A creator outreach SOP (standard operating procedure) is a documented set of steps that a team follows to contact, follow up with, and onboard creators on TikTok Shop. For example, a 5-person team might have an SOP that defines who sends the first DM, who follows up, who ships the sample, and who tracks the deal. Dami’s contact history log and team assignment features make it easy to enforce an SOP by showing who owns each creator and what stage they are in
This article covers the specific SOP that a small team can implement in one week, and how to enforce it without spending hours in meetings
What is a creator outreach SOP
A creator outreach SOP is a set of rules that defines who does what and when in the creator outreach process. For example, an SOP might specify that Sales Rep A sends the first DM, waits 3 days, sends the follow-up, waits 4 days, sends the sample offer, and logs each step in Dami. Dami’s creator profile stores every step as a timestamped record, so the team can see who followed the SOP and who missed a step
Step 1: Define the roles
In a 5-person team, the roles are: 2 outreach reps (who send DMs and follow up), 1 sample coordinator (who manages sample inventory and shipping), 1 deal closer (who negotiates commission and retainer), and 1 manager (who reviews the pipeline and assigns creators to reps). If the team is smaller than 5, the same person can hold multiple roles, but the responsibilities should be clearly defined
Dami’s team assignment feature lets the manager assign each creator to a specific rep. The rep sees only the creators assigned to them, and the manager sees the full pipeline. The assignment prevents two reps from contacting the same creator and ensures that each rep is accountable for their own pipeline
Step 2: Define the contact cadence
The contact cadence is the timing of each touchpoint in the outreach process. A standard cadence is: day 1 first DM, day 3 follow-up if no reply, day 7 second follow-up, day 14 sample offer if the creator has replied, day 21 sample shipped, day 28 video check-in. Each step is logged in Dami’s contact history with the date and the rep who performed it
The cadence ensures that no creator falls through the cracks. A creator who has been in the pipeline for 14 days without a reply should be marked as “no response” and removed from the active pipeline. A creator who has received a sample and has not posted a video within 14 days should be flagged for a final check-in before being archived
Step 3: Define the sample tracking process
The sample coordinator owns the sample shipping process. When a creator accepts the sample offer, the deal closer or outreach rep notifies the sample coordinator, who ships the product within 24 hours. The coordinator logs the shipment date in Dami, which triggers the 7-day follow-up reminder for the outreach rep
The sample tracking process has three checkpoints: (1) sample shipped (coordinator logs the date), (2) sample delivered (coordinator or rep confirms delivery), (3) video posted (rep confirms the video and logs the commission rate). If any checkpoint is missed, Dami’s reminder system notifies the responsible rep
Step 4: Define the commission negotiation process
The deal closer handles commission negotiation for creators who have demonstrated strong content quality. The standard commission rate is 10 to 15 percent for new creators. For creators who have produced 3 or more videos and generated above-average revenue, the closer can negotiate a higher rate of 15 to 20 percent or a retainer structure. The agreed rate is logged in Dami’s creator profile
The commission negotiation process has a clear trigger: a creator who has produced 3+ videos and generated above-average revenue is eligible for a rate increase. The closer reviews the creator’s performance data in Dami, approaches the creator with the offer, and logs the outcome. The process ensures that rate increases are performance-based, not arbitrary
Step 5: Define the weekly review
The manager reviews the pipeline weekly. The review covers: (1) new creators added this week, (2) creators who replied this week, (3) samples shipped this week, (4) videos produced this week, (5) deals closed this week. Dami’s pipeline statistics show the funnel from contact to reply to sample to video to deal, so the manager can see the conversion rate at each stage
The weekly review takes 15 to 30 minutes if the data is in Dami. Without a CRM, the review takes 1 to 2 hours because the manager has to compile the data from spreadsheets, chat logs, and email threads. The time saved is the most immediate benefit of running the SOP through Dami instead of through ad hoc tracking
Frequently asked questions
How many creators can one rep manage
50 to 100 active creators per rep, depending on the follow-up cadence. If the cadence is 3 to 5 touchpoints per creator over 14 days, a rep can manage 100 creators. If the cadence is more intensive (e.g., daily follow-ups), the rep can manage 50
How do I prevent reps from contacting the same creator
Use Dami’s team assignment feature. Each creator is assigned to one rep, and other reps can see the assignment but cannot contact the creator. The assignment is visible in the creator profile, so the entire team knows who owns each creator
What is the most common SOP failure
Missing the 7-day post-sample follow-up. The sample arrives, the creator is busy, and no one follows up to remind the creator to post a video. The 7-day window is when the creator is most likely to produce content. Dami’s reminder system prevents this failure by alerting the rep at the right time
Should I document the SOP in a document or in the CRM
In the CRM. A document that sits in a folder is not an SOP. It is a wish. Dami’s contact history log is the SOP, because it records each step as it is performed. If a step is missed, the gap is visible in the contact history. The manager can see the gap and address it in the weekly review
