Linku2 Master Operating Manual

🚫 The "What NOT To Do" List (Rules for a Clean System)

To stop Board Fatigue and keep your system scalable to 50+ clients, follow these rules strictly:

Do NOT create a Board for each client. All clients live as individual Tasks on ONE Master Client Board.
Do NOT put daily action tasks (e.g., "Post on FB") in the Master Client Board. That board is only for tracking their contract lifecycle. Daily actions go on your "This Week" board.
Do NOT create new Stages for each calendar week. Your "This Week" board only needs stages for Monday-Friday, plus a "Holding Pen" for future tasks. You use the Due Date inside the task to manage time.
Do NOT delete your old boards right now. Do a "Transition Audit" (write down the next report date for each client), set them up in the new Master Board, and then Archive the old boards.
Do NOT manually track report due dates. Enter the start, mid-term, and end dates into FluentCRM, and let automated tags move the client's Master Task into the "Due" stages on your board.

PART 1: The System Setup (Do This Once)

Archive your old boards and create these THREE Master Boards in Fluent Boards.

Board 1: Master Client Pipeline (The "File Cabinet")

Stages to Create: New Set-Up 👉 Live & Scheduled 👉 Mid-Term Report Due 👉 Renewal Due 👉 Completed/Churned.

How to set up a Client Master Task:

Task Title: [Client Business Name]
Due Date: Set to their next major milestone (Mid-Term or Renewal). Note: FluentCRM automations should eventually handle this for you.
Description Box: Put a quick-reference summary here:
- Plan Type: (e.g., Premium)
- Term Start Date: [Date]
- Mid-Term Date: [Date]
- Renewal Date: [Date]
Attachments / Links: Add the link to their specific Dropbox/Drive folder, and the direct link to their "Links Template for Reporting" Excel sheet so you can open it instantly when a report is due.

Board 2: Master Campaigns (Features & Holidays)

Stages to Create: Week 1: Sales Outreach 👉 Week 2: Prep & Content 👉 Week 3: Launch 👉 Week 4: Sustain & Share 👉 Week 5: Wind Down & Report. How to set up a Campaign Task:

Task Title: [Feature Name - e.g., Home Sweet Home / July School Holidays]
Description Box: Start and End dates of the promotion.

Board 3: "This Week / Regular Activities" (The Action Board)

Stages to Create: Monday 👉 Tuesday 👉 Wednesday 👉 Thursday 👉 Friday 👉 Next Week (The Holding Pen) 👉 Done. How to use Action Tasks:

These are the "sticky notes." When you generate a 12-week schedule for a client, you create a new Task for each future Facebook post.
Put the Gemini-generated wording and image link in the description.
Set the Due Date for when it needs to be posted, and drop it into the "Next Week (Holding Pen)" stage until that week arrives.

PART 2: The Weekly Time-Block Schedule (Your Day-to-Day)

Stick to these themes to stop yourself from jumping between unrelated jobs and panicking.

☀️ The Daily Morning Habit (30 Mins Maximum): Check and approve posts in your Facebook Community Groups. Answer urgent emails. Close the tabs when 30 minutes is up.

MONDAY: Client Fulfillment (The Engine)

Goal: Ensure all paying clients are serviced.
Actions:
1. Open Board 1: Master Client. Look at the "Mid-Term Due" and "Renewal Due" stages.
2. Open the client's "Links Template" (linked right there in their task description).
3. Gather their stats and run the Client Reporting Gemini Prompt (remembering your CRM tracks the dates, so Gemini just needs to write the report and suggest upcoming Features to pitch).
4. Send the report.
5. Run the 3-Month Schedule Gemini Prompt. Schedule their Classifieds immediately. Create individual Action Tasks for their future social posts and drop them into the "Holding Pen" on Board 3 with the correct due dates.

TUESDAY: Campaigns & Content (The Creative Day)

Goal: Build and launch Linku2 Features and School Holiday promos.
Actions:
1. Open Board 2: Master Campaigns. Move your active Feature Task one stage to the right.
2. Execute the actions required for that specific Week (See Part 3 below).
3. Generate blog posts, social graphics, and ad copy using Gemini.

WEDNESDAY: Growth & Community (The Master Pod)

Goal: Share content to community groups and grow your own business.
Actions:
1. The Master Pod (Sharing): Open your Master Pod list. Take the live posts (from Tuesday's Feature launch, School Holiday pushes, or Monday's Client posts) and schedule shares into the various local Facebook/Community groups so you don't miss amplifying them.
2. Update the local Event Calendar and push the Donation Programme.
3. Own Business Promotion: (Note: Standard Operating Procedure and Media Kit for this specific outreach is to be developed in our next phase).

THURSDAY: Catch-Up & Admin (The Buffer)

Goal: Overflow and site maintenance.
Actions: Finish any client or feature work that spilled over. Fix broken website links, update WP plugins, manage general site health.

FRIDAY: Finances & The Weekly Review (The Wrap-Up)

Goal: Get paid and prep your brain for Monday.
Morning (Finance): Update Xero, chase invoices, do bi-monthly GST filing.
Afternoon (The Weekly Review - Do not skip this!):
1. Open Board 3: This Week. Archive everything in the "Done" stage.
2. Look at the "Next Week (Holding Pen)" stage. Sort by Due Date.
3. Drag all Action Tasks due in the upcoming 7 days into Monday-Friday.
4. You now have a perfect, ready-to-go action plan for next week. Shut your computer down.

PART 3: The 5-Week Campaign Cycle

When you look at Board 2: Master Campaigns on Tuesdays, this is exactly what you do based on what Stage the Feature Task is sitting in.

Week 1 Stage: Sales Outreach
- Update your "Master Feature Invitation" email template with the new dates.
- Go to FluentCRM, filter by the relevant business category, and apply the Feature_Invite_Active tag. Let the automation send the emails and sell the feature for you.
Week 2 Stage: Prep & Content
- Take all existing clients + new sign-ups and run your Gemini Prompts to generate the Feature Blog Post, Canva graphics, and Social Media captions. Create the Action Tasks for these on Board 3.
Week 3 Stage: Launch
- Publish the Feature Blog Post. Send the Linku2 Newsletter. Post the initial social media blasts to the main Linku2 pages.
Week 4 Stage: Sustain & Share
- Post secondary spotlight posts. School Holidays priority: Heavily utilize the Master Pod on Wednesday to share these guides repeatedly into local parent/community groups.
Week 5 Stage: Wind Down & Report
- Pull Google/Meta stats. Send a quick template email to all participating clients highlighting the engagement. Archive the Feature Task and move the next upcoming Feature into Week 1!