(often you can update more than one at a time but be wary of links!)
Download Checklist
Download and use this checklist for each previous and new client uploaded.
Note if this is a new client you will probably just need to do all the same steps but upload and create new images and listings.
Update in CRM first so they don't get any automation emails that may be coming up!!
Automation Update
If your Automations are active the first thing to do is -
- Go to the Automation they are currently in (probably Apply Tag: Previous Client - District) | View Reports
- Manually take them out of this Automation otherwise they will stay in both – this is very important
- Then go to their Contact listing - remove the previous client tag and add the client tag. Then under the Emails tab scroll down and check they are out of the previous automation and you've just activated the client automation.
Then get any images you need etc from the client or their FB page or website. Then go to your holiday spreadsheet and add the business as an Advertiser
Canva Updates
Go to Canva and create the following images –
- FBOG (Facebook Open Graph) – 600 x 314 px – you will use this same image for both under the Social tab and for your side advert - if Summer holidays create 2 x of these images for two separate posts
- If a Sponsor create top banner – 800 x 150 px
- Any images you want to include in the client page
- Create a Facebook Video image (use the template size as it won't work otherwise) for a video post
NOTE: You may wish to use some previous images for the above so see what you have on file for the client.
WP Updates
Go to WordPress -
- Go to your current listing in Businesses
- Add the client tag in the right column (this makes it easier if you are just searching for current clients under Business)
- Change membership and do page updates
- Check all SEO links and images including social FB (fbog – 600 x 314 px) and Twitter links
- UPDATE
If you change your social image, get Facebook to update its cache by -
- Updating your listing
- Go to top of the Facebook social section and click on the “Ask Facebook to update its cache” link
- Once in click on “Scrape Again”
Go to -
Sliders | Find your Region side ad slider
You may already have an image in the paused slider in which case just check details and set up new scheduling; or select File from your Computer
If adding a new image,click on the modify pencil in the top right corner of your image and –
- Change your Title
- Add your Alt text
- Add your URL link
- Tick open URL in new window
- Tick schedule slide
- Enter your start and end date and time
- Save Metadata
- The exit out
If you are also adding a Sponsor banner go to your Region Sponsor Slider and repeat above.
If this is not being done before the Automations are activated (eg clients who have signed up later) try and set up as many clients as possible at one time as you will need to set up with new tags and Automations so you can then keep them together in the new tag and Automation.
Then go to the Giveaway page slider -
- Activate just your client slide
- Also if not active then re-activate whole slider from schedule option in left men
Note this same slider appears on a number of site pages being - Giveaways, Latest Stats page, School Holiday and Term Dates page
Other WP and External Updates
Blog Posts
Go to any area blog posts you will be promoting for things to do in the area and add a short sentence, link and linked advert
Other Site Listings
If a North Shore or Hibiscus Coast business go to backend of each regional site - find the business listing under Businesses, update (you'll need to copy text from online SH page) and make a Deluxe listing. If you do not have access to the backend of the relevant regional site, copy the information (including all the links and images) you want added and request permission for Deluxe links to be added for your clients to Things to do and School Holiday programme pages on Linku2 Hibiscus Coast and Linku2 North Shore. You will probably need to pay a potential commission/fee for this but also request a post or share is also done for each client too. You will then be able to share these posts. Pages are -
Event Calendar Listings
Submit an event for the whole holidays (as multiple events) in both the Linku2 Hibiscus Coast online calendar and the Linku2 North Shore online calendar (in each description link to the relevant school holidays page as follows - Hibiscus Coast and North Shore) and any other calendars ofr other areas as you get going.
Google My Maps Updates
Go to each relevant Google My Maps -
- First note current map views No and put in stats page to compare at end of holidays
- Then update and put any clients in recommended at top - add their logo, links, description and personalised icon to the school holidays icon
- Then Preview | Share | Embed on site and get the embed code
- Go to your template in back end for the specific region and upload new code in relevant code block (remember to change the width to 100%)
- Apply code | SAVE
- Just check updated on the live site
(If you do not do the technical backend management of the site ask the Technical Manager to do this for you)
Tiktok
Note to add to a client tiktok post a few days before the holidays start
Featuring Holiday Page links on Facebook Area Profiles
Then in Facebook go to each area profile you have and again do a post referring to and linking to the relevant area page(s) and then pin each post to featured.
The Facebook profiles and pages to link to are -
Featuring Blog Posts on Facebook Groups
Get link for the blog post and again pin at the top of all relevant Facebook groups. To do this -
Then go to Facebook and go to the pages for the above and add a pinned feature post linking to the relevant calendar submission once this is approved. Pages to add posts to are -
If you do not manage these pages ask for permission from the admin to post and pin for you (they are Linku2 owned pages).
Newsletter links
Add a relevant link to each client in the User automation emails for their regions.
CRM Updates
Change of Tags and Automations and Report
First get all the separate clients tasks done above. Then once all done -
- Go back to Contact CRM | recheck you took them out of the Apply Tag: Previous Client Automation and put them in the Client automation
- If this is the first client you are setting up for these holidays first go to Emails | Email Templates | CLIENT OPENING REPORT - Reporting new links and update holiday dates in first paragraph and date promo will end at the end of the email (5 lines up) and just check for any other changes – if it’s not the first client your template will already be up-to-date - check the links are correct as you upload into the Reporting template
Analytics and Social
Analytics
Go to Analytics | Search Console | Search Results | URL Inspection | add your URL in the search | Request Indexing (as your page has changed)
Hootsuite and Sharing Schedules –
- Open your holiday sharing schedules
- Open Hootsuite
- Create and schedule in first a static FB post for the client usually asap
- Then (depending on holiday length and when their programmes might run) - approx 10 days to 2 weeks later schedule a video post
- Add the business name, advertising dates and scheduled date and time of the post and shared post content rows - in the post link row if your post is still pending leave it blank and add once published. Note with video posts you MUST ensure the link to the site page is in the share content otherwise any clicks just open the video with no information or value.
- You can then share the schedules with your team of sharers
Xero Invoicing
Go to Xero -
- Go to contact
- Create invoice
- Remember to add the Region tracking tag (to do this you may need to switch to the classic layout of the invoice to get the relevant column showing)
- Send direct from Xero
- Make sure you have added them in the “Client” Xero contact group
Final Checklist
Have you?
- Check metadata and client tag in Businesses?
- Checked their live pages and links?
- Added them in the sliders?
- Added them to the other links, eg giveaways slider, blog article links, Google Map, other site pages?
- Set up one or more social media posts?
- Checked they have the right tags/Lists in Contact CRM?
- Added them to the "client" Automation?
- Reported to the client?
- Invoiced them?
