Operations
Organising creator media kit handovers around evidence, ownership and version control
Creator media kits operations for England: organise evidence, responsibilities, version control and receiving-copy checks for a documented portfolio handover.
What to take away
- Pair every handover with a version record and an approval note naming the change, the approver and the evidence used.
- Keep one log where each claim and each asset has a row for source, date, approved wording, permission status and reviewer role.
- Judge permission to publish an asset separately from the caption describing the work.
- Approve the exact receiving copy, then note which checks remain outstanding.
Define the deliverable and its recipient
Name the deliverable and the recipient before editing starts. A creator media kit may be an exported PDF, a hosted page, a pitch deck or a mix of these.
Write down the task it supports. A brand buyer usually needs selected work, audience evidence and one contact route. Keep campaign management and cold outreach outside this handover.
If a template section has no supporting record, omit it or mark it unresolved. Empty evidence is not a reason to draft placeholder text.
Open a version record at intake
- Record what is created or changed and which kit version it concerns.
- Name the requester and the person authorised to approve release.
- List each receiving form, such as a hosted page and a downloaded PDF.
- Note what happens to copies already sent to brands.
- Flag scope changes, such as a new audience or an extra sample, before editing.
Open the record before the first edit. A contact-detail correction and a new work sample need different supporting material.
For the fuller path from a requested change to a signed-off delivery, the guide on carrying an approved version from change to delivery follows one version through every step.
Example: a version record and an approval note
The two records sit side by side below; dates and version numbers are illustrative.
Version record: kit v3, 14 May 2027. Change: replace the autumn campaign thumbnail with the spring reel, requested by the studio producer. Receiving forms: hosted page and PDF export. Evidence: shared campaign report, dated 2 May 2027. Status: rights check open on the reel thumbnail.
Approval note: 15 May 2027. Approver: brand-side marketing lead. Scope: hosted page and flattened PDF export. Released: text-only version. Withheld pending check: reel thumbnail.
Keep an evidence and permission log
| Log field | What to record |
|---|---|
| Item ID | Short reference used in the kit and the log |
| Claim or asset | The exact sentence, image or sample it covers |
| Source and date | Where the evidence or permission came from |
| Approved wording | The version cleared for release |
| Permission status | Cleared, unresolved or withheld |
| Reviewer role | Who decided, rather than a general opinion |
CAP's misleading-advertising rules require documentary substantiation for claims in scope, so keep each source date attached to the wording it supports.
GOV.UK's copyright guidance explains permission and permitted routes for protected material, so send uncertain asset use to a reviewer instead of assuming that holding the file settles it.
Describe contributions to selected work precisely, without implying responsibility for an entire project where the record supports only part of it.
Evidence Before Polishing
- Collect records for each material statement
- Attach source date to audience measure
- Reconsider claims if source changes
- Describe contributions precisely
- Keep draft wording separate from verified facts
A pre-release review of claim wording sits in the guide on checking the advertising claims in a media kit, which separates house checks from advertising-code requirements.
Give approval a defined scope
An approval note names the subject, the decision maker, the evidence considered and the receiving forms covered.
Keep unperformed checks separate from observed findings. If the candidate changes after review, decide which decisions reopen.
Moving a caption can change how nearby text reads, so re-read the sample as a recipient will meet it.
Separate permission to distribute from confirmation that the task is complete. Whoever exports the file must know whether to send it or return it.
Approval Scope Flow
- Identify subject, decider and evidence
- Keep unperformed checks separate
- Determine which decisions remain valid after change
- Separate permission to distribute from task completion
- Agree any actual promise with dependencies
Inspect the receiving copy before sending
Generate the exact output the recipient will open, then name that version in the review note. Checking the editing screen does not show what an export contains.
Canva's flattened-PDF help documents one export route that produces a static-image result, so open the exported file and check how text and links behave before sending it.
Confirm that headings, link text and the contact route still read clearly. Record anything you could not examine, including assistive-technology behaviour.
Review the handover and record pending checks
Close with a short release note: version, date, recipient, completed checks and outstanding checks. Name the person who holds the correction route.
Keep that route open after release. A changed source, an expired permission or a replaced contact detail needs a decision about every affected output.
Choosing between a hosted page, an accessible download and direct delivery changes what maintenance covers, and controlled HTML and accessible downloads compares the three on one use case.
For a hosted kit, name who can replace or withdraw the page. For a downloaded file, record that withdrawing a link does not recall copies already held.
Common questions
Who should approve a media kit change?
The person the approval note names as authorised for that version, who may be the owner rather than the editor. Record the role, not only the decision.
How do I keep the approved version apart from drafts?
Give each version a number and a date, hold the last approved copy in a read-only place and note which receiving forms it covered.
What evidence do I need for claims and audience figures?
A source, its date and the exact wording cleared for release, kept in the log. If the source changes, review every claim that inherited its number.
What should I check in the exported copy?
Open the file a recipient will open. Check structure, link text, the contact route and any flattened areas, then record what you could not test.
In this guide
- Carrying an approved creator media kit version from requested change to deliveryCreator media kits operating workflow for England: control incoming changes, preserve evidence and carry the approved portfolio version through to delivery.
- What to inspect in a creator media kit file before it leaves the workspaceCreator media kits quality checklist for England: inspect claim support, sample permissions, commercial context and the actual portfolio file before release.
- Three house roles that keep a creator media kit honest, without staffing normsCreator media kits team roles for England: a non-ranked house-role list assigning evidence, permissions and release control without inventing staffing norms.
- Creator media kit service standards without invented turnaround promisesCreator media kits service standards for England: define delivery evidence, acceptance boundaries and maintenance responsibilities without unsupported time promises.
- Checking a flattened Canva PDF before a creator media kit launchCreator media kits launch checks for a flattened Canva PDF: what GOV.UK accessible-document guidance and NCSC backup advice mean for the file you send.
