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Promotion material & invoices

The promotion-material sidebar entry is currently reserved for Scoutello platform staff. The workflow below describes that enabled workspace; ordinary organization members should arrange print work through their support contact if the entry is unavailable.

Promotion material​

Scoutello platform staff can open Promotion material in the organization navigation. Designs and orders belong to the selected organization.

The initial print catalog contains two fixed products: double-sided A5 flyers on 170 gsm coated paper and A2 posters on 190 gsm satin paper, delivered rolled. Delivery is available within Germany. Available quantities and shipping services come from the printer; ordering is disabled when a product or the printing service is unavailable.

Prepare artwork​

Platform staff can start from Promotion material or an event, tour, or public web app's Share tab. Choose a source, print language, and A5 flyer preset, then preview the editable front and back before creating a draft. Web apps must be active, public, and have a short link; apps restricted to an access list are not offered.

  • Events (5): editorial, immersive, date first, invitation, and photo spotlight.
  • Web apps (5): QR focus, photo showcase, editorial, welcome, and directory.
  • Tours (5): scenic, route, QR, field notes, and panorama.
  • General (6): type-led, photo-led, information-led, minimal, bold, and editorial grid. These work with any source or without one. A blank layout is also available.

Source content and brand colors stay linked while editing. Changing a linked value manually detaches that value. Preparing a proof freezes the current content for review and ordering.

  1. Create a material, enter its name and select a product.
  2. Choose Design in Scoutello or Upload a PDF. Uploaded flyers use one PDF with two pages in front/back order; posters use one page.
  3. In the designer, use the front/back controls for a flyer. The red line marks the trim boundary; the blue line marks the safe area. Extend backgrounds into the bleed and keep important text inside the safe area. A QR destination can be converted into a QR block.
  4. Save changes before opening Order prints. Switching between settings and design preserves the draft.
  5. Prepare the print proof. The file is checked for page size, page count, embedded fonts and other print requirements. Correct blocking errors before continuing. Inspect all pages of the exact PDF, including spelling, images, QR codes and crop boundaries, then explicitly approve it.

Product dimensions include 3 mm bleed on every edge: the A5 PDF is 154 × 216 mm per page and the A2 PDF is 426 × 600 mm. A changed design needs a new proof and approval. Purchased print files stay attached to their orders.

For Scoutello designs, warnings flag raster images below 150 effective DPI and text less than 3 mm inside the trim edge. These warnings allow approval after review; use sharper images or move important text inward when needed. Uploaded PDFs still require a visual review of image quality and safe areas.

Quote and payment​

Choose an available quantity, enter the recipient and German delivery address, and request a quote. Select a shipping service and review the net price, VAT and final total. Production time and quote expiry appear with the quote; an expired quote must be refreshed.

Continue to the secure payment page to pay. Production begins only after payment is confirmed. Returning from payment may briefly show Payment is being confirmed; the order history updates automatically. An interrupted checkout can be resumed from the order when payment is still available.

When an unpaid order's price expires, cancel that order and request a fresh quote. From order history, cancellation followed by Reorder creates a new draft for review and pricing.

Order history and cancellation​

The Order history tab shows payment, production, shipping and refund progress, including a timeline of updates. Open an order to download its purchased proof, invoice or refund credit note, inspect shipment tracking, refresh its status or start a new order from the same artwork.

Request cancellation appears only for eligible orders. Printer acceptance is required once submission has started, so a request can remain pending. Refund progress is shown separately. An order requiring attention is handled by Scoutello support; it should not be paid again.

Archiving a material removes it from the active design list and preserves historical orders and purchased artwork. Reordering creates a new draft which requires a new proof approval and quote.

Invoices​

Print invoices can be opened from their order details. The organization Invoices area also contains other billing documents. The general Orders page primarily covers guest and customer purchases from Scoutello commerce flows; print purchases are tracked in Promotion material.

Related concepts: Settings overview.