Renewal Client Procedure

Update Client Records

Allow approx. 1 hour to complete this per client

You can open and use this CHECKLIST to mark off the steps below and use this REPORTING SPREADSHEET to record the stats for your report template below.

When client comes up for renewal update the records as below first then if you don’t get a chance to gather stats and report to the client on that day it won’t mess up your renewal automations -

Updating Client Record - Do this on the renewal date

• Go to Contact CRM
• Search on clients list
• Go to the Contact | Overview tab | check their details
• Ensure you add their new advertising dates
• Make sure they have been removed from “Renewed client” or "Renewed client 12 month" List (this should have already happened automatically)
• Then add to the Renewed Client List (6 or 12 months) - This will start the Automation again for their next term
• Go to the Email tab for the contact and scroll to the bottom to check the new Automation has been activated

Updating En Masse

If you have more than one renewal on the same date there is an easy way you can update each one -

• Open the Automation (Current Client 6 month or 12 month)
• Go to reports
• View all by showing the number of clients you have
• At the bottom you'll see the most recent completed (shaded in green)
• Click on their profile button | View full profile
• Change their dates | Update contact
• Add relevant Renewal Client list
• Then just go to their Email tab and scroll down to check this has been activated
• Repeat this by just clicking back to Automations and your relevant Automation

Next set up your new tasks for the client(s) in your Google calendar as follows -

Calendar Tasks (6 month clients)

For a 6-month client -

• Go to your Google calendars -
  • Create | Task (set for all day) for 90 days (13 weeks) from your renewal  start date (1/2 way through the term)
  • Put your title - Client Name - mid-term report
  • In the description put - https://linku2.co.nz/client-mid-term-report/
  • SAVE
  • Create another task for your renewal date (set for all day)
  • Put your title - Client Name - 6-month renewal
  • In the description put - "https://linku2.co.nz/renewal-client-procedure/ - before proceeding check the auto renewal reminder has been out for at least 3 days if not push this task out for 3-4 days"
  • Check you are saving in the right calendar if you have multiple
  • SAVE

Tasks en Masse

Again note, like the renewal list adding you can do this en masse with copy and paste

Calendar Tasks (12 month clients)

For a 12-month client -

• Go to your Google calendars -
  • Work out date 120 days (17 weeks) from renewal date (1/3 way through the term)
  • On that date Create | Task (set for all day)
  • Put your title - Client Name - mid-term report 1
  • In the description put - https://linku2.co.nz/client-mid-term-report/
  • SAVE
  • Create a second task after 260 days (37 weeks) (2/3 way through the term) (set for all day)
  • Put your title - Client Name - mid-term report 2
  • In the description put - https://linku2.co.nz/client-mid-term-report/
  • SAVE
  • Create another task for your renewal date (remember for 12 month  clients they get an extra month free so this will be 13 months from the renewal start date) (set for all day) - make it 3 days before actual renewal
  • Put your title - Client Name - 12-month renewal due 3 days - make it all day
  • In the description put - "https://linku2.co.nz/renewal-client-procedure/ - before proceeding check the auto renewal reminder has been out for at least 3 days if not push this task out for 3-4 days"
  • Check you are saving in the right calendar if you have multiple
  • SAVE

Tasks en Masse

Again note, like the renewal list adding you can do this en masse with copy and paste

Gathering Stats

If this is a client you have renewed previously there are two ways to access a report template for that client. The easiest is probably -

• Go to the client Dropbox folder
• Find and open the word version of their last report
• SAVE immediately as a new file
• You can then work on your new document which should have all (or most) of the relevant links already in the content

Alternatively, you can -

• Go to the website media tab
• Search on first word of client name
• There should be a copy of their last renewal report
• If not (eg there's been a site clean since the last report) and you can't find anything in their folder you'll just have to treat this as a first time renewal

First time renewal

Use the Renewal Client template content below. If you are doing updates for more than say 2 first time clients it is easier to -

• Use the above template and first fill in all generic stats, eg overall site visitors and page hits, etc
• Then SAVE and use this completed template with the generic info already entered for each new client

Once you have created your new client report ready for stats you can start gathering stats, so -

• Leave your new report open
• Go to the last Client stat collation spreadsheet - the latest version you will probably find in the relevant year CLIENTS dropbox folder. If you can't find it you can just use a new one at the Client Stat Reporting template.
• Go back to each report and copy and paste the links into a new sheet in the spreadsheet and rename the sheet
• Use a new sheet for each client to make it easier to check
• If you have more than one client you are renewing go one by one to each report and copy paste
• You'll then find it easier to ensure you put the right stats in each sheet as you go
• After gathering all the stats you'll be able to put in each report individually

Gathering stats en Masse

If you have a number of clients then the easiest way to gather stats

How to gather stats

Analytics

For easy links to go to each page you need stats for you can use the links you've added in the client spreadsheets.

• Gather and list their stats for the template from WordPress Analytics link as follows -
  • Go to WordPress | Analytics
• • At the bottom right of the first box click on Source: AnalyticsThis opens Google Analytics in a new window.
• • Top right put in your client custom advertising dates - untick the compare to box if it's showing
• • In the left menu you will get stats from the Reports | Acquisition and Engagement tabs
  • Also you'll get external click data under the Explore tab
  • You can put in the search box enter something significant from the url you are searching | Enter. This will bring up any url’s with that term
  • Get analytics for client page - use the page name not url
  • When searching for analytics for a whole Section put the Section name in with a / at the end, eg Property would be “property/” or Sport and Recreation would be “sport-and-recreation/”
  • Get their page, categories, Section (for scrolling ads) hits, hits for Map page and any other pages they may appear on (eg Flavours, Community Features, etc).
  • Also get all site visitor and page view stats for the advertising term
  • Put all stats in your template
• Put in your template

Search Console

• Go back to WordPress tab
  • Scroll down to search traffic box and click on Source: Search Console link in bottom left
  • At top put in your custom advertising dates
  • Search for client page
  • Then do the same searching for url’s and/or query keywords, eg for a mortgage broker you may wish to generalise and search on urls containing “mortgage”
  • Note all stats in your template

Google Page Rankings

• Go to Google and get page rankings by typing in keywords in the search bar and noting position of Linku2 page. Copy the link into your template to add in your client report

Social Stats

• Gather any other stats eg Facebook post stats by
  • Going to the Facebook page | Insights | find the post and you will see Reach numbers. To see Impressions change the search option at the top of the Reach column
• Keep your document open to copy over stats to your email template

Client Reporting

• Once you have all your stats work on one report at a time and transpose stats into your new report and check on rankings listed and any others you'd like to add
• Save as a pdf
• Then go to the website media tab and upload your new report, make sure to copy the link url, if you have more than one report to upload do all these at once then open a new wordpress tab (as you'll want to copy each report url into your email report
• In the new tab, go to Contact CRM | Client contact | Emails
• Use template "CLIENT - RENEWAL Report Link Template"
• Change any necessary wording and add a link to the button to your pdf report
• Send
• Go to Contact Notes & Activities | Add New | Note | Add media and add a link to the stats document

Invoicing

This process may change depending on discussions with bookkeeper (may be sent auto on the 15th of each month - you will get a task on 16th of each month to ensure you've done all reports due between that date and 15th of next month).

If this process is done manually, after you have reported to the client leave for a few hours and -

• Go to Xero | Find repeat invoice
• Update and SEND with renewal email template (just check wording)
• Make sure it's sending from the correct template, correct Stripe link and added relevant tracking links
• Make sure they are in Client Xero contact group

Go to Hootsuite Social Media schedule add at least 1 x posts for their new term or 2 x for 12 month clients (they may also get other links depending on Features)

This client will now get any standard emails automatically and all you will need to do is to do the mid-term reports and renewal reports when your reminders come up in Google calendar.

If the client comes back and doesn’t want to renew switch to your “Closing Client Procedure”