BACK TO REGIONAL SITE PROCEDURES

Uploading a new client

To upload a new client on site take the following steps -

Get Client Details and Set Up

  • First go to Linku2 Hibiscus Coast website | About | Register Your business free and complete the form as this will create a CRM contact and business or update they are already on site.
  • In Drive or Dropbox | Linku2 Hibiscus Coast | CLIENTS | Current Clients open a new folder and document to add details
  • Get their web link to be used eg website, Facebook, etc (eg may be specific page if want a link to a school holiday programme/membership details page, etc)
  • Get their logo and any images you may wish to use and add it to your folder
  • Then go to the CRM contact and fill in all fields in full and add all relevant tags and lists inc Features relevant to their services

Set Up Canva Images

Go to Canva - set up -

  • 350 x 350 px logo image (this goes in Featured image in right column in the business)
  • A side advert 614 x 300 px – this is also used for the social tag images; and if a Deluxe
  • A Sponsor image 800 x 150 px (only for DELUXE clients)

Go to WP Engine

In WPEngine go to -

  • Businesses - Find the business, fill in balance of missing fields including meta information and social tags - Tick appropriate box for the Membership Plan
  • Go to Sliders – If a Deluxe pick your Section Sponsor slider (eg Travel, Education, etc) | Add your 800 x 150 px image and fill in all name, alt text, web link and open in new window | Schedule if you need to | SAVE - make sure there is nothing in the caption box otherwise it shows on the image on site
  • Remove or unpublish one of the holder images if there are any
  • Go to your Sliders | Section side advert and add your 600 x 314 px image in all Section sliders relevant to the business and again fill in all details in Metadata
  • Go to all relevant Feature sliders and add their image(s) and Metadata depending on their Plan (Deluxe and Premium clients only)
  • Add client name in Home page of each relevant Feature under the supported by box (all Plans)
  • Go to Frontend Sections and check business listings and adverts appear top and in the right column and all are linked (you can just hover over to see if linked correctly and see the web address bottom left of your screen)

Google My Maps

IMAGE ONLY FOR DELUXE AND PREMIUM CLIENTS, LISTING FOR ALL CLIENTS

  • Go to Google My Maps | Open Linku2 Hibiscus Coast - Whangaparaoa Map
  • Add client either by entering the address in the search column | Make sure you MUST use their own Google business link | change icon to HBC with gold border for Deluxe and grey border for Premium clients
  • Share | Embed and copy link
  • In WP pages | open Donation page | Enter new code for updated map in code box and make 100% wide and 550 high | SAVE
  • Then add linked business listing below in relevant Plan type - all businesses listed even Standard | SAVE

Create a Board

  • The go to Boards | add new board in clients folder | colour code according to plan type (orange/pink - Deluxe, Dark blue - Premium, Light blue - Standard
  • Add tasks for all their dates for Mid-term Report(s), Renewal, classified listings and social schedules - In reports add links to mid-term and renewal step by step guides in Linku2 site and add mid-term and renewal template link from dropbox.

Classifieds and Social posts

  • The go to Classifieds and schedule in any classifieds you'll do for the client; and
  • Go to Hibiscus Coast page Facebook Meta Business Suite and create general social posts and save as drafts (you can only schedule the date up to a month in advance) - then when your task comes up you can just go to the drafts and schedule in the date and make any changes/updates if you wish at that time

Report to client

  • Then go to the Templates Board and open New Client template | complete and save to their client folder in dropbox as doc and pdf
  • Then go and upload a copy of the doc file to their new Board (doc version so you can copy and paste from when doing subsequent reports)
  • Go back to Contact CRM | Email this client with their relevant NEW CLIENT – Initial Report template
  • In Contact CRM then add them to a list either “New Client” or “Renewed Client” – this will IMMEDIATELY activate an Automation to send them 2 x general emails (before and after their mid-term reports) to remind them to use other services plus will send an automatic renewal heads up about 10 days or so before their renewal is due.
  • Add a link to the report or copy of the report as a note in their CRM
  • 12-month client: If they are a 12 month client remember it is a different tag and is for either “New Client 12 months” or “Renewed Client 12 months” (if you do add the wrong tag you can add the correct one but you HAVE to go to Emails and make sure not only do you remove the tag from the top but also delete in the list at the bottom of the emails screen)
  • Add a copy of their report as doc in their Board and also add a dropbox link in the comment you can then move your new client set up task to complete

Google Calendar

The go to your Google calendar add in 2 x tasks -

  • first one for "Client name mid-term report" - 13 weeks after start date
  • second one for "Client name renewal due (date) - about 3 days before their actual renewal date

These reminders are not essential but just a good backup if perhaps your Board tasks fail to advise you

Xero

  • Go to Xero | Check if already have a contact | If not set up new | Fill in all details | Create repeating invoice and send with template email
  • Make sure you have added to your specific client group in Xero

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HOW TO BE FOUND WITH LINKU2
(Hibiscus Coast links)
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