Renewal Client Procedure

Allow approx. 1 hour to complete this per client

Open and use this CLIENT RENEWAL CHECKLIST to mark off renewal action steps below;
Use this OVERALL SITE STAT REPORT to complete general site stats. Particularly useful if you are doing a group of renewals at the same time.

Do DAY renewal due when you get your task reminder

When you see your task reminder in your daily emails first
Open the task and move to Linku2 Pending in "Things to Do" Board
Then, go to Contact in CRM | Change dates for advertising start, end, mid-term and renewal month
Add "Renewed client" automation (or "Renewed client 12 month")

Once you are ready to proceed with the renewal

Open task and open "stats to provide for a renewal report template" or open from THIS LINK
Complete all details needed in this document

Use THIS TEMPLATE as your template for AI to complete (take out the suggestions below the template or select any you want to use)

Gathering Stats

Open Analytics -

Go to Reports | Engagement | Pages and Screens
Put in the dates you want to report on
Share (top right)
Download file
Download CSV
SAVE to the client folder for the reporting year as "Client Name - Date - Analytics Pages Report"

Client External Site Hits

In Analytics go to Explore | External Link Clicks
Put in your reporting dates
Export as CSV
Open your download
SAVE as "Client Name - Date - Analytics External Link Clicks Report"

Open Google Search Console -

Go to Performance -

Put in your dates you want to report on
Export
Download to CSV
Open the zip folder | Extract all
Go to the download and open and save just the pages sheet
SAVE to client folder as "Client Name - Date - Search Report

Open Facebook -

Go to Facebook | Meta Business Suite ( make sure you are in the HBC profile)
Go to Insights | Content
Export Data (top right)
Select the pages you want stats for
Put in the dates to report on in the date range
Check should be - Lifetime, Post and Creation date
Generate
Once your report is generated | Download Export | Open (don't convert)
SAVE to your client folder as "Client Name - Date - Facebook Report

Instagram -

Do the same process as above to download Instagram post data -

Go back to Facebook | Meta Business Suite
Export Data (top right)
Select the Instagram tag and select the accounts you want to download data for
Put in the dates to report on in the date range
This is for posts
Generate
Once your report is generated | Download Export | Open (don't convert)
SAVE to your client folder as "Client Name - Date - Instagram Report

Google Page Rankings -

In their Board task open their "Client directory page ranking list"
Manually check each link and ranking
Save in client folder as "Client Name - Date - Client directory page ranking list"

Gemini

Then go to Gemini in the globalcarrs account and type in the following prompt filling in the relevant fields -

Please generate a word document format report using the attached "Mid-Term Report template" for (client name). Make sure you use exactly the same layout at the attached template including making sure you include all the headings reporting on mid-term stats from the following dates (date range). Please layout the document the same as the attached template and insert the stats from the provided documents . Note the Google Page Rankings are NOT for the client but are for Linku2 Hibiscus Coast pages where the client has full links and a short description and a link to their client page (no description or link if Standard Plan) and also note the Feature hits are for the Feature home page only. Please note the following and bear in mind when reporting -

Category pages are business directory pages on the Linku2 Hibiscus Coast website where the client has full links and contact information and in some plans a short description and link to their client web page as follows -
- Deluxe Plan - Listed alphabetically above all other plans with full links and contact information, short description and read more page link
- Premium Plan - same as Deluxe but listed alphabetically below Deluxe listings
- Standard Plan - just has full links and contact information and listed below Deluxe and Premium Plans but above free listings
- Free listings just have business name, address and phone - no links
Feature hits reported are for the Feature home page only - these are NOT client pages and all the client has on that page is the following -
- Standard Plan have just a linked listing on the home page
- Premium Plan also has a linked scrolling ad which also appears on the home page and all non-client submitted posts in that Feature
- Deluxe Plan have the same as Premium but also have a prominent top of page static, linked scrolling ad at the top of the home page and all non-client submitted posts in that Feature.
The stats to focus on that are "owned" by the client exclusively are their client page hits, classifieds and blog posts

Also report their external clicks through to their own website with an insight and/or recommendation.

When reporting Facebook stats please report "Views" - search for posts for this client name

The blog posts to get stats for are -

(list blog post titles)

The classifieds to get stats for are -

(list classified titles)

Please include insights and recommendations if appropriate for each and please do a "Looking Forward" paragraph at the end. Do not put in any html and have this report as a format to report directly to the client. To gather all the information please refer to the following attached documentation

Attach the following documents -

Analytics Pages Report
Analytics External Link Clicks Report
Search Report
Facebook Report
Instagram Report
Client List of Links document
Client directory page ranking list
The stats to provide for a mid-term report sheet you've just completed
Any scrolling advert images

Make sure you've included all stats including -

Client pages
Client categories
All Section page hits for relevant sections
Features they appear in
Any classifieds they had
Any blog posts
All social media stats

Download and Report

Download the information and report to your client -

Format the report correctly and save as pdf
Go to WPEngine | Media
Upload your pdf report | Copy the url address
Go to CRM | Contact
Send Email - use template "CLIENT - RENEWAL Report Link Template"
Change any necessary wording and add the button link to your pdf report
SEND

Go to Contact Notes & Activities | Add New | Note | Add media and add a link to the stats document

Check Boards

Next go to their task in the "Things to Do" Board -

Add a copy of the Renewal report and add any comments
Move | back to their client Board under completed stage

Social Posts

Check if you need to that they either have a social media post scheduled or they are in the system for one. Also check if they are due for a classified and this is either scheduled or in a task in their client Board.

Plus check if you need to sort any blog posts for them.

New Term Set up

Go to client Board | Clone their renewal task and add a copy of both the word and pdf latest report
Remove old report copy
Change name from Clone, dates for next renewal and save in upcoming
Make sure there is also a task with report copy for the mid-term report
Do 3-4 tasks for social, blog, classifieds
If you can go and schedule eg classifieds and anything else
Go to Classifieds create generic classified half way between two social posts dates
Go to task and change date so you get a new reminder to 3-4 days ahead to invoice, make comment but keep in Things to Do board

3-4 days after Report sent

Go to Xero | should be a draft invoice | check and send
Go to their task in "Things to Do" Board, put in notes but leave in Things to Do Board and change date so you get a new reminder to 5-6 days ahead to send social/classifieds schedule

5-6 days after invoice sent

Make sure all classifieds, social, blog posts etc scheduled. Schedule as below
Send Contact email with "CLIENT - Reporting promotion dates for current term"
Then move task back into their client Board in Completed

Classified and Social Schedule

Deluxe clients get 3 x classifieds (1 x Featured) and 3 x social posts
Premium clients get 2 x classified and 2 x social posts
Standard clients get 1 x classified and 1 x social post

Schedule these as follows -

Deluxe schedule -

Social post at 2 weeks
Classified after 6 weeks
Social post at 10 weeks
Classified at 14 weeks
Social post at 18 weeks
Classified at 22 weeks

Premium schedule -

Social post at 4 weeks
Classified after 10 weeks
Social post at 16 weeks
Classified at 20 weeks

Standard schedule -

Social post at 8 weeks
Classified after 16 weeks

If the client comes back and doesn’t want to renew switch to your “Closing Client Procedure”