Frequently Asked Questions

What is Buzzscribed?

Buzzscribed is one product that connects your entire PR workflow: pitching, tracking, interviews, client portals, and reporting. No more juggling tools. Prove your results from one place.

How is Buzzscribed different from Muck Rack, Cision, or Agility?

Most PR tools focus on contact databases and media monitoring. Buzzscribed focuses on workflow and proof. We track journalist-level engagement (not just email opens), manage the full interview lifecycle, offer live client portals, and generate reports that connect your outreach to actual coverage. We complement monitoring tools like Meltwater rather than competing with them.

Do you provide a media contact database?

Yes. New accounts start with media outlet contacts in your region, and Journalist Intelligence continuously discovers new journalists from live news. These contacts are monitored and kept current automatically. You can also import your own contacts from your existing relationships.

How do you verify journalist email addresses?

Every email address passes through six layers of verification before it reaches your CRM. First, our pattern intelligence engine analyses millions of known email formats across thousands of newsrooms to generate candidates. Second, mailbox verification confirms the address exists via direct server checks. Third, cross-reference enrichment validates against multiple independent data sources. Fourth, network bounce intelligence draws on aggregate sending data from billions of emails across the internet to flag addresses with a history of bouncing. Fifth, live sending feedback from your actual campaigns updates contact status in real time -- if an email bounces, we know immediately. Sixth, continuous re-validation periodically rechecks every address to catch journalists who have moved on. Any email that fails verification is automatically blocked from your CRM so you never pitch a dead address.

How is Buzzscribed different from Prowly?

Buzzscribed offers a more complete workflow than Prowly, including client portals, talent portals, interview management, and ProofScore measurement with published, auditable formulas. Buzzscribed is free to start with every feature included.

Do I need to understand the Barcelona Principles to use ProofScore?

No. ProofScore guides you through the measurement framework as part of normal campaign workflow. Each tab is labelled with its principle number (BP1-BP7), and contextual help explains what each one means and why it matters. You learn by using it, not by studying it separately. ProofScore is aligned with the Barcelona Principles V4.0 -- the global industry standard for PR measurement. Learn about ProofScore measurement.

How does ProofScore automate PR measurement?

ProofScore maps every stage of your campaign workflow to a structured measurement framework. When you set campaign objectives, that feeds goal setting (BP1). When you define your target audience, that feeds BP2. Your media strategy covers BP3. Coverage quality is scored automatically using AI and the ProofScore Coverage Quality Index for BP4 and BP5. Reach, sentiment, and message pull-through are tracked across channels for BP6. And the Impact tab ties everything together for BP7. You don't need to manually fill in a measurement framework -- ProofScore builds it as you work.

What is the ProofScore Coverage Quality Index (CQI)?

The CQI is a core component of ProofScore that rates each piece of media coverage by combining outlet tier, sentiment, and message pull-through into a single quality score from 0 to 10. It also factors in spokesperson inclusion, headline prominence, and outlet authority. CQI replaces the outdated AVE (Advertising Value Equivalent) with a meaningful, published quality metric. Full formula breakdowns are available inside your account. See how CQI works.

How does AI scoring work?

When coverage is added to a campaign, Buzzscribed's AI engine (Ralph) analyses the article against your campaign's key messages, target audience, and objectives. It scores sentiment, identifies which messages were picked up, checks for spokesperson mentions, and assigns an outlet tier based on reach. All scores can be reviewed and adjusted manually if needed.

What are the Barcelona Principles that ProofScore is aligned with?

ProofScore is aligned with the Barcelona Principles V4.0 -- seven principles for communications measurement established by AMEC:

BP1 - Goal Setting: Setting measurable goals is an absolute prerequisite to communications planning.
BP2 - Outcomes: Measurement and evaluation should identify outputs, outcomes, and potential impact.
BP3 - Strategy: Outcomes and impact should be identified for stakeholders, society, and the organisation.
BP4 - Rigorous Methods: Measurement and evaluation require both qualitative and quantitative methods.
BP5 - Quality: AVEs are not the value of communications.
BP6 - Holistic Measurement: Communications measurement is holistic, incorporating all relevant channels.
BP7 - Impact: Communications measurement should drive learning, insights, and continuous improvement.

Learn more at AMEC's Barcelona Principles V4.0 page.

Can I generate award entry narratives from ProofScore data?

Yes. The Impact tab (BP7) can auto-generate award entry narratives using your campaign's ProofScore measurement data -- CQI scores, sentiment analysis, reach metrics, and Barcelona Principles completion. This gives you a structured, evidence-based narrative ready to adapt for award submissions like the AMEC Awards, PRIA Golden Targets, or CIPR Excellence Awards.

What are ProofScore SMART objectives?

Every ProofScore measurement starts with SMART objectives -- clear goals set before the campaign begins: Specific (what exactly you want to achieve), Measurable (KPIs with numeric targets), Achievable (feasible given your budget and team), Relevant (aligned with the retainer's strategic objective), and Time-bound (milestones and deadlines). Buzzscribed's AI assistant Ralph can generate suggestions for each dimension based on your campaign context, saving time and ensuring your goals are well-structured from the start.

What is the Campaign Success Score?

The Success Score is a core ProofScore metric -- a single 0-100 rating that answers "How well did this campaign deliver against its goals?" It combines four equally weighted components: Planning Quality (SMART completion), Execution Quality (Barcelona measurement completion), Coverage Quality (average CQI across coverage items), and Outcome Achievement (KPI targets vs actuals). Green is 70+, amber is 40-69, red is below 40. It closes the ProofScore measurement loop: Plan (SMART) -> Measure (Barcelona) -> Result (Success Score).

How do I score broadcast coverage (TV/radio) that AI can't analyse?

Broadcast coverage like TV and radio segments don't have article text for AI to analyse. ProofScore provides a Manual Score tool for these items. Select the sentiment (positive, neutral, negative), tick which key messages were included, and set the outlet tier. The ProofScore CQI calculates instantly so you can see the score before saving. Manually scored items are locked from AI overwrite.

What is the ProofScore measurement loop (Plan, Measure, Result)?

ProofScore implements a complete PR measurement loop aligned with the AMEC Barcelona Principles V4.0. Layer 1 (Plan): Set SMART objectives with AI assistance before the campaign begins. Layer 2 (Measure): Track coverage quality (CQI), sentiment, key message pull-through, and KPIs using the ProofScore framework during and after the campaign. Layer 3 (Result): The Success Score compares your targets to actuals, giving you a single number that proves what you delivered. This three-layer approach replaces guesswork with evidence.

How does journalist-level tracking work?

When a journalist downloads your media release, images, or audio, you see exactly who engaged and when. This goes beyond email opens to prove genuine engagement with your content.

What does the Client Portal show?

Your clients get their own branded portal where they can see campaign progress, coverage, download reports, and track results in real-time. No more waiting for your weekly update email - they see what you see, building trust and transparency.

What about the Talent Portal?

Spokespeople and talent have their own portal to view scheduled interviews, confirm availability, and access briefing materials. This eliminates the back-and-forth emails that slow down campaigns.

How much does Buzzscribed cost?

Free forever with every feature included. No sales calls, no credit card, no trial period. If you need more email volume, storage, or users, see our Plans page for upgrade options.

Is Buzzscribed free?

Yes, genuinely free. Every feature is included on the Free plan: client portals, talent portals, interview workflow, journalist tracking, report designer, e-sign, and more. There is no trial period and no credit card required. You can run a real agency on the Free plan. We built it that way because we believe the best way to earn your business is to let you use the product first.

What's included in each plan?

Every plan includes all features. No feature gating. Plans differ by capacity (users, emails, storage) and support level. Higher plans offer more volume and faster support response times.

What support is available?

Help Centre (Free): Access our documentation, video tutorials, and how-to guides. Everything you need to get started and solve common questions on your own.

Online Support (Wings & Pollinator): Submit support tickets through our online system. We'll respond as soon as we can, typically within a few business days.

Business Hours (Nectar & Hive): Support during business hours (AEST). Submit a ticket and expect a response the same or next business day.

Priority (Swarm): Fast-track support with a 4-hour response guarantee during business hours (AEST). When something's urgent, you go to the front of the queue.

Is there training available?

Yes! We have detailed online documentation with how-to guides and tips. Perfect for onboarding new team members.

Does Buzzscribed handle retainer planning?

Yes! You get Gantt charts, capacity planning, and deliverable tracking. See who's working on what, when tasks are due, and how many hours remain on each retainer. Plan activities across your team and avoid over-commitment.

Can clients sign agreements digitally?

Yes! Create service agreements and send them for digital signature. Clients receive a link, review the terms, and sign online - no printing, scanning, or chasing. Track agreement status in real-time and get notified when they're signed.

Do I need a copyright licence to store media clips?

Buzzscribed is a workflow tool, not a media monitoring service. We don't source or distribute media content. When you upload or store media clips and coverage in your account, you are responsible for holding the appropriate licence. In Australia, the Copyright Agency offers a PR Agency Licence that covers clipping, storing, and sharing published articles. Equivalent licensing bodies exist in other countries (CLA in the UK, CCC in the US). See our Terms of Use for full details.

What are Email Groups and how does Group Relay work?

Email Groups let your team share a single address for each client or campaign. Your pitch emails come from you personally, so journalists see a name they recognise. When they reply, every team member gets the response instantly. Out-of-office replies are detected, filtered, and snoozed automatically -- Buzzscribed even extracts return dates and replacement contacts from OOO messages. No forwarding chains, no missed replies. Create as many groups as you need -- one per client, one per campaign, or one per team.

What integrations are available?

Meltwater: Import your media monitoring feed directly into campaigns to track coverage alongside your outreach data.

Pureprofile: Import campaign research data and transform it into meaningful insights for your reports.

Social Media: Connect Facebook, Instagram, and LinkedIn to include social metrics in your client reports alongside traditional media coverage.

Do I need a Meltwater subscription?

No. Buzzscribed is a complete PR workflow platform that works independently. However, if you already have a Meltwater subscription for media monitoring, Buzzscribed integrates directly with your Meltwater feed, importing coverage data into your campaigns automatically. We complement your monitoring investment rather than competing with it.

Can I try before I buy?

Absolutely. Create a free account and explore the full platform with no time limit. Every feature is unlocked. When you need more capacity, upgrade to a paid plan.

Is my data secure?

Yes. Your data is stored securely in Australian data centres with encryption at rest and in transit. We follow industry security practices including regular backups and access controls. Your contacts and campaign data are never shared or sold.

How does Buzzscribed handle GDPR?

We take data protection seriously. Your data is hosted on Microsoft Azure in Australia (Sydney region) with encryption at rest and in transit. For UK and EU users, we have Standard Contractual Clauses (SCCs) in place for international data transfers, and our Data Processing Addendum covers our obligations as a data processor under GDPR. You can exercise your data subject rights (access, correction, deletion, portability) at any time by contacting us. Full details are in our Privacy Notice and DPA.

How long do you keep my data?

We retain different types of data for different periods:

• Your contacts, campaigns, and reports - kept for as long as your account is active
• Email sending history - 24 months
• Pitching and webhook logs - 12 months
• News articles - 6 months
• System logs - 60 days

Free accounts inactive for 12 months have their data deleted after warnings at 90 and 180 days. Cancelled paid accounts have data deleted 120 days after cancellation. You can request deletion of your data at any time by contacting us. Full details are in our Privacy Notice.