Purpose & Scope

This procedure outlines two linked workflows:

1. The Monthly Batch Scheduling Session: A recurring 45–60 minute session conducted on the 1st of each month to bulk-schedule all queued social promotions across Meta Business Suite and your master schedule.
2. The 4-Week Feature Campaign Workflow: The end-to-end process to prepare, produce, and schedule client blogs and classifieds for thematic features (e.g., Home Sweet Home, Who You Gonna Call?).

Part 1: The 1st-of-the-Month Batch Scheduling Session (45–60 Minutes)

Timing: Conducted on the 28th to 1st of each month (triggered by your recurring task on the This Week / Regular Activities Board).

Step 1: Review the Future Schedule Queue

1. Open [Year] Master Sharing Schedule.xlsx and go to the Future Schedule Queue tab.
2. Filter the Planned Month column for the upcoming month (e.g., "May").
3. Review all queued rows across three categories:
   • Client promotions generated from recent Mid-Term and Renewal reports.
   • Scheduled Feature campaign blogs and classified shares.
   • Seasonal/site-wide pushes (e.g., School Holiday Hub, local event guides, donation spotlights).

Step 2: Populate the Active Monthly Tab

1. Click into the current month's operational tab (e.g., May 2026).
2. Add columns or slot your queued items across the month, entering:
   • Row 2: Scheduled Date.
   • Row 4: Business Name or Post Title.
   • Row 6: Target URL (listing page, blog post, or classified advert).
   • Row 7: Target Platform code (FB Community, FB Linku2, IG, LI, or Google Business).
3. Visually check the calendar to ensure post frequency is balanced (aiming for 3–4 posts per week total) so your audience is not overwhelmed.
4. In the Future Schedule Queue tab, change the status of these rows from Queued to Scheduled.

Step 3: Bulk-Schedule in Meta Business Suite & Social Platforms

1. Open Meta Business Suite > Planner.
2. Click Create Post and schedule each Facebook and Instagram item for its assigned date and time.
3. Open LinkedIn and Google Business Profile to schedule or queue posts assigned to those platforms.
4. Once completed, save and close Master Sharing Schedule.xlsx. Your social scheduling for the entire month is now complete.

Part 2: The 4-Week Thematic Feature Campaign Workflow

Timing: Initiated 2–3 weeks before a new Feature launch date.

Step 1: Identify Participating Clients (Fluent Boards)

1. Open the Master Campaigns Board in Fluent Boards.
2. Open the task card for the upcoming Feature (e.g., Home Sweet Home).
3. Check the checklist of eligible Deluxe and Premium clients who have this Feature allocated in their term or in the Future Schedule Queue.

Step 2: Dispatch Client Feature Outreach via Fluent CRM

1. In Fluent CRM, send your Upcoming Feature Heads-Up Email to notify participating clients that the campaign is approaching.
2. For clients due a dedicated blog post or classified advert, send the Feature Promo Plan Email offering their two selections:
   • Option 1: Dedicated Blog Post & 4-Week Classified Shout-Out.
   • Option 2: 4-Week Classified Advert in the "Featured Locals" roundup article.
3. Apply passive approval: Give clients 5–7 days to submit custom angles; otherwise, proceed with Linku2-researched topics.

Step 3: Content Creation & Publishing in WordPress

1. Blog Posts:
   • Write or format the 2–3 feature articles in WP Posts.
   • Add internal links to participating client pages and credit their business.
   • Set publishing dates to coincide with the Feature launch date.
2. Classified Adverts:
   • Create the client classifieds in WP Classifieds.
   • Set category assignments and a 30-day expiration window.

Step 4: Extract Links & Generate Social Promotion Schedule

1. Once published, open WP Sheet Editor (Posts and Classifieds).
2. Filter by the Feature name to extract all live URLs.
3. Open Gemini and run your library prompt: 4-Week Feature Social Media Scheduler (with Link Extraction):

Plaintext

Prompt Title: 4-Week Feature Social Media Scheduler (with Link Extraction)
Role: Act as a Social Media Planner for Linku2 Hibiscus Coast.
Task: Create a balanced 4-week content schedule for the upcoming [INSERT FEATURE NAME] which runs from [START DATE] to [END DATE].

Source Links:
* Main Feature Page: [INSERT LINK TO BLOG POST LISTING PAGE]
* Classified Category: [INSERT LINK TO SPECIFIC CLASSIFIED CATEGORY]

Instructions:
1. Extract Content: From the links above, identify the individual blog post titles and the specific classified ads.
2. Platforms: Schedule across Facebook (Hibiscus Coast Community), Facebook (Linku2 Hibiscus Coast - Business), Instagram, LinkedIn, and Google Business.
3. Frequency: Space posts evenly (approx. 3–4 posts per week total).
4. Variety: Alternate between blog posts and the "Featured Locals" classifieds.

Output Format: Provide a table with these columns:
* Date | Time | Platform | Type | Content Name | Direct Link | Reach/Impressions | Clicks/Engagement | Platform Specific Notes
Constraint: Do not provide wording or captions.

Step 5: Transfer into Master Schedule & Notify Clients

1. Copy the generated schedule table from Gemini and paste the rows directly into the Future Schedule Queue tab (or the active monthly tab if the feature begins immediately).
2. (Optional Client Courtesty) Run the Client Promo Schedule Extractor for Emails prompt to pull individual client dates and send them the quick "Here is your upcoming promotional schedule" confirmation email via Fluent CRM.

Part 3: Month-End Reach Reconciliation (10 Minutes)

This ensures all reach figures are permanently stored and ready for instant extraction when you run your next Mid-Term or Renewal report.

At the conclusion of the month, open Meta Business Suite > Insights > Content.

Export your post performance CSV (or view screen metrics) to review reach/impressions for each published post.

Open Master Sharing Schedule.xlsx for that month and record the reach figure next to the platform code in Row 7 for each client.