How to manage transfer of value on your events

The Transfer of value module carries two capabilities. ToV per-attendee allocation attributes every unit of hospitality, travel, and fees your event spends to the individual healthcare professional (HCP) who received it. The allocation reads the budget actuals recorded on the event, so nothing is re-keyed. Virtual meetings allocate on the same terms as in-person ones. The disclosure handoff delivers the confirmed result to your transparency systems.

This overview covers what the module does, the roles that touch it, and what to have in place before your first allocation. The guides in this series are mapped below. They cover the one-time setup in Onomi 360, the checks to run before allocating an event, running and confirming the allocation, and the handoff to your transparency systems.

Overview

A transfer of value (ToV) record ties an amount to a person. Each record names the HCP who received the value and the cost line the amount came from. It carries the cost category the amount belongs to: hospitality, travel and accommodation, or fees for service. The attendance record and the audit trail behind the amount sit on it too.

The record is built from the budget actuals on the event itself. So the per-HCP amount is the amount the event spent, on the same record, with no re-keying and no export round trip.

Three roles touch a ToV record.

• Preparing the cost lines and running the allocation. This work happens as the event closes. Two grants carry it: the planners of the event's workspace, and holders of the finance role whose scope covers the event. On an event with no workspace there is no planner membership for anyone to hold, so the finance role carries those writes alone.
• Reviewing and confirming. The event's finance owner reviews the per-HCP amounts the allocation produces, and confirms them. The finance owner is the holder of the finance role assigned to this event.
• Filing the disclosure. The transparency team works downstream. They receive the confirmed per-HCP amounts through the handoff. Before they file, they read one thing inside the module: the unattributed remainder on the Review tab. The remainder accounts for every cost the allocation attributed to no disclosable recipient.

The assignment that gives them that read is a Program lead assignment whose scope covers those events. Of the five strategic meetings management assignments, Program lead is the only one that writes nothing on an event record. It opens the event records inside its scope and their per-event modules read-only. The other four each carry a decision or a write.

It is a deliberate grant rather than a narrow one. What a person reads follows the assignment rather than the event being in view. A Program lead assignment also opens the portfolio calendar, Contacts, and reports across its scope. See Role-based access and visibility for internal and external stakeholders, which documents what each assignment opens.

Transfer of value is part of Onomi 360, like every strategic meetings management feature. In Onomi 360, open the event and select Transfer of value.

The module opens on three tabs.

• Cost lines: the cost lines the allocation reads, with their classification.
• Review: every attendee on the event whose registrant type is marked ToV-relevant, with the identity and attendance states behind them. The per-HCP amounts appear here once the allocation has run.
• Handoff: the per-country consolidation, its downloads, and its sync status.

The module header shows the allocation status. It reads Open while the allocation is being prepared and reviewed, and Confirmed once the finance owner has confirmed it. A confirmed allocation returns to Open if the finance owner reopens it before the handoff is delivered (see Running and correcting an allocation).

Before you start

• Roles and permissions. You need access to Onomi 360 with this event in view. Two grants give it: a strategic meetings management role whose scope covers the event, or planner membership of the event's workspace. Neither grant widens the portfolio-level views (see Role-based access and visibility for internal and external stakeholders). Either grant is enough to read the module, including the identity and attendance states each allocation rests on.

  Changing one of those states means resolving an identity or correcting an attendance state. That work happens in the event workspace's Users module, which needs planner membership of that workspace. If your access comes from a strategic meetings management role alone, ask a planner of the workspace to make the change. A meeting with no workspace works differently, and Meetings with no workspace in Running and correcting an allocation sets out how.

  The planners of the event's workspace prepare the cost lines and select Run allocation. Holders of the finance role whose scope covers the event do the same. On an event with no workspace there is no planner membership for anyone to hold, so the finance role carries it alone. The event's finance owner reviews the result and confirms it. The finance owner is assigned on the event record (see Reconciliation, invoices, and closing the event).

  Your transparency team receives the per-HCP amounts through the handoff, so they work mostly downstream. The unattributed remainder does not travel with the handoff, and it is read on the Review tab. Give the people who file your disclosures a Program lead assignment whose scope covers those events, so they can read it before they file. It is a deliberate grant rather than a narrow one, and Overview above sets out what it opens.

• Budget in place. The event uses the Budget module in Onomi 360 (see How to use the Budget module). The finance owner's reconciliation pass is complete, so the Actual column carries the event's final costs. The allocation reads actuals only.
• Onomi 360 setup done. The cost category mapping is defined in Onomi 360 > Policies. Setting up transfer of value and cost category mapping documents it. Where you deliver the handoff over integration rather than taking it as a file, your transparency systems are connected too.
• Identity resolution in place. Registration and capture on the event run with identity resolution configured. Attendees then resolve to master identities, and every allocated amount lands on an established identity. Resolution is configured with our implementation team; please contact your SpotMe Account Manager. A meeting with no workspace has no registration to resolve at. Meetings with no workspace in Running and correcting an allocation sets out how identities are resolved on that lane.

  Consent is not a prerequisite of this module, and it appears on none of its screens. Where consent is the lawful basis your organization defines, it is captured on the registration journey. It is read on the healthcare professional's own record, as HCP registration and validation on your events documents.

The guides in this series

The transfer of value guides split the module by task, and each of them assumes the module introduction above.

• Setting up transfer of value and cost category mapping: the one-time configuration in Onomi 360's Policies area. It covers the cost category mapping, the ToV-relevant registrant types, and connecting your transparency systems.
• Running and correcting an allocation: the checks to run before allocating, meetings with no workspace, running and confirming the allocation, and correcting a confirmed allocation.
• The disclosure handoff and accessing allocation data: the per-country handoff, downloading it as XLSX or CSV, and checking its sync status. It also covers where the allocation data is read on the event record.

For what the module does and where its boundaries are, see the Transfer of value release notes.

* Onomi 360 MeetingsEQ exclusive capabilities.