Client Mid-Term Report

Purpose & Scope

This procedure outlines the end-to-end workflow to extract mid-term performance metrics, generate a professional Mid-Term Report using the Mid-Term Report Gem, deliver it to the client with an immediate 3-month proposed schedule, and queue future promotions in Fluent Boards and your master schedule in a single sitting.

Timing: Run at the contract halfway mark (Month 3 of a 6-month term, or 2 x in Months 4 and 8 of a 12-month term).
Core Rule: This is an active mid-term review. Do NOT mention renewal contracts, renewal pricing, or invoices. The focus is entirely on value delivered and strategic optimization for the next part of their current active term.

Phase 1: Data Gathering (15-20 Minutes)

Step 1: Open Client Spreadsheet & Verify Static Links

Open the client’s existing task card in Boards -
- Go to Boards | MASTER CLIENT PIPELINE, find the client task and open their Links template for reporting spreadsheet.
SAVE a copy for this reporting period to your computer folder (e.g., [Client Name] - Mid-Term [Month/Year].xlsx).
Change the dates at the top to your new reporting dates
Their business page(s) URL, directory category pages, and Donation Programme links are already recorded here so no need to search for them in WordPress.

Step 2: Extract Dynamic Links via WP Sheet Editor

In WordPress admin, open WP Sheet Editor > Edit Posts.
- Click Search and type the client's business name.
- Do NOT filter by any dates as you will do this when you gather stats in GA4.
- Some may already be in your spreadsheet but for new ones, open the page under View and copy and paste the title and URL into your spreadsheet.
Open WP Sheet Editor > Edit Classifieds.
- Run the same search (Client Name only without dates).
- Copy the title and URL from the View column for any new classified ads published during the term, and paste them into the copied spreadsheet.
- Also copy the Date and Expiration Date of the classified into your spreadsheet. If these dates are outside your reporting dates you should remove from the reporting schedule but paste below the report as you may wish to refer to them in the report or may want to re-publish.

Step 3: Extract Page Views from Google Analytics (GA4)

Open GA4 and first et the Date Range to the exact mid-term reporting window (Start Date to Mid-Term Date)
First note the site total visitors and page views.
Then go to Reports > Engagement > Pages and screens.
In the search box, search for each client URL slug from your spreadsheet (main page, categories, donation pages, blogs, classifieds and section pages).
Enter the exact Views (hits) directly into the corresponding rows of your copied client spreadsheet.
Then get clicks to the client website by -
- Go to Explore | External Link Clicks
- Put in your reporting dates
- Export as CSV
- Open your download
- Check click throughs and add in client spreadsheet
- If you are doing other reports with the same dates keep the External spreadsheet open

Once you have all your stats go and check client notes in CRM as this is where any additional notes, information or stats will be found you may need to include.

Go to Google Search Console, enter your reporting dates and grab total site Impressions and Clicks for reporting and add in spreadsheet.

Step 4: Check Google Search Rankings

Open an incognito browser window or your rank tracker.
Search the client’s targeted keywords and phrases.
Record their current ranking positions (e.g., No. 1, No. 2, Top 5) in the spreadsheet.

Step 5: Extract Social Reach from Meta

Go to Facebook Meta under Hibiscus Coast page
Insights | Content
Put in reporting dates at top
At top click on Export
Select the pages you want to extract data for
Check your date range again - Make sure set on Lifetime | Post | Creation date
Generate
Download your export
Open it and DON'T Convert
Unwrap and bold and freeze your top row (View | Freeze Panes)
FIND any client posts and highlight to see easily
Copy title | views and any other stats you may wish to report (eg shares/clicks)
Copy link and add all these into your report spreadsheet

Step 6: Check Client Notes

Have a quick check in the CRM Client Notes in case there is anything you need to report that you have noted here

Step 7: Capture Online Advert Screenshots

If you don't have copies of the client ads in their folder you can either download a copy from the backend media tab on site or visit the live site and use the Snipping Tool (Win + Shift + S) to capture clean screenshots of the client’s active top banner and side scrolling ads. Otherwise you'll just add into your report when checking after running the GEM.

Phase 2: Report Generation with the Mid-Term Report Gem (10 Minutes)

Open Gemini and select your Mid-Term Report Gem.
Click the paperclip icon and attach:
1. Your updated client reporting spreadsheet (e.g., [Client Name] - Mid-Term [Month/Year].xlsx)..
Paste the following prompt into the chat, replacing the bracketed items:

"Please generate the Mid-Term Report for [Client Business Name]. All stats, URLs, GA4 view counts, and keywords are in the attached client spreadsheet, and social posts are in the master schedule. The upcoming 3 months to schedule are [Month 1], [Month 2], and [Month 3], with a feedback deadline of [Date: 7 days from today]. Output the full formatted report directly in this chat with embedded links, automated Insights & Recommendations, and the concrete proposed 3-month schedule under Looking Ahead with the 7-day passive approval closing statement."

Run the prompt and verify:
- All links are embedded directly into page and post titles.
- Hits Summary sums all views, map hits, features, classifieds, and social reach accurately.
- Looking Ahead presents a concrete proposed 3-month schedule (covering Month 1, Month 2, Month 3) with passive approval closing phrasing and check the date.

Phase 3: Deliver Report via Fluent CRM (5 Minutes)

Copy the generated report from Gemini.
Paste into a word document | brand headings and check all hit Nos and Insights wording and make appropriate manual changes.
SAVE as a pdf then go to web backend
Open Media and upload the pdf file | Click "Copy url to clipboard" button
Open Fluent CRM | Go to contact | Create an email using CLIENT - MID-TERM Report Link Template.
Add the reporting date in the first line and paste the report url you copied into the button link and tick to open in a new window.
Send the email.

Phase 4: Future Queue Logging & Fluent Board Milestone Update (2–3 Minutes)

Step 1: Copy-Paste Rows into Future Schedule Queue

In the Gemini chat, scroll down past the client report to the section labeled INTERNAL USE ONLY: FUTURE SCHEDULE QUEUE.
Highlight and copy the 3 rows in that Markdown table.
Open [Year] Master Sharing Schedule.xlsx and navigate to the Future Schedule Queue tab.
Click into the first empty cell in Column A (under Client Name) and paste (you may need to ask Gemini to give you the content in a format to easily paste into your spreadsheet)

Operational Rule - Do Not Schedule Live Yet: Do not schedule posts in Meta Business Suite or WordPress during this reporting session. All items remain in the Future Schedule Queue until:

Next Month's Promotions: Scheduled in bulk during the 1st-of-month batch session.

Current Month Promotions: Slotted into the active monthly tab and scheduled only after the 7-day client feedback deadline passes.

Step 2: Update Fluent Boards

Master Client Pipeline Board:
- Locate the client's original master task card in the Live and Scheduled column. Paste the word copy of your mid-term report so their master file is up to date. (Do not move this card).
- Locate the automated "Mid-Term Report Due" task card that you just worked from, and drag it into the Completed column to clear your desk.
Master Campaigns Board (if applicable):
- If any of the 3-month slots include an upcoming thematic Feature inclusion, add the client's name to the checklist or card for that specific Feature campaign.