Client Renewal Report 2026

Set Up

You will use this same procedure for 6 and 12 month clients.

Approx. 1 hour to complete - if reporting on more clients subsequent reports may be quicker.

Before you do anything: Go to their Contact in CRM and -

Add Renewed Client List (or 12 month Renewed option)
Change their dates in their Contact info - Ad start and end dates, ad end month, Renewal month and Mid-term Report dates

Then -

When your reminder comes up in your Weekly Board go to the client Board
Open their Templates and open their "Links template for reporting" spreadsheet
Save this as a new copy with the latest Renewal date in their Dropbox folder
Complete header details and all details in this from Analytics, Search and FB Meta as below

Gathering Stats

Open Analytics -

Go to Reports | Engagement | Pages and Screens
Put in the dates you want to report on
Add total site visitors and page views in the client spreadsheet
Work through each Analytics link and add stats into spreadsheet
Check in Boards, Classifieds and Posts to see if there are any other links to report on not listed in the spreadsheet
If any new add info and link into the spreadsheet for reporting
SAVE (but don't close the spreadsheet)

Client External Site Hits

In Analytics go to Explore | External Link Clicks
Put in your reporting dates
Export as CSV
Open your download
Check click throughs and add in client spreadsheet
If you are doing other reports keep the External spreadsheet open

Open Google Search Console -

Go to Performance -

Put in your dates you want to report on
Add total Impressions and clicks in spreadsheet
Note in the spreadsheet any other Impressions/clicks of value for this report (eg for specific pages or keywords) in the client spreadsheet

Open Facebook -

Go to Facebook | Meta Business Suite ( make sure you are in the HBC profile)
Go to Insights | Content
Put in the dates to report on in the date range
Search on the client name or anything else might bring up something about them
Note stats in client spreadsheet
Check any other pages
Then check Instagram stats

Instagram -

Do the same process as above for Instagram posts.

Google Page Rankings -

In their Board task open their "Client directory page ranking list"
Manually check each link and ranking
Just update any that might have changed from that listed in the client spreadsheet

Then save your spreadsheet into your client folder.

Gemini

Then go to Gemini in the globalcarrs account. Go to GEM "Client Renewal Reports", set this on to Pro (bottom right dropdown) and type in the following prompt -

Please complete the client renewal report adding in all the attached content and creating Insights and Recommendations and a Looking Forward paragraph based on the hits

(note former prompt wording can be found in the instructions for the above GEM)

Attach the client spreadsheet that you've just created

You will manually add images of any online adverts.

Download and Report

Download the Gemini information and save it as a report for your client then -

Format the report correctly
Check all stats are correct from the client spreadsheet. Check all totals as follows -
- Hits to pages with your full contact ... = total of all category page hits (onsite pages minus their direct page(s)
- Hits to pages with your logo advert ... = total of all Features and Adverts and Links pages hits (minus direct hits to their website)
- Donation Programme = 2 x donation programme page hits
- Features and Blogs = total of all Features and Blog Posts hits
- Just check final total
Save as pdf
Go to WPEngine | Media
Upload your pdf report | Copy the url address
Go to CRM | Contact (or a campaign if the client has more than one contact to report to)
Send Email - use template "CLIENT - RENEWAL Report Link Template" (to open templates open the folder tab on the right of the new email)
Change any necessary wording and add the button link to your pdf report
SEND

Go to Contact Notes & Activities | Add New | Note | Date and time just click on NOW and add link to the report from the media tab (do not upload again).

Check Boards

Next click on the boards tab in the contact | Create new task
Add renewal details then tick "Open this task in Fluent Boards"
Once it opens set the date for the next renewal |Add any assignee
Add a link to the renewal report (again don't upload) just paste the url which you probably still have as copied
Close the task then
Move their renewal task you have just completed to the "Completed" stage

Then go to Gemini | Linku2 Client Notebook -

Run a Gemini prompt for "Client 6-Month Diary Prompt" if a 6 month client or "Client 12-Month Diary Prompt" if a 12 month client.
Fill in client, Plan and date details then run the prompt in Pro
Copy report into a word document and SAVE in their Dropbox folder and add a copy in their Renewal Task
Then add all generated diary dates into the appropriate week tasks in Regular Activities | This Week Things to Do Board in the relevant weekly tasks (put this in the week AFTER the report is due otherwise you'll have to wait until after the date)
Then add a further prompt in Gemini as follows -
- "@Google Tasks, add a reminder to 'Email (client name) re: renewal' for (date) and also add a reminder to 'Email (client name) re:mid-term report' for (date)" - this will add to the globalcarrs tasks. (add more dates if a 12 month client with 2 mid-term reports)
- You will just need to confirm "yes" you do want to create the tasks
Add a bullet point to do in your following weeks Things to Do task - "Run a Gemini prompt Client 3 Monthly Schedule Procedure for [client name]" (don't do it immediately in case they don't renew and to give them time to see invoice. When you report this it can also be a reminder to pay invoice).
The following week you can -
- Run this 3 month report
- Add all dates into their appropriate weekly tasks
- Schedule any you can do now eg classifieds, socials within 30 days
- Report to client with "Client Report for new 3 month schedule"

If they come back and want to cancel advertising go and complete "CLIENT - Removal Process".