Collaborations
Master the complete collaboration workflow from initial outreach to content publication and beyond.
Table of Contents
- Collaboration Overview for Brands
- Collaboration Statuses
- Starting Direct Collaborations
- The Collaboration Chat
- Creating Proposals
- Proposal Items & Deliverables
- Negotiating with Creators
- Accepting Creator Counter-Proposals
- Multi-Package Collaborations
- Collaboration Timeline Management
- Collaboration Calendar
- Content Review Process
- Requesting Content Revisions
- Approving Content for Publishing
- Performance Reporting
- Cancelling Collaborations
Collaboration Overview for Brands
What Are Collaborations?
Collaborations are partnerships between your brand and creators where creators produce sponsored content featuring your products or services. In Flexilocus, each collaboration is a structured workflow that guides you from initial contact through content delivery and performance tracking.
Types of Collaborations
1. Direct Outreach:
- You discover a creator
- Send direct collaboration invitation
- One-on-one partnership
- Not tied to campaign
2. Campaign Invitations:
- Part of organized campaign
- You invite creators to participate
- Structured approach
- Campaign-level tracking
3. Campaign Applications:
- Creator applies to your public campaign
- You review and accept
- Creator-initiated
- Vetted by you
4. Creator Proposals:
- Creator discovers your brand
- Sends proposal to you
- Inbound interest
- You evaluate fit
Collaboration Lifecycle
Typical Flow:
- Initiation: Invitation sent or received
- Pending: Awaiting creator response
- Negotiating: Discussing terms and deliverables
- Agreement: Terms accepted by both parties
- In Progress: Creator producing content
- Review: You review submitted content
- Approved: Content ready for publication
- Published: Content live on creator's channel
- Tracking: Monitoring performance
- Completed: Collaboration finished
Your Responsibilities as a Brand
Clear Communication:
- Respond to messages promptly
- Provide clear briefs
- Set realistic expectations
- Be available for questions
Fair Treatment:
- Reasonable timelines
- Fair pricing
- Respect creative process
- Professional conduct
Timely Reviews:
- Review content quickly
- Provide constructive feedback
- Clear approval/revision requests
- Meet your deadlines too
Payment (if applicable):
- Pay on time
- Honor agreed terms
- Clear payment process
- Proper invoicing
Managing Multiple Collaborations
Organization Tips:
- Use campaigns for grouping
- Tag collaborations
- Set up filters
- Regular status checks
- Team coordination
Capacity Planning:
- Don't overcommit
- Stagger timelines
- Allow review time
- Buffer for delays
- Team bandwidth
Collaboration Statuses
Understanding collaboration statuses helps you track progress and take appropriate actions.
Pending
What It Means:
- Collaboration initiated
- Awaiting creator response
- No agreement yet
- Ball in creator's court
As a Brand:
- Wait for response
- Follow up if needed (after 5-7 days)
- Can withdraw invitation
- Review creator profile
Typical Duration: 3-7 days
Negotiating
What It Means:
- Both parties discussing terms
- Proposals being exchanged
- Working toward agreement
- Active back-and-forth
As a Brand:
- Create and send proposals
- Review counter-proposals
- Discuss deliverables
- Negotiate pricing
- Clarify requirements
Typical Duration: 1-2 weeks
In Progress
What It Means:
- Terms agreed upon
- Creator producing content
- Active collaboration
- Waiting for content delivery
As a Brand:
- Be available for questions
- Provide needed assets
- Monitor progress
- Check in periodically
- Prepare for review
Typical Duration: 2-4 weeks
Completed
What It Means:
- All deliverables done
- Content published
- Collaboration finished
- Final status
As a Brand:
- Review performance
- Process payment (if applicable)
- Thank creator
- Consider future collaboration
- Archive or reference
Typical Duration: Permanent
Rejected
What It Means:
- Creator declined invitation
- Not a fit
- Timing didn't work
- Ended before starting
As a Brand:
- Accept decision
- Consider for future
- Move to other creators
- Learn from feedback
Typical Duration: Permanent
Cancellation Requested
What It Means:
- One party wants to cancel
- Awaiting other party confirmation
- Collaboration ending
- Dispute possible
As a Brand:
- Review cancellation request
- Discuss issues if possible
- Approve or dispute
- Document reasons
Typical Duration: 3-7 days
Cancelled
What It Means:
- Collaboration terminated
- Both parties agreed to end
- No deliverables completed
- Final status
As a Brand:
- Document learnings
- No further obligations
- Archive collaboration
- Consider reasons
Typical Duration: Permanent
Starting Direct Collaborations
Initiating from Creator Discovery
How to Start:
- Browse creator discovery
- Find ideal creator
- Click "Start Collaboration"
- Or from creator profile: "Contact" button
Collaboration Modal:
- Select channel(s) to collaborate on
- Choose campaign (optional)
- Write initial message
- Send invitation
Direct Collaboration Workflow
Step 1: Send Invitation
- Personalized message
- Explain opportunity
- Mention deliverables
- State timeline
- Indicate budget range
Step 2: Creator Responds
- Accepts invitation
- Asks questions
- Declines
- Negotiates terms
Step 3: Begin Negotiation
- Exchange proposals
- Discuss deliverables
- Agree on pricing
- Set timeline
Step 4: Finalize Agreement
- Accept final proposal
- Collaboration moves to In Progress
- Creator begins work
Initial Message to Creator
Message Template:
Hi [Creator Name],
I'm [Your Name] from [Brand Name]. We [brief brand description].
I came across your [platform] channel and was impressed by [specific content/quality]. Your content on [topic] really resonates with our target audience.
We'd love to collaborate with you on [brief project description]. Specifically, we're thinking:
- [Deliverable 1]
- [Deliverable 2]
- Timeline: [timeframe]
- Budget: $[range]
Full campaign brief attached. Would you be interested in discussing this further?
Looking forward to potentially working together!
Best,
[Your Name]
[Brand Name]
[Contact info]
Setting Expectations
Be Clear About:
- Exact deliverables
- Timeline expectations
- Budget range
- Review process
- Revision policy
- Usage rights needed
- FTC disclosure requirements
Allow Flexibility:
- Creator's input on content
- Reasonable timeline adjustments
- Package modifications
- Pricing negotiation
Channel Selection
Choosing Channels:
- Creator may have multiple platforms
- Select specific channel(s)
- Each channel priced separately
- Can collaborate on multiple
Considerations:
- Platform aligns with campaign goals?
- Audience demographics match?
- Budget fits?
- Content format works?
- Creator's strength on platform?
The Collaboration Chat
Accessing Collaboration Chat
How to Access:
- Go to Collaborations page
- Click on collaboration
- Chat tab (default view)
- Or from notifications
Chat Interface:
- Message thread
- File attachments
- System notifications
- Proposal cards
- Status updates
Message Types
Text Messages:
- Standard communication
- Questions and answers
- Updates
- Discussions
File Attachments:
- Brand assets
- Content briefs
- Reference materials
- Contracts
- Invoices
System Messages:
- Proposal sent/received
- Status changes
- Content submitted
- Deadlines approaching
- Automated updates
Proposal Cards:
- Inline proposal displays
- Accept/Decline actions
- View details
- Negotiate button
Sending Messages
How to Send:
- Type in message box
- Format text (bold, italic, lists)
- Attach files if needed
- Press Enter or click Send
Message Best Practices:
- Be clear and concise
- Professional tone
- Prompt responses
- Acknowledge receipt
- Answer all questions
File Attachments
Attaching Files:
- Click paperclip icon
- Select file from computer
- Or drag and drop
- File uploads
- Appears in chat
File Types Supported:
- Documents: PDF, DOC, DOCX, TXT
- Images: JPG, PNG, GIF
- Videos: MP4, MOV (size limited)
- Archives: ZIP
- Spreadsheets: XLS, XLSX, CSV
File Size Limits:
- Free plan: 10MB per file
- Launch plan: 50MB per file
- Amplify plan: 200MB per file
Private File Sharing:
- Files only visible in this collaboration
- Secure storage
- Download anytime
- Persistent access
Reading Status and Notifications
Read Receipts:
- Checkmarks indicate delivered
- Double checkmarks indicate read
- Timestamps shown
Notifications:
- Email notifications for new messages
- In-app notifications
- Desktop notifications (if enabled)
- Configurable in settings
Notification Settings:
- Per-collaboration notifications
- Mute conversations
- Unmute for important updates
- Custom notification preferences
Chat Best Practices
Professional Communication:
- Respond within 24-48 hours
- Be respectful and courteous
- Stay on topic
- Document agreements in chat
- Keep conversations professional
Effective Messaging:
- One topic per message (or clearly separated)
- Use formatting for clarity
- Bullet points for lists
- Bold for important points
- References to previous messages
File Management:
- Name files clearly
- Organize by type
- Version control (v1, v2, etc.)
- Delete duplicates
- Keep chat clean
Conflict Resolution:
- Address issues promptly
- Stay professional
- Document concerns
- Propose solutions
- Escalate to support if needed
Creating Proposals
What Are Proposals?
Proposals are formal offers that structure collaboration deals. They define:
- Deliverables (what creator will produce)
- Pricing (compensation)
- Timeline (when content is due)
- Requirements (specifications)
- Terms (usage rights, revisions, etc.)
When to Create a Proposal
Create Initial Proposal:
- After creator expresses interest
- To formalize discussions
- Set clear expectations
- Begin formal negotiation
Create Modified Proposal:
- After receiving counter-proposal
- When terms change
- To add/remove deliverables
- Adjust pricing or timeline
Proposal Types:
Initial Offer:
- First formal proposal
- Your opening terms
- Based on discussion
- Starting point for negotiation
Counter-Proposal:
- Response to creator's counter
- Modified terms
- Negotiation continues
- Working toward agreement
Final Proposal:
- Last offer
- Take it or leave it
- End of negotiation
- Acceptance moves forward
Structuring Your Proposal
Proposal Components:
- Proposal Items (deliverables)
- Pricing per item
- Timeline (delivery dates)
- Requirements (specifications)
- Terms (usage rights, revisions)
- Total (sum of all items)
How to Create a Proposal
Step 1: Open Proposal Form
- In collaboration chat
- Click "Create Proposal" button
- Proposal builder opens
Step 2: Add Proposal Items
- Click "Add Item"
- Select creator's channel
- Choose preset package or custom
- Fill in details
Step 3: Set Pricing
- Enter price per item
- Calculate total
- Compare to budget
Step 4: Add Timeline
- Set content due date
- Set publish date (if specific)
- Note milestone dates
Step 5: Include Terms
- Usage rights duration
- Number of revisions included
- Exclusivity (if applicable)
- Other terms
Step 6: Add Message
- Personalized explanation
- Highlight key points
- Open to discussion
- Professional tone
Step 7: Send Proposal
- Review all details
- Click "Send Proposal"
- Creator notified
- Awaits response
Formal vs Informal Proposals
Formal Proposals:
- Structured format
- All terms specified
- Binding when accepted
- Creates contract
- Default and recommended
Informal Discussions:
- Chat-based negotiation
- Flexible terms
- Converted to formal later
- Less binding
- Good for early stages
Best Practice: Always create formal proposal before work begins.
Proposal Items & Deliverables
What Are Proposal Items?
Each proposal item is a single deliverable from the creator. Examples:
- One YouTube video integration
- One Instagram Reel
- Three Instagram Stories
- One TikTok video
- Newsletter mention
Defining Deliverables
Clear Specifications:
For Video Content:
- Duration of integration (e.g., "60-second dedicated segment")
- Placement (pre-roll, mid-roll, post-roll)
- Call-to-action included?
- Product demonstration requirements
- B-roll footage needed?
For Image/Post Content:
- Number of images
- Feed post vs Story vs Reel
- Caption requirements
- Hashtags
- Swipe-up link (if available)
- Product tagging
For Written Content:
- Word count
- Tone and style
- Key points to cover
- Links required
- SEO keywords (if applicable)
Selecting Creator Channels
Channel Selection:
- Creator may have multiple channels
- Choose specific channel for each item
- Each channel priced differently
- Can have items across multiple channels
Example Multi-Channel:
- Item 1: YouTube video on creator's YouTube channel
- Item 2: Instagram Reel on creator's Instagram
- Item 3: TikTok video on creator's TikTok
- Total: 3 items across 3 platforms
Preset Packages vs Custom Deliverables
Preset Packages:
- Creator's pre-built offerings
- Listed on their storefront
- Known pricing
- Standard deliverables
- Faster agreement
Benefits:
- Clear expectations
- Creator's recommendation
- Proven format
- Quick to select
How to Use:
- View creator's offerings
- Select package
- Automatically fills details
- Can modify if needed
Custom Deliverables:
- Your specific requirements
- Not creator's standard package
- Negotiate deliverables
- Custom pricing
When to Use Custom:
- Unique campaign needs
- Specific content format
- Budget constraints
- Special requirements
Modified Preset Packages:
- Start with preset
- Adjust elements
- Modify pricing
- Best of both
Package Descriptions
Write Clear Descriptions:
Good Example:
YouTube Video Integration - EcoBottle
60-second dedicated segment in main video showcasing EcoBottle features:
- Unboxing and first impressions
- Demonstration of leak-proof technology
- Temperature retention test
- Size comparison
- Honest review and recommendation
- Include affiliate link in description
- Pin comment with discount code
Creator's creative freedom maintained for presentation style.
Bad Example:
YouTube video about our bottle.
Include:
- Specific requirements
- Key messages
- Must-haves vs nice-to-haves
- Creative freedom boundaries
- Technical specifications
Pricing Each Deliverable
Factors Affecting Price:
- Platform (YouTube > Instagram > TikTok typically)
- Creator's follower count
- Engagement rate
- Production complexity
- Usage rights duration
- Exclusivity requirements
- Timeline urgency
Pricing Strategy:
- Research market rates
- Consider creator's rate card
- Factor in your budget
- Be fair and competitive
- Allow negotiation room
Pricing per Item:
- Price each item separately
- Total calculated automatically
- Clear cost breakdown
- Creator sees per-item pricing
Content Briefs
Attach Detailed Brief:
Brief Should Include:
-
Product Information:
- What it is
- Key features
- Benefits
- USPs
-
Key Messages:
- Main points to communicate
- Brand positioning
- What to emphasize
-
Requirements:
- Must-include elements
- Prohibited content
- Brand guidelines
- Disclosure requirements
-
Creative Direction:
- Tone and style
- Visual guidelines
- Examples (if available)
- Creative freedom level
-
Assets Provided:
- Logo
- Product images
- B-roll footage
- Fact sheets
Usage Rights and Revisions
Usage Rights:
- How you can use content
- Duration (6 months, 1 year, perpetual)
- Platforms (ads, website, social)
- Territory (US, global)
- Exclusivity
Standard Usage Rights:
- Content remains on creator's channel (permanent)
- Brand can share/repost on brand channels (1 year)
- Can use in paid advertising (6 months)
- Can use on website (1 year)
- Cannot edit content without permission
Extended Usage Rights (higher cost):
- All standard rights PLUS:
- Perpetual usage in ads
- Can edit/repurpose content
- Exclusive (creator can't promote competitors for X months)
Revision Policy:
- Number of revision rounds included
- Standard: 2 revisions
- Minor tweaks vs major changes
- Revision timeline
- Additional revisions cost
Example:
Includes up to 2 rounds of revisions for minor adjustments.
Major content changes may require renegotiation.
Revisions must be requested within 7 days of submission.
Delivery and Publish Dates
Content Delivery Date:
- When creator submits for review
- Your deadline for their work
- Build in review time
- Account for revisions
Publish Date:
- When content goes live
- Can be specific date or range
- Coordinate with launches
- Flexible vs firm
Timeline Example:
Content due: March 1
Review period: March 2-5
Revisions: March 6-8
Final approval: March 9
Publish window: March 15-22
Negotiating with Creators
The Negotiation Process
Typical Negotiation Flow:
- You send initial proposal
- Creator reviews
- Creator may counter
- You review counter
- Send modified proposal
- Repeat until agreement
- Final acceptance
Negotiation Duration:
- Average: 3-7 days
- Fast: 1-2 days
- Extended: 1-2 weeks
Receiving Counter-Proposals
When Creator Counters:
- Email notification
- Chat notification
- Counter-proposal card in chat
- Review option
What Creators May Counter:
- Pricing (usually higher)
- Deliverables (modifications)
- Timeline (more time)
- Usage rights (shorter duration)
- Revision terms
Reviewing Counter-Proposals:
- Compare to your original
- Check changes (highlighted)
- Evaluate reasonableness
- Assess budget impact
- Consider alternatives
Reviewing Creator Pricing
Evaluating Pricing:
Consider:
- Is it within budget?
- Fair for their audience size?
- Comparable to similar creators?
- Value for reach and engagement?
- Worth it for your goals?
If Too High:
- Counter with your max budget
- Reduce deliverables
- Negotiate usage rights
- Extend timeline for lower rate
- Consider different creator
If Acceptable:
- Accept counter-proposal
- Move forward
- Begin collaboration
Modifying Proposal Terms
Common Modifications:
Reduce Scope:
- Fewer deliverables
- Shorter content
- Less usage rights
- Fewer revisions
- Lower price
Increase Scope:
- More deliverables
- Additional platforms
- Extended usage rights
- Higher price
- Rush timeline
Adjust Timeline:
- More time for content (might reduce price)
- Faster turnaround (might increase price)
- Different publish dates
- Flexible windows
Multiple Negotiation Rounds
Best Practices:
Round 1:
- Your initial offer
- Creator's counter
- Usually biggest gap
Round 2:
- Your counter to their counter
- Meeting in middle
- Compromises
Round 3:
- Fine-tuning details
- Minor adjustments
- Close to agreement
If Going Beyond 3 Rounds:
- May not be good fit
- Consider walking away
- Or make final offer
Keeping Negotiation Productive:
- Respond promptly
- Be flexible where possible
- Stand firm on must-haves
- Professional and respectful
- Focus on mutual benefit
Finding Middle Ground
Compromise Strategies:
Split the Difference:
- Your offer: $3,000
- Their counter: $5,000
- Middle ground: $4,000
Adjust Deliverables:
- Keep their price
- Reduce scope
- Or increase deliverables at your price
Timeline Trade-off:
- Accept their price
- Get more time
- Or pay less for flexibility
Usage Rights Trade-off:
- Shorter usage rights = lower price
- Extended rights = higher price
Add Value:
- Include product samples
- Future collaboration potential
- Exposure opportunities
- Testimonial/case study participation
Deal Finalization
When Agreement Reached:
- Create final proposal
- Both parties review
- Creator accepts
- Status changes to "In Progress"
- Work begins
Confirmation:
- Clear agreement in chat
- Proposal formally accepted
- Terms documented
- Both parties aligned
Accepting Creator Counter-Proposals
Reviewing Counter-Proposals
Access Counter-Proposal:
- Notification received
- Click to view in chat
- Proposal card displayed
- Review details
Compare Changes:
- Side-by-side comparison (if available)
- Highlighted differences
- Price changes
- Deliverable changes
- Timeline changes
Evaluating Pricing Changes
Price Increase Assessment:
Questions to Ask:
- What's the percentage increase?
- Still within budget?
- Justified by their metrics?
- Comparable to market rates?
- Worth it for campaign goals?
Justification Review:
- Did creator explain increase?
- Added deliverables?
- Extended rights?
- Rush timeline?
- Fair reasoning?
Accepting Counter-Proposals
If Terms Acceptable:
- Click "Accept Proposal" button
- Confirm acceptance
- Status changes to "In Progress"
- Creator notified
- Work begins
What Happens After:
- Agreement is binding
- Terms locked in
- Timeline starts
- Creator produces content
- You prepare for review
What Happens After Acceptance
Immediate Changes:
- Status: In Progress
- Timeline active
- Milestones set
- Deliverables tracked
- Content awaited
Your Next Steps:
- Provide any needed assets
- Be available for questions
- Monitor progress
- Prepare for content review
- Set reminders for deadlines
Creator's Next Steps:
- Begin content creation
- Reach out with questions
- Submit content when ready
- Meet agreed timeline
Deal Activation
Active Collaboration:
- Terms finalized
- Work in progress
- Regular communication
- Track milestones
- Support creator
Tracking Progress:
- Check in periodically
- Not micromanage
- Available for support
- Monitor timeline
- Prepare for review phase
This is part 1 of the Collaborations guide. The document continues with Multi-Package Collaborations, Timeline Management, Content Review, Approvals, Performance Tracking, and Cancellations in the full version.
Next Steps
- Learn About Proposals & Pricing for detailed proposal strategies
- Track Analytics to measure collaboration success
- Review Best Practices for effective creator partnerships
Continue reading for more detailed information about content review, revisions, approvals, performance tracking, and managing the full collaboration lifecycle.