Purpose & Scope

Use this procedure when a client calls or emails asking for an immediate check-in (e.g. "What do I have running right now?" or "What has gone out since our term started?").

This workflow quickly pulls their dynamic items (Classified Ads and Blog Posts) directly from WordPress using WP Sheet Editor, retrieves their hit totals via Google Analytics (GA4), and formats everything into a quick 1-page summary without generating a full formal report.

Part 1: Step-by-Step Extraction Guide

Step 1: Confirm Date Window & Client Name

1. Note the client's business name (e.g., Coast Acupuncture, King Locksmiths).
2. Determine the date window:
   • Active Right Now: Leave dates open or filter to items published within the last 30–60 days or
   • Full Term to Date: Contract Start Date to Today's Date. Check dates at either Contact | Overview or Boards | Master Client Pipeline | client template task.

Step 2: Extract Dynamic Blog Posts via WP Sheet Editor

1. In your WordPress admin sidebar, go to WP Sheet Editor > Edit Posts.
2. Click the Search icon (magnifying glass) in the top toolbar:
   • In the main keyword/title box, enter the client's Business Name.
   • Tip on Date Filters: Do NOT activate if you want any evergreen articles published earlier to appear. However, if you are searching for dynamic posts created specifically during their term, tick Enable advanced filters and set Start Date.
   • Click Run search.
3. Open your CLIENT QUICK REPORT TEMPLATE (this is good to use as you can also copy and paste this if you need directly into your mid-term or renewal links template later as it is the same format) - SAVE a copy for the client to their folder.
4. For each published article found, note in the template:
   • Title: From the Title column.
   • Type: Blog Post.
   • Date: From the Date column (post_date).
   • URL: Click or copy from the View column (view_post).

Step 3: Extract Dynamic Classified Ads via WP Sheet Editor

1. In your WordPress admin sidebar, go to WP Sheet Editor > Edit Classifieds.
2. Click the Search icon:
   • Enter the client's Business Name in the search box (it may already retain your search query from the above search)
   • Run the search (leave date filters open if you want to see all ads published across their relationship, or apply start dates if looking only at the current term).
3. For each active or published classified ad, note:
   • Title / Headline: From the Post Title column.
   • Type: Classified Ad.
   • Date: From the Date column (post_date) and Expiry date.
   • URL: From the View column.
   • (Optional) Excerpt: Glance at the Excerpt column to quickly remind the client of their ad copy/angle without opening the listing.
4. From here you can quickly grab the stats in as in the View option | top of your screen click on "Edit Post"

Step 4: Extract Social Media Post Stats

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

Step 5: Extract Accurate Views / Hits (GA4)

Note: Do not rely on post views counters in WordPress for specific date-range queries, as they show all-time counts (except classifieds).

1. Open Google Analytics (GA4) > Reports > Engagement > Pages and screens.
2. Set the Date Range in the top-right corner to match their term dates (e.g., Start Date to Today).
3. In the table search bar, paste the URL slug for each blog post and classified ad gathered in Steps 2 & 3.
4. Record the Views number next to each item.
5. (Optional) If the client asks about their main listing, search their business slug to grab their listing page hits as well.

Step 6: Classified check

• You have to open each classified in the backend | scroll down
• In the Analytics box in the right column click on Chart | Enter your dates

Step 7: Check Client Notes

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

Part 2: Quick Client Summary GEM Reporting

Open your On-Demand Client Snapshot Gem.

Click the paperclip icon and attach your completed client spreadsheet

Run this prompt:

"Please generate the quick Client Activity & Performance Snapshot for [Client Name] based on the attached spreadsheet. Make it clean and ready to print or hand to the client."

• Copy into a word document | SAVE as a pdf and word
• Send to client by email or print and take to a meeting.

Part 3: Record Reporting for future extraction

• Open client Contact in CRM
• New note | note dates and add a copy of both the report and spreadsheet used

This spreadsheet in particular will be useful when doing their next full report as you can extract details and all you'll need to change is the stats and potentially dates then add items since.