Standard Operating Procedures

Below are links to our operating procedures step by step guides -

Operational Manual (@ May 2024)

Regional Sites

New Business Upload from Online Form
- When to use: When an existing or new local business submits a free or basic registration through your website form.
- What it does: Walks through reviewing their form entry, creating their basic listing, and publishing it to the directory.
New Client Upload (Master Guide - All Plans)
- When to use: When a paying client signs up for an advertising package (Standard, Deluxe, or Premium).
- What it does: Complete setup guide for creating their full listing page, assigning directory categories, uploading ad artwork (sticky banners, scrolling logos), and setting up initial tracking.
New or Updating Client Page Procedure
- When to use: When onboarding a new client OR when an existing client requests edits to their page, categories, contact details, or artwork.
- What it does: Standard operating checklist to ensure listing fields, category links, visual adverts, and WP Sheet Editor permalinks are verified and accurate.

Quick Step Guide - Client Reporting and Scheduling
- When to use: When you need a quick 60-second refresher on the reporting sequence without reading full manuals.
- What it does: A one-page cheat sheet summarizing data extraction (WP Sheet Editor, native views, Meta export) and Gem generation.
Client Mid-Term Report Procedure
- When to use: At the halfway mark of a client's contract (e.g., month 3 of a 6-month term, or month 6 of a 12-month term).
- What it does: Compiles mid-term hits, generates forward-looking recommendations for the second half of their active term via the Mid-Term Report Gem, and delivers the report via Fluent CRM.
Client Renewal Report Procedure
- When to use: At the end of a client’s 12-month advertising term.
- What it does: Aggregates full-year hits and reach, proves ROI, generates renewal recommendations and upcoming strategies via the Renewal Report Gem, and advises that their renewal invoice is issuing under separate cover.
Monthly Batch Scheduling & Feature Campaign Procedure
- When to use: On the 1st of each month for bulk social scheduling, and 2–3 weeks prior to any new 4-week thematic Feature launch.
- What it does: Outlines the 60-minute monthly session to bulk-schedule queued social posts via Meta Business Suite and your master schedule, plus the end-to-end workflow to plan, create, and distribute client Feature blogs and classified ads.

Client 6 Month Diary Prompt
- When to use: When onboarding a new 6-month client or renewing a 6-month plan.
- What it does: Prompts Gemini to calculate exact calendar dates for their 3-month mid-term check-in, end-of-term renewal report, and invoice dispatch.
12 Month Diary Prompt
- When to use: When onboarding a new 12-month client or renewing an annual plan.
- What it does: Prompts Gemini to calculate all diary milestones across the full year (Month 6 mid-term report, Month 11 renewal preparation, Month 12 renewal report and invoice).
Client Quick Report: On-Demand Dynamic Content & Quick Stats Extraction
- Use when needing a snapshot of client active items to pull blog/classified URLs, grab date-range views from GA4, and generate an immediate summary without a full report.
Social Reporting: Quick Client Report
- When done a special promo to report stats to client

Client Removal Process
- When to use: When a client formally cancels, decides not to renew, or fails to pay their renewal invoice.
- What it does: Checklist to unpublish/draft their paid listing page, remove their logo/sticky banners, remove them from active category displays, and update their status in Fluent CRM.