Client Renewal Reporting

Purpose & Scope

This procedure outlines the end-to-end workflow to extract full-term performance metrics, generate a comprehensive Renewal Report using the Renewal Report Gem, deliver the report to the client with an immediate proposed 3-month schedule for their new term, issue notice of renewal invoicing, and queue upcoming promotions in Fluent Boards and your master schedule in a single sitting.

Timing: Run at the conclusion of the client's advertising term (typically Month 6).

Phase 1: Data Gathering (15-20 Minutes)

Step 1: Open Client Spreadsheet & Verify Static Links

Open the client’s existing task card on your board and open their Links template for reporting spreadsheet.
Make a copy for this reporting period (e.g., [Client Name] - Renewal [Month/Year].xlsx).
Their core listing URL, assigned directory category pages, and Donation Programme links are already recorded here—no need to hunt for them.

Step 2: Extract Dynamic Links via WP Sheet Editor

In WordPress admin, open WP Sheet Editor > Edit Posts.
- Filter by the client's business name - do not set the date filter to capture all mentions of them.
- Copy the title and URL from the View column for any blog posts published, and paste them into your copied spreadsheet.
Open WP Sheet Editor > Edit Classifieds.
- Run the same search (Client Name + full term dates).
- Copy the title and URL from the View column for any classified ads published, and paste them into your copied spreadsheet.

Step 3: Extract Accurate Page Views & Site Stats (GA4 & Search Console)

Open GA4 and go to Reports > Engagement > Pages and screens. Set the Date Range exactly to the full contract term.
Search each URL slug from your spreadsheet (static categories + new dynamic posts) and enter the Views (hits) directly into the spreadsheet. Do not use the WordPress post views column, as it cannot filter by exact date range.
In GA4, record the overall Site Visitors and Total Page Views for the term into your spreadsheet.
In Google Search Console, set the date range to match their term and record the total Search Impressions and Click-Throughs into your spreadsheet.

Step 4: Check Google Search Rankings

Open an incognito browser window or your rank tracker.
Search the client’s 3–5 targeted keyword phrases (or the list already in your reporting template) and record their current ranking positions in the spreadsheet.

Step 5: Extract Social Reach in Meta Download

Go to Facebook Meta under Hibiscus Coast page
Insights | Content
Put in reporting dates at top
At top click on Export
Select the pages you want to extract data for
Check your date range again - Make sure set on Lifetime | Post | Creation date
Generate
Download your export
Open it and DON'T Convert
Unwrap and bold and freeze your top row (View | Freeze Panes)
FIND any client posts and highlight to see easily
Copy title | views and any other stats you may wish to report (eg shares/clicks)
Copy link and add all these into your report spreadsheet

Step 6: Capture Online Advert Screenshots

(ONLY DO THIS IF YOU DON'T HAVE A COPY OF THEIR ADS IN THEIR FOLDER) Visit the live site and use the Snipping Tool (Win + Shift + S) to capture clean screenshots of the client’s active banner ads.

Step 7: Check Client Notes

Have a quick check in the CRM Client Notes in case there is anything you need to report that you have noted here

Phase 2: Report Generation with the Renewal Report Gem (10 Minutes)

Open Gemini and select your Renewal Report Gem.
Click the paperclip icon and attach:
1. Your updated client reporting spreadsheet ([Client Name] - Renewal [Month/Year].xlsx).
Paste the following prompt into the chat, replacing the bracketed items:

"Please generate the Renewal Report for [Insert Client Name]. All full-term stats, URLs, GA4 view counts, keywords, site-wide stats, and dates are in the attached client spreadsheet, and social posts are in the master schedule. The upcoming 3 months to schedule are [Month 1], [Month 2], and [Month 3], with a feedback deadline of [Date: 7 days from today]. Output the full formatted report directly in this chat with embedded links, automated Insights & Recommendations, and Our Proposed Initial 3-Month Schedule with the 7-day passive approval closing statement."

Run the prompt and verify:
- All links are embedded directly into page and post titles.
- Hits Summary sums total views, reach, and clicks correctly.
- Contains the table OUR PROPOSED INITIAL 3-MONTH SCHEDULE with specific actions for Month 1, Month 2, and Month 3.
- Includes the passive approval notice and the invoice statement: "Please note your renewal invoice will issue under separate cover."

Phase 3: Deliver Report via Fluent CRM (3 Minutes)

Save your report as a pdf
Go to your backend Media and Upload
Copy the report URL.
Open Fluent CRM and create an email | Import template using "Client - RENEWAL Report Link Template".
Link the report into the button (make sure to tick open in a new window)
Check balance of email content is correct.
SEND

Check the contact is in the "Automation Ready - 6m" or "Automation Ready - 12m" tag

Phase 4: Future Queue Logging & Fluent Board Milestone Update (5 Minutes)

Step 1: Copy-Paste Rows into Future Schedule Queue

In the Gemini chat, scroll down past the client report to the section labeled INTERNAL USE ONLY: FUTURE SCHEDULE QUEUE.
Highlight and copy the 3 rows in that Markdown table. If they do not paste properly ask Gemini to give you in a format to paste to your excel spreadsheet and copy the code provided.
Open [Year] Master Sharing Schedule.xlsx and navigate to the Future Schedule Queue tab.
Click into the first empty cell in Column A (under Client Name) and paste

Operational Rule - Do Not Schedule Live Yet: Do not schedule posts in Meta Business Suite or WordPress during this reporting session. All items remain in the Future Schedule Queue until the 1st-of-month batch session or until the 7-day feedback deadline passes.

Step 2: Update Fluent Boards

Master Client Pipeline Board:
- Locate the client's original master task card in the Live and Scheduled column. Update the card description/notes with their new advertising term dates and the agreed 3-month schedule. (Do not move this card). You may need to add the schedule as a screenshot.
- Locate the automated "Renewal Due" task card that you just worked from, and drag it into the Completed column to clear your desk.
Master Campaigns Board (if applicable):
- If any of the new 3-month slots link to upcoming Feature campaigns, tag or add the client to the relevant campaign cards.

Invoicing

Then go to Xero
You should have a draft invoice ready for them
Update the invoice and send

If No Renewal

If the client comes back and wants to cancel advertising go and complete "CLIENT - Removal Process".