming (Gray) or Past (TBA) to align with the tab filters on the Insertion Orders landing page. An order becomes active when at least one of your campaigns is live and delivering. Inactive orders can refer to upcoming or past orders not actively displaying ads on screens. Past refers to completed orders.
Budget This represents the target that we aim to achieve when delivering your campaign. Budget can reflect either the number of impressions to purchase or a monetary amount reflecting the total you wish to spend. We calculate this total using the sum of media, audience, and measurement costs. They also include other billable costs such as DSP and ad serving fees. For more information on how markup affects budgets and our campaign invoicing process, see Create a Plan.
Allocated Budget The sum of delivery for paused and archived campaigns. This is in addition to the budgets of current and future campaigns.
Budget Delivered The monetary value or impressions (depending on your budget type) delivered to date.

Profit Margin

This field only shows if you apply revenue tracking to your insertion order. Profit Margin is the total cost, including the cost of media, audiences, and measurement solutions, if applicable.

The calculation for this field is: Advertiser Cost - Total Cost / Advertiser Cost.

Progress

The progress indicator shows for active orders as a colored bar representing the budget spend. Depending on your setup, this indicator may refer to either a monetary budget or the number of impressions.

The logic is as follows:

Scenario 1: line items (when insertion_order_id exists) The color is determined by comparing actual progress to expected progress:

  • Green: Within 5% of target (-0.05 or better)

  • Yellow: Between 5-10% behind target (-0.05 to -0.1)

  • Red: More than 10% behind target (less than -0.1)

For example, if expected progress is 50% but actual progress is 42%, the progressDiff = 0.42 - 0.50 = -0.08. Here you’ll see yellow, since the result is between -0.05 and -0.1 behind target.

Scenario 2: for orders The color is based on the projected final delivery:

  • Green: 90% or more of target (0.9+)

  • Yellow: Between 80-90% of target (0.8 to 0.9)

  • Red: Less than 80% of target (< 0.8)

For example, if projected to deliver 75% of total budget projectedDelivery = 0.75. Here you’ll see red since it's less than 0.8.

Why an order might show green while line Items show red:

  • The order color shows based on projected delivery.

  • Line item colors show based on current progress versus expected progress.

  • Even if some line items are behind now (showing red), the overall order might still be projected to hit its targets (showing green).

Insights

Insights Shows for active orders only.

Needs description.

Spotstream

Shows for active orders only. With Spotstream you can view and share a map showing real-time delivery for any campaign in an active insertion order. The map lets you see exactly where ads are playing for use with reporting or end-of-campaign proof of play (PoP). See View and Share the Spotstream Map to learn more.

Advertiser

The name of the advertiser associated with your insertion order.

Contract Number

The contract ID number associated with your insertion order. If added when creating your new insertion order, this ID also appears as part of the invoice.

Flight Dates

The start and end date range for the insertion order, along with the timestamp and timezone.

Last Updated

The last date and time that you updated your insertion order information.

Measurement

This is the projected amount you'll pay for first-party or third-party measurement studies. Measurement studies help you understand the impact of your ad campaigns across the entire purchase funnel. These studies fall into four categories - Brand Measurement, Foot Traffic Measurement, Sales Lift Measurement, Web Conversion Measurement.

Click edit to add or remove studies as needed. See Measurement at Vistar to learn more.

Measurement details aren’t shown for multi-country active, upcoming or past insertion orders. Similarly, measurement details aren’t shown for active, upcoming or past insertion orders without measurement studies applied.

DeviceID Passback

This is the projected amount you’ll pay for selected Device ID Passback solutions. We use GPS data and ad logs to get anonymized device IDs from individuals who've viewed your ads. When these individuals pass a DOOH display, we capture the device ID and send it back to the platform for retargeting and measurement. This gives insight into how your DOOH ads affect online activity and later digital interactions.

Click edit to add or remove solutions as needed. See Device ID Passback to learn more.

DeviceID Passback details aren’t shown for multi-country active, upcoming or past insertion orders. Similarly, DeviceID Passback details aren’t shown for active, upcoming or past insertion orders without device ID passback applied.

Dynamic Creative

This is the projected amount you'll pay for selected dynamic creative services. Dynamic creative services include any of the following: Design consultation, proposal, and/or asset creation. Third-party API access costs or custom API integrations. Dynamic creative development to ensure compatibility with DOOH.

All dynamic creative opportunities are subject to feasibility approval.

Click edit to add or remove services as needed. The dynamic creative fee applies to all impressions on your plan. However, you're only charged when a dynamic creative is delivered. See Dynamic Creative Introduction to learn more.

Revenue Tracking

The Total Cost Markup % or Fixed CPM. This determines how you calculate revenue for your campaign. Setting the Revenue Tracking to None hides the Profit Margin details. To learn more about this topic, see Revenue Tracking.

Table Elements

Below the Billboard, you’ll see a series of tabs - Campaigns, Creatives, Targeting, and Change History.

  • Campaigns: Selected by default. Here, you’ll see a table with campaign line items. Within this tab, you can add new campaigns or manage existing campaigns. To learn more about these line items, see Campaigns Management.

  • Creatives: Here, you’ll see a table with creative line items. In this tab, you can add new creatives, view creative specs, or manage existing creatives.

  • Targeting: Shows target details for the campaigns associated with the insertion order. For example, campaign name, country/territory, and targeting details. Clicking the campaign name opens the campaign line item, where you can adjust the Targeting, Creatives, and/or Metrics. Use the breadcrumbs at the top of the page to return to the Insertion Order Details view.

  • Change History: Shows a complete history of all changes made to the campaign line item. Change records show in descending date order from most recent to oldest.

See Campaigns Management to learn about the Campaign Details view.

Add Targeting to an Insertion Order

You’ll set targeting on your insertion order at the campaign level. But, before you add targeting directly to an insertion order, you should check availability using Planning. This is because you’ll get a more accurate view of inventory availability through Planning. To learn more about targeting, see Campaigns Management. To learn more about planning and targeting options, see Planning Introduction and Planning Management.

Add Creatives to an Insertion Order

Add content for this!!

Search for Insertion Orders

By default, you’ll see 25 insertion orders listed per page, sorted by TBA. This means that the specific insertion order that you’re looking for might not be on the first page. You can use the Search option to make it easy to find an insertion order.

Tip: To see more or fewer insertion orders per page, use the Rows Per Page selector at the bottom right of the table. You can select 10, 25, 50, or 100 orders per page.

To search for one or many insertion orders:

  1. Log in to Vistar's DSP at trafficking.vistarmedia.com.

  2. Using the side navigation, click Insertion Orders.

  3. Select one of the following tabs: Active (default), Upcoming, or Past.

  4. In the Search bar, enter a search phrase.

Start typing to see search results. Click the order's name to see more details about a particular insertion order.

Edit an Insertion Order

Editing existing insertion orders is crucial to adjusting and optimizing your ad campaigns.

After creating or copying your insertion order, you can’t modify the Advertiser.

To edit an insertion order:

  1. Log in to Vistar's DSP at trafficking.vistarmedia.com.

  2. Using the side navigation, click Insertion Orders.

  3. Select one of the following tabs: Active (default), Upcoming, or Past.

  4. Search for and select an insertion order.

  5. Inside the Insertion Order Billboard, alongside the insertion order’s name, click the TBA button.

    Edit Insertion Order Dialog

  6. Edit any of the following fields:

    1. Insertion Order Name: Click the field to edit the name of your insertion order. Remember, when naming an insertion order, use a name that’s clear for easy identification.

    2. Starts (EST/EDT): Edit the beginning date and time of your insertion order using the date and time pickers.

      The start date and time of your insertion order can’t fall after the start date of your earliest campaign.

      The start date and time of your insertion order defaults to the timezone of your location when creating the order. This can affect insertion orders created in EST but scheduled to run in PST

    3. Budget: Edit your insertion order’s budget type (Total Cost/Impressions) and the associated value.

    4. Ends (EST/EDT): Edit the end date and time of your insertion order using the date and time pickers.

      The end date and time of your insertion order defaults to the timezone of your location when creating the order. This can affect insertion orders created in EST but scheduled to run in PST.

    5. Revenue Tracking: Edit your insertion order’s Revenue Tracking type (Total Cost Markup %/Fixed CPM) and the associated value. To learn more about this topic, see Revenue Tracking.

      Edits to Revenue Tracking are retroactive and can take up to 3 hours to reflect in Reporting. Revenue Tracking changes show in Reporting's Revenue, Profit, and Fixed CPM columns. To learn more about Reporting, see Reporting Introduction and Reporting Management.

      This is an estimate based on forecasted delivery. To view actual revenue and profit against delivery, see Reporting.

    6. Contract Number: Edit the contract ID number associated with your insertion order.

    7. Share With: Edit the user's email address you'd like to share this information with.

  7. Click Save. Alternatively, click Cancel to exit without saving.

Archive Insertion Orders

Archiving insertion orders keeps the Insertion Orders table organized by removing unnecessary orders from view. You can archive any number of insertion orders simultaneously.

To view your archived orders, check the Include Archived checkbox. You'll find this setting next to the Search bar.

To archive one or many Insertion Orders:

  1. Log in to Vistar's DSP at trafficking.vistarmedia.com.

  2. Using the side navigation, click Insertion Orders.

  3. Select one of the following tabs: Active (default), Upcoming, or Past.

  4. Using the checkbox on the left of the order name, select one or many insertion orders.

  5. Click the Actions dropdown.

  6. Select Archive.

  7. At the Confirm Archive Action dialog, click Yes. Alternatively, click Cancel to exit without performing any action.

Copy Insertion Orders

Copying is useful when creating a new insertion order with similar parameters. Essentially, you leverage the structure of a successful insertion order as a starting point for a new one. This is great if you often run similar ad campaigns with minor adjustments.

To copy one or many insertion orders:

  1. Log in to Vistar's DSP at trafficking.vistarmedia.com.

  2. Using the side navigation, click Insertion Orders.

  3. Select one of the following tabs: Active (default), Upcoming, or Past.

  4. Using the checkbox on the left of the order name, select one or many insertion orders.

  5. Click the Actions dropdown.

  6. Select Copy.

Your copy appears in the table, named after the original order but with the term (Copy) appended at the end. The details of your copied insertion order are the same as your original. But if you have even pacing disabled for campaigns in your original insertion order, you'll see this enabled in your copy. See our topic on Campaign Pacing to learn more.

Delete Insertion Orders

Like archiving, deleting insertion orders keeps the Insertion Orders table organized by removing unneeded orders. You can delete any number of insertion orders simultaneously.

Deleting an insertion order is final and can’t be undone. Once you've deleted an order, you can't restore it. Please double-check that this is your intended action before proceeding.

To successfully delete an insertion order, you must first delete all campaigns within the insertion order. See Campaign Management to learn about deleting campaigns.

Consider using the archive feature if you're looking for a less permanent option. This is a great way to keep your Insertion Orders table tidy without permanently deleting an order.

To delete one or many insertion orders:

  1. Log in to Vistar's DSP at trafficking.vistarmedia.com.

  2. Using the side navigation, click Insertion Orders.

  3. Select one of the following tabs: Active (default), Upcoming, or Past.

  4. Using the checkbox on the left of the order name, select one or many insertion orders.

  5. Click the Actions dropdown.

  6. Select Delete.

  7. At the Confirm Delete Action dialog, click Yes. Alternatively, click Cancel to exit without performing any action.

View and Share Spotstream Map

Using Vistar's Spotstream map, you can verify that your ad campaign played on a screen. With Spotstream you can view and share a map showing real-time delivery for any campaign in an active insertion order. The map lets you see exactly where ads are playing in addition to reporting or end-of-campaign proof of play (PoP). You can also share the map with external clients to verify that their ads appeared on a screen as intended.

View the Spotstream Map

To see the Spotstream map:

  1. Log in to Vistar's DSP at trafficking.vistarmedia.com.

  2. Using the side navigation, click Insertion Orders.

  3. Select the Active (default) tab.

  4. Using the checkbox on the left of the order name, select up to 20 insertion orders for viewing.

  5. Click the Actions dropdown.

  6. Select View Map.

Alternatively, you can view the Spotstream map from inside any active insertion order. To do this, you’ll click the Spotstream () button. You’ll find the Spotstream button at the top right of the Insertion Order Billboard. Once inside the map, you can click the zoom in () or zoom out () buttons at the bottom-left of the map. Also, you can click and drag your mouse to move the map view.

The creative thumbnail is only shown for image or video creatives. Dynamic creatives show in the SpotStream map, but the thumbnail image isn't shown. It appears as a circle to show where the dynamic creative ads are running.

Share a Spotstream Map

When you share a Spotstream map, the map opens in a new tab with a new and sharable URL. The viewer doesn’t need a Vistar account to access this URL.

To share a Spotstream map:

  1. Open the map. If you’re unsure of how to do this, see View the Spotstream Map.

  2. At the top right of the page, click Share Map. You’re taken to a new tab with a shared Spotstream URL link.

  3. Copy the URL and share using your preferred method.

Export Insertion Orders

You can export the details of one or many orders as CSV or XLSX files. This is a great way to keep records of ad campaigns or share them with others.

To export one or many insertion orders:

  1. Log in to Vistar's DSP at trafficking.vistarmedia.com.

  2. Using the side navigation, click Insertion Orders.

  3. Select one of the following tabs: Active (default), Upcoming, or Past.

  4. Using the checkbox on the left of the order name, select one or many insertion orders.

  5. Click the Actions dropdown.

  6. Select either Export to CSV or Export to XLSX, depending on your preference.

Exporting provides you with a file titled ios.csv or ios.xlsx. Your export includes columns for name, contract_number, advertiser, budget.value, budget.type, bid_cents, start_date and end_date. Each row represents a selected insertion order.

More Resources

To learn more about this topic, see:

  • Insertion Orders Introduction

  • Campaigns Management

  • Campaign Pacing Revenue

  • Tracking Creatives Introduction

  • Creatives Management Proof of Play Tracking

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