SOP: Client Report and Schedule Procedure (Quick Step Guide)

Purpose

This quick step guide provides a rapid checklist to compile client performance data, generate reports (Mid-Term or Renewal), and schedule upcoming promotions without manual database searching or redundant logging.

Phase 1: Rapid Data Gathering (10–12 Minutes)

1. URLs & Dates via WP Sheet Editor

• Open WP Sheet Editor > Edit Posts $\rightarrow$ Search client name + reporting date window $\rightarrow$ Copy blog post titles and URLs from the View column.
• Open WP Sheet Editor > Edit Classifieds $\rightarrow$ Search client name + reporting date window $\rightarrow$ Copy classified titles and URLs from the View column.
• Open WP Sheet Editor > Edit Business Listings (or Edit Pages) $\rightarrow$ Search client name $\rightarrow$ Copy the main listing URL and related directory category links.
• (If Renewal) Copy the Donation Support and active Feature links.

2. Page & Post Views via Native WordPress Lists

• In the WordPress left-hand admin menu, open Posts > All Posts and Classifieds > All Classifieds.
• Type the client name in the top-right search box on each screen.
• Transcribe the hit counts shown in the native Views column (powered by Post Views Counter) for their specific blog posts and classifieds.
• Pull cumulative listing and category page views from your site analytics/counter tool.

3. Social Media Links & Reach

• Open your Master Social Schedule Spreadsheet:
  • Filter Client by the business name.
  • Filter Date for the reporting window.
  • Copy the live social post links (Facebook, Instagram, LinkedIn, Google Business).
• Open Meta Business Suite > Insights > Content:
  • Export the CSV for the reporting period and sum total reach figures for the client's posts.

4. Keyword Rankings & Site Totals

• Check current Google rankings for target search phrases (e.g., No. 1, No. 2).
• Note site-wide visitors, page views, and Google search impressions for the period.

Phase 2: Automated Report Generation (2–3 Minutes)

1. Open Gemini and select the appropriate Gem:
   • Mid-Term Report Gem (for 3-month / 6-month mid-point reviews).
   • Renewal Report Gem (for annual / full-term contract completions).
2. Upload the gathered stats or completed client spreadsheet.
3. Run the prompt:"Please generate the [Mid-Term / Renewal] Report for [Client Name] based on the attached data. Embed all direct links into the wording, calculate the Hits Summary, provide customized Insights & Recommendations for each section, and draft the Looking Ahead strategy."
4. Verify link accuracy, calculation totals, and forward-looking strategy points.

Phase 3: Assembly & Client Delivery (5 Minutes)

1. Paste the generated report into your client document or email body.
2. In the YOUR ONLINE ADVERTS section, insert active screenshots of their live adverts (e.g., Sticky Top-of-Page Advert, Side Scrolling Logo).
3. Send via Fluent CRM using the corresponding email template:
   • Mid-Term: Request confirmation of target keywords and content updates for the second half of their term.
   • Renewal: Advise that the renewal invoice will issue under separate cover and invite them to update upcoming term goals.
4. Set a calendar reminder for 7 days to complete post-report follow-up and scheduling.

Phase 4: Post-Report Follow-Up & Scheduling (Completed 7 Days Later)

1. Confirm client feedback, approved changes, or invoice status.
2. Run your 6-Month / 12-Month Diary Prompt or 3-Monthly Schedule Procedure in Gemini to map out upcoming dates.
3. Add the new campaign dates directly to your Master Social Schedule Spreadsheet.
4. Run the Client Promo Schedule Extractor to generate their personalized promo schedule and send the confirmation email via Fluent CRM.

Old Procedure below to delete once above confirmed -

When your task is generated for a Mid-term or Renewal Report -

Step 1: What to do TODAY (The Report)

• Go to your "This Week" Board or your Master Client Pipeline (wherever the spawned report tasks are currently sitting).
• Open their FluentCRM Contact Profile to look at their history.
• Write and send them their Mid-Term or Renewal report.
• Create a 3-6 month schedule ready for full development the following week
• Complete/delete the spawned task on the board. (If it is a renewal, remember to re-apply the Automation Ready tag in the CRM!)

Step 2: The 7-Day Wait

• Do not run the new GEM Planner today. * Set a diary reminder for exactly 7 days from now to do their 3-6 month scheduling. Let them digest the report you just sent them first.

Step 3: What to do NEXT WEEK (The Schedule)

• When your 7-day reminder goes off, open your AI GEM.
• Paste in the short prompt we just finalized with their details.
• Let the AI generate the table and draft the email.
• Copy the table directly into your new Master GEM Planner Spreadsheet.
• Send the email to the client!