Field Activations, Without Chasing Every Location for Photos and Receipts
GatherMonk gives field marketing teams one link per location, vendor, or promoter — collect activation proof, expense receipts, and compliance checks automatically, then export a compiled report the day the campaign ends.
Every Field Campaign Ends With the Same Question: Did It Actually Happen?
Whether it's 200 retail displays, 50 event activations, or a city-wide sampling drive — the brand or client wants proof, and getting it back from the field is always the bottleneck.
Why Proof-of-Execution Always Lags
Field activations are run by dozens or hundreds of independent people — vendors, promoters, store staff, agency reps — each submitting photos, receipts, and reports through whatever channel is easiest for them: a personal WhatsApp, a personal email, a phone gallery.
There's no single intake point, so nobody — not the field team, not the brand manager, not the client — can see what's actually been completed until someone manually chases every location individually, usually days after the campaign has already run.
From Activation Brief to Compiled Report
One request, sent to every location, vendor, or promoter — tracked centrally from day one to wrap-up.
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Build Your Activation Brief
Drag-and-drop builder — photo/video upload fields, expense sections, compliance checklists. Save as a template.
💡 Pre-made activation brief template, ready in 15 minutes. -
Send One Link Per Location
Each location, vendor, or promoter gets their own tracked link — no app, no account, mobile-friendly.
💡 Bulk-send to 200 locations from a CSV in one click. -
Reminders Chase Only What's Missing
Locations that haven't submitted get nudges; locations that have don't. Your dashboard shows status live.
💡 Align reminders to the campaign window — daily during a 3-day activation. -
Approve & Export the Report
Approve or reject each submission with comments. Export a compiled report — ready for the client the same day.
💡 Reject a bad photo with a comment — that location resubmits just that item.
From "Did Anyone Actually Do This?" to a Live Status Board
The same activation, the same field team — but with one tracked link instead of a dozen scattered channels.
- Photos arrive via WhatsApp from 40 different numbers, impossible to match to locations
- No way to tell which of 200 stores actually completed the activation
- Vendor invoices and receipts trickle in for weeks after the campaign ends
- A promoter's insurance certificate was never checked before campaign day
- Brand guideline violations discovered after the campaign already ran everywhere
- "Where do I send the photos?" asked by every new promoter, every campaign
- The client report is delayed because proof is scattered across inboxes
- No proof the activation kit was even displayed correctly
- One link per location — photos arrive tagged and organised automatically
- Live dashboard shows exactly which locations are complete
- Expense receipts collected in the same request, due before payout
- Vendor compliance docs verified before the campaign starts
- Brand checklist flags violations as photos come in, not after
- Portal answers "where do I send this" — same link every campaign
- Compiled report ready for the client the day the campaign ends
- Photo checklist confirms kit placement, signage, and branding
Every Field Collection Workflow, One Pattern
The same structure works whether you're running a retail rollout, an event activation, or a sampling drive across any industry.
Activation Brief & Proof-of-Execution Pack
Setup photos, signage placement, and shelf or booth checks — one upload set per location, tagged automatically.
Discover MoreVendor & Promoter Onboarding Pack
Agreements, insurance certificates, ID, and training confirmation — collected and verified before campaign day.
Discover MoreExpense & Receipt Collection
Per-location or per-vendor expense reports with receipt uploads, due before the payout date.
Discover MoreBrand Compliance Photo Checklist
A defined checklist of angles and branding elements — reviewed and rejected with comments if standards aren't met.
Discover MoreWhat vendors, promoters, and brand clients see when they log in.
Vendor & Promoter Portal
Campaign briefs, deadlines, and submission status — one link, every campaign.
Brand & Client Reporting Portal
Real-time completion status across all locations, exportable for the brand or client.
Field Team Resource Hub
Activation kits, setup instructions, and FAQs — always the current version.
Start From a Template Built for Field Activations
Skip the blank page. Adapt the locations, dates, and checklist items, then send.
Activation Brief & Proof-of-Execution Pack
Setup photos and checklist items, tagged per location
RequestVendor & Promoter Onboarding Pack
Agreements, insurance, and training confirmation per person
RequestExpense & Receipt Collection
Per-campaign expense reports with receipt uploads
RequestBrand Compliance Photo Checklist
Defined angles and branding checks, reviewed per submission
RequestPost-Campaign Wrap Report
Summary metrics and learnings collected from every location
RequestSample & Inventory Reconciliation
Stock-out and sample distribution counts per location
RequestLocal Permit & Compliance Tracker
Permits and local compliance docs, tracked with expiry
RequestPre-Campaign Site Survey
Location readiness check before assets are shipped
Especially Useful If You're In...
Field activation patterns show up across these industries — each has its own page with industry-specific workflows too.
Retail & E-Commerce
In-store displays, seasonal rollouts, and merchandising compliance across many locations.
Events & Conferences
Booth setup, sponsor activations, and on-site vendor coordination.
Hospitality & Venues
Vendor compliance and activation proof across multiple venue locations.
Digital & Creative Agencies
Managing field activations on behalf of brand clients, with client-facing reporting.
PR & Communications Agencies
Press event activations, spokesperson appearances, and media kit distribution proof.
Manufacturing & Procurement
Sampling drives, trade show activations, and distributor compliance checks.
Everything Field Marketing Teams Ask Before Signing Up
GatherMonk is a document and proof collection platform built for distributed teams — field marketing managers, brand activation teams, and the vendors or promoters running campaigns at individual locations. You build one activation brief with everything you need (setup photos, signage placement, expense receipts), send a single tracked link to each location or vendor, and GatherMonk handles reminders, approvals, and the compiled report at the end.
Each location, vendor, or promoter gets their own tracked link to a request containing upload fields for setup photos, signage placement, and any other proof items you define. Submissions arrive already tagged to that location — no more matching photos from a WhatsApp group to a spreadsheet of store names. You can approve each submission or reject it with a comment if, for example, a display wasn't set up correctly, and the location resubmits just that item.
Yes. Each person receives a link to their request — no account, app download, or password required. They upload photos, receipts, or documents directly from their phone, can save progress and return later, and get automatic reminders if they haven't submitted as the deadline approaches.
Your dashboard shows every location's status in real time — complete, in progress, or not started — so you can see at a glance which sites still need a nudge. Automated reminders go only to locations that haven't submitted, and stop the moment they do, so you're not manually tracking a spreadsheet of 200 stores.
Yes. Add an expense and receipt section to the same activation request, with a due date tied to your payout schedule. Vendors and promoters upload receipts alongside their proof-of-execution photos, so finance has everything they need without a separate follow-up round after the campaign ends.
You can build a brand compliance checklist into the activation request — specific photo angles, signage placement, or branding elements you need to see. As photos come in, you review each against the checklist and reject anything that doesn't meet the standard with a comment explaining what to fix, so issues are caught while the campaign is still running rather than discovered afterward.
Yes. Save your activation brief, vendor onboarding pack, or expense collection form as a template. For the next campaign, duplicate the template, update the dates and locations, and send — your field team and vendors get a consistent, familiar request every time.
Teams running campaigns across dozens or hundreds of locations typically choose the Business plan at $149 per month, which includes unlimited active requests, unlimited portals, advanced reminder control, and analytics showing which locations are holding up a campaign. Smaller teams running occasional activations often start on Professional at $79 per month. All plans include a free 14-day trial. See full details on the pricing page.
Ready to Know What Happened at Every Location — Today?
Send your first activation brief in under an hour. One link per location, automated reminders, and a compiled report ready when the campaign ends.