Client 12-Month Diary Prompt

When you have a new (or renewing) 12 month client you will want to set up their reporting dates and not miss a Feature etc they could be included in so one week after sending any new client or renewal report run this prompt through Gemini.

You can then add dates into your Boards and copy and paste the result into the client Board task for this term.

Copy and paste this text into Gemini whenever you set up a 12-month client (13 months of advertising) to get your reporting dates and Feature alignment:

Act as my Linku2 Hibiscus Coast marketing assistant. I am starting a new term for a 12-month client and need to diarise my specific reporting dates.

Client Details:

Client Name: [INSERT NAME]
Plan Type: [INSERT PLAN TYPE]
New Term Start Date: [INSERT DATE]

Reporting Rules to Apply:

The 13-Month Rule: This is a 12-month contract with 1 extra month free, making the total advertising term 13 months long.
Report Frequency: I perform 2 x Mid-term Reports spaced evenly during this term.
Renewal Timing: Do not include a "pre-renewal" report. The final Renewal Report must be scheduled on the actual renewal date (the end of the 13th month).
Diary Table Requirements:
- Task Name (Mid-term 1, Mid-term 2, or Actual Renewal).
- Diary Date for me to produce the report.
- Upcoming Features: Cross-reference the "Features for 2026-27" document (attached) and list which industry-relevant Features I should discuss with the client for their next 3–4 month marketing cycle.

Please generate this diary table now

What to Attach:

The Features Schedule: (The "Features for 2026-27.docx" file).
If they are a current client you can also attach their latest report you have sent.

NOTE ONLY:

Why this fits your workflow:

Accurate Term Length: It automatically calculates the 13th month from your start date.
Clean Diary: It keeps your schedule focused only on the times you actually need to produce a document—twice during the term and once at the finish line.
Proactive Feature Planning: By checking the Features list, Gemini will tell you exactly which "Flavours of the Coast" or "School Holiday" dates to mention in your mid-term reports so the client feels their industry is being prioritized.

Once you have run this and got the diary dates -

Copy and paste your prompt results into a word document and attach in their client Board task
Add all diary dates into the weekly schedules
Add any attachments if you feel they would be of assistance in the weekly schedule, otherwise you can always refer to the client Board