When to use this procedure: One week after sending any new client report, mid-term report, or renewal report.

Phase 1: Set Up the Term Reporting Dates (The "Diary" Prompt)

First, you need to establish when you are reporting to this client over their term. Open Gemini and use the correct prompt below based on whether they are a 6-month or 12-month client.

Important: Attach the "Features for 2026-27.docx" file AND the latest client report to your prompt.

Option A: Prompt for a 6-Month Client

Copy and paste this into Gemini:

Act as my Linku2 Hibiscus Coast marketing assistant. I am starting a new term for a 6-month client and need to diarise my reporting dates.

Please extract their name, plan type, and 6-month term from the attached report. Please extract all the "INSIGHTS AND RECOMMENDATIONS" paragraphs from the report and place them in the diary table for me to action.

Reporting Rules to Apply:

1. Term Length: This is a standard 6-month advertising term.
2. Report Frequency: I perform 1 x Mid-term Report at the halfway point of this term.
3. Renewal Timing: The final Renewal Report must be scheduled on the actual renewal date (exactly 6 months from the start date).
4. Diary Table Requirements: Task Name (Mid-term Report or Actual Renewal), the Diary Date to produce the report, and Upcoming Features cross-referenced from the attached Features schedule to discuss with the client for their next 3-month cycle.

Option B: Prompt for a 12-Month Client

Copy and paste this into Gemini:

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

Please extract their name, plan type, and new term start date from the attached report.

Reporting Rules to Apply:

1. The 13-Month Rule: This is a 12-month contract with 1 extra month free (total term is 13 months).
2. Report Frequency: I perform 2 x Mid-term Reports spaced evenly during this term.
3. 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).
4. Diary Table Requirements: Task Name (Mid-term 1, Mid-term 2, or Actual Renewal), the Diary Date to produce the report, and Upcoming Features cross-referenced from the attached Features schedule to discuss with the client for their next 3-month cycle.

Admin Action:

• Copy the dates generated by Gemini.
• Add these reporting dates into your Boards (Weekly Schedules) so you don't miss them.
• Paste the Gemini output into a Word document and save/attach it to the client's Board Task.

Phase 2: Generate the 3-Month Marketing Schedule

Now that the reporting dates are set, you need to generate the actual marketing content (Classifieds, Blogs, Socials) for the next 12 weeks.

Stay in Gemini (keeping the same attachments loaded) and run this prompt:

The Master Scheduling Prompt

Copy and paste this into Gemini:

Now, please create a 12-week (3-month) marketing schedule for this client starting from [INSERT TODAY'S DATE].

Guidelines to follow:

1. Plan Entitlements: Allocate content based on the SMART Plan (Standard, Premium, or Deluxe) noted in their report.
2. Explicit Dates: Provide a table that includes:
   • The Actual Date for every Social Media post.
   • The Publishing Start Date for every Classified Ad.
   • The Alignment Week for Blog Posts (linked to the Feature promotion dates).
3. Classified Ads: Keep wording brief and punchy (approx. 3 sentences with a CTA). Add relevant bullet points.
4. Tone: Professional, warm, and neighborly tailored for the Hibiscus Coast.
5. Strategic Objectives: Include suggestions to improve the specific Google keyword rankings mentioned in their report.
6. Socials: Only include 2 social posts (one Facebook, one on another relevant platform).
7. Blog: Suggest a date to align with a relevant Feature, and add the note: "We will forward potential topics closer to the time."

Provide the table with dates, followed by the suggested wording for all ads, posts, and blog topics. Also provide a suggested image prompt, keyword list (comma separated), and meta title/description for the classified ads and blog post.

Admin Action:

• Copy the generated schedule, content, and meta-data into a document.
• Upload this document to the client's Board in their current term Task.

Phase 3: The Scheduling & "Holding" Procedure

You now have a 12-week schedule. Here is exactly what you need to do with it to ensure nothing is missed, especially those tricky Facebook posts.

1. Schedule What You Can IMMEDIATELY:

• Classified Ads: Schedule all classified ads generated for the 12-week period right now on the website. (They have no cut-off date). Use the Gemini-generated keywords, meta-data, and images.
• Social Media (Within 30 Days): Schedule any Facebook/Instagram posts that fall within the next 30 days using Meta Business Suite.

2. Set Up the "Holding" Procedure for Later Social Posts:

Because you cannot schedule Facebook posts beyond 30 days, you must use your Boards to "hold" the dates.

• Go to your Regular Activities | This Week Things to Do Board.
• Find the specific future weeks where the remaining social posts are supposed to go live.
• Add a specific Task in that future week: "Schedule FB Post for [Client Name] - [Topic]"
• Pro-Tip: Paste the actual text of the social post and the image URL directly into the description of that future task so it is ready to copy/paste when the week arrives.

3. Add Sharing Reminders:

• Once a post or classified is scheduled, add a task in the corresponding week on your Board to actually share that post to local community groups.

Phase 4: Report to the Client

You have set the diary, generated the content, and scheduled what you can. Now, tell the client.

• Open your CRM.
• Send an email using the template: "CLIENT Report for new 3 month schedule"
• What to include in the email: * Copy and paste the table of activities (dates and task names) generated in Phase 2 so they can see their upcoming 12-week schedule.
  • Do not overwhelm them with the full text of every ad; just give them the summary schedule so they know you are working for them.

OLD PROCEDURE

When you report to a client (renewal or mid-term) one week later task to set up a new 3 month schedule through the Gemini template. To do this, you will have set up a task at reporting time for one week later to do 3 month schedule. When this comes up -

To make this a seamless process follow the process below -

What to Attach

Always attach these two files to your message:

1. The Client Report: (e.g., the Renewal or Mid-term report you just created).
2. The Features Schedule: (The "Features for 2026-27.docx" file).

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The Master Prompt

Copy and paste the text below into Gemini whenever you upload a new client report and the Features document:

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Act as my Linku2 Hibiscus Coast marketing assistant. I have attached a Client Report and our 2026-27 Features Schedule.

Your Task: Create a 12-week (3-month) marketing schedule for this client starting from [INSERT DATE HERE].

Guidelines to follow:

1. Plan Entitlements: Identify the client's SMART Plan (Standard, Premium, or Deluxe) from the report and allocate content based on their 6-month term benefits.
2. Explicit Dates: In the schedule table, you must include:
   • The Actual Date for every Social Media post (Facebook, Instagram, LinkedIn, and GBP).
   • The Publishing Start Date for every Classified Ad.
   • The Alignment Week for Blog Posts (linked to the Feature promotion dates).
3. Classified Ads: Wording keep brief and punchy with a CTA keep to approximately 3 sentences but can add relevant bullet points per ad.
4. Tone: Use a professional, warm, and neighborly tone tailored for the Hibiscus Coast community.
5. Strategic Objectives: Include suggestions to improve the specific Google keyword rankings mentioned in their report.
6. Please only include 2 social posts - one in Facebook and one in another platform (based on their type of service/product)
7. Blog post: Also suggest a date for a potential blog post to align, if possible with a Feature relevant to their business, and advise in this "We will forward potential topics closer to the time."

Please provide a table with these dates, followed by the suggested wording for all ads, posts, and blog topics.

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Why this works

• Consistency: It ensures every client gets the same high-standard "neighborly" tone you’ve established.
• Accuracy: It forces the AI to stick to the strict 3-sentence rule for classifieds and the specific 6-month benefit period logic.
• Strategic: It automatically looks at the keyword rankings in the report (like the No. 5 ranking for "car key replacement") and tries to boost them through the content.

Once you have the schedule copy and paste it into a document, save and upload to the client Board in their current term Task.

Schedule and Report to client

• Upload a copy of this report to the client Board task for this current advertising term.
• Then go and schedule any of the ads/socials you already can (eg all classifieds can be scheduled and social posts for up to 30 days ahead) - you will need to generate images for these (remember the size of images for those uploading on site). By doing this, when entering the action into the weekly task you can note if already scheduled to just check and add in the social sharing schedule - you may need to generate images in Gemini
• Then go and add all actions individually in the weekly tasks and note if already scheduled or not
• Finally, report to the client using template "CLIENT Report for new 3 month schedule" include a copy of the table of activities from the schedule

Note when scheduling use Gemini to create for you -

• Wording
• Images (eg social and blog banners)
• Keyword list
• Meta title and description