Uploading a new STANDARD client
Phase 1: Initial Setup & Asset Generation (CRM, Folders & AI)
1. Client Admin & CRM
- Gather the client's web link, logo, and details.
- Open a client folder in Dropbox/Google Drive.
- CRM: Check or create the Contact. Add all fields, add to "Clients" list, assign their plan type, and add appropriate Feature tags.
- Tags: Add “Renewed Client” (or "New Client 12 months" / "Renewed Client 12 months") to activate automated emails.
- Xero: Check or create the contact, create their repeating invoice, and send the template email. Add them to the specific client group.
2. Content & Image Generation (Gemini & Canva)
- Canva: Create a 350 x 350 px logo image for the WP Engine business listing.
- Gemini (Content): Open your Linku2 Clients Notebook and run this consolidated mega-prompt to get all your text at once:"[Client Name]: Please generate the following based on their website at [web address]: 1. SEO-friendly page content summarising their services for their Linku2 Hibiscus Coast page. 2. A comprehensive keyword list (comma-separated, including long-tail and AI/GEO search terms). 3. Meta title and description (Google-optimised lengths). 4. General classified content (approx 50 words with a services bullet list). 5. Recommended schema markup type and internal linking suggestions to/from https://linku2hibiscuscoast.co.nz."
- Copy this generated information into a document in their client folder.
- Gemini (Images): Run the following sequence for social graphics:"Generate a 16:9 aspect ratio image for the Facebook and LinkedIn posts with the title [Insert Title] large and centered." "Now instantly resize this to a 1:1 square for my Instagram and Google Business posts."
- Use the GEM "Post/Page Social and Classified Caption Writer" to grab the social post/classified captions.
Phase 2: Website & Map Updates
3. WP Engine Integration
- Go to Businesses -> check or create NEW listing.
- Add the generated content, metadata, social tags, correct membership plan, and categories. Upload the 350x350 logo as the Featured Image.
- Internal Linking: Add the business name/link to all relevant Feature home pages and the Donation Support page. Check Frontend Sections to ensure listings appear and link correctly.
4. Google Maps Integration
- Open Google My Maps (Linku2 Hibiscus Coast - Whangaparaoa Map).
- Drop a pin or search the address -> Add Name, short description, and logo.
- Share -> Embed -> Copy the link.
- In WP Pages -> Map Page -> Paste new embed code (Set to 100% wide, 550 high) -> SAVE.
- Add and link the business listing in all relevant sections below the map.
5. Indexing & Quality Check
- Go to Google Search Console -> URL Inspection -> Request indexing for the new page.
- Run the URL through Page Speed and make any necessary performance tweaks.
Phase 3: Reporting, Diary Scheduling & Task Boards
6. Create the Link Sheet & Reports
- Open the Links Template for Reporting - Template. Fill in all client details and links, and save to their folder.
- Gemini Report: Go to your GEM "New Client Upload", click the attachment icon, upload the Excel Link Sheet, and prompt:"Please generate a new client report based on the attached Excel data and Word template."
- Save the generated report as a PDF.
- Upload the PDF to WP Engine | Media and copy the URL.
7. Client Communication
- Go to CRM -> Contact (or Campaign). Send the "NEW CLIENT - Report Link Template" email, inserting the PDF link.
- Add a Note in Contact Notes & Activities with the date and report link.
8. Task Management & Scheduling (Consolidated)
- Google Tasks: Run your prompt in Gemini:*"@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]." (Add a second mid-term if a 12-month client).
- Gemini Scheduling Prompts: Run the Client 6-Month Diary Prompt OR Client 12-Month Diary Prompt, followed by the Client 3 Monthly Schedule Procedure.
- Boards: * Create a new Board for the client (save in Clients folder).
- Create tasks for Renewal and Mid-Term(s), with dates.
- Create a Templates stage: Add the Renewal/Mid-Term templates, the PDF Client Report, and the Excel Links sheet.
- Update Regular Activities | This Week Things to Do with all diary dates and schedule any items within the next 30 days.
Summary of Streamlining Improvements:
- Mega-Prompts: Grouped four separate WordPress/SEO generation prompts into one single prompt so Gemini hands you everything to paste at once.
- Linear Flow: Instead of doing a bit of CRM, jumping to WPEngine, going back to Canva, then going back to WPEngine, the new workflow groups all content/image creation together, then all website entry, and finally all reporting and task management.
- Board Admin Consolidation: Task board generation, template uploading, and task creation are all done together at the end, preventing constant context-switching between tools.
OLD PROCEDURE -
To upload a new Web Link client on site take the following steps -
Get Client Details and Set Up
- Gather web link required – either website, Facebook page or can be a specific page within a website (eg if want a link only to a school holiday programme page or maybe membership details page)
- Get their logo, etc
- Open a client folder in Dropbox/Google Drive
- In Contact CRM check to see if there is already a Contact if not set up a new contact, add in all fields in full
- Remember to add into lists "Clients" and their plan type and add tags “Renewed Client” – this will activate an Automation to send them 2 x general emails (before and after their mid-term reports) to remind them to use other services plus will send an automatic renewal heads up about 10 days or so before their renewal is due
- 12-month client: If they are a 12 month client remember add tag for either “New Client 12 months” or “Renewed Client 12 months”
- Also add all appropriate tags eg their Features
- In Boards create a new Board for the client and add to Clients folder and create a task for "New Set Up" and create a Templates stage and add Renewal and Mid-Term templates
Set Up Images
Go to Canva - set up -
- 350 x 350 px logo image (this goes in Featured image in right column in the business)
- Set up social images below
Go to WP Engine
In WPEngine go to -
- Businesses and first check to see if there is a listing (should be) - use this. If there isn’t one set up NEW. Fill in all fields including meta information and social tags - Tick correct membership plan box and add in all appropriate categories
- Go the Gemini and open a new chat in Notebook | Linku2 Clients and generate page content with the following prompt -
- [client name]: Please generate content for [client name] new site page on Linku2 Hibiscus Coast. Please summarise information from their website at [web address] and make the content SEO friendly with good keyword content for us to promote locally.
- Then run another prompt as follows -
- Please now write, for the same client, a keyword list separated by commas including long tail keywords and keywords appropriate for AI GEO search pick up, write a meta title and description (correct lengths for Google) and a general classified content (approx 50 words - 3-4 sentences perhaps with a services bullet list).
- Copy and paste all the information into a new document in the client folder and add into their business listing.
- The run another prompt in Gemini as follows -
- Please advise appropriate schema for this client and any internal links you feel we could add in the content or into another site page from https://linku2hibiscuscoast.co.nz
- Then ask Gemini to create images as follows -
- (add instructions for image creation for social x 2)
- Go to Frontend Sections and check business listings appear and are linked
Add links
- Go to each Feature home page relevant to the services and add a business name link in the section listing all businesses.
- Go to the Donation Support page and add a business name link in the section listing all businesses.
Google Maps
Go to Google My Maps | Open Linku2 Hibiscus Coast - Whangaparaoa Map (note stats) -
- Add client either by entering the address in the search column or by a pin drop | Add name | short description | logo
- Share | Embed and copy link
- In WP pages | open Map page | Enter new code for updated map in code box and make 100% wide and 550 high | SAVE
- In Map page then add business listing in all relevant sections below the map and link these | SAVE
Page Indexing
- Once you are satisfied with all links go to Google Search Console and select your site in the top left -
- Go to URL inspection and put in the page url
- Request indexing
- You may need to wait 24 hours for indexing but the final thing to do is check Page Speed.
- There may then be a few things to change.
Document Creation
Gemini
Then go to Gemini -
- 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.
- Save the report in their Dropbox folder and add a copy in their Renewal Board
- Add all generated diary dates into the appropriate week tasks in Regular Activities | This Week Things to Do weekly tasks
- 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)
- Then run a further Gemini prompt "Client 3 Monthly Schedule Procedure"
- 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"
- Make sure to add all appropriate dates into their Link excel spreadsheet and in the Weekly Board tasks
Image Creation
To create images -
- Go to your client notebook chat and add the prompt -
- Generate a 16:9 aspect ratio image for the Facebook and LinkedIn posts with the title [Insert Title] large and centered
- If you don't have a blog post you can ask this to be for your client
- Immediately after the 16:9 image is generated, type:
- Now instantly resize this to a 1:1 square for my Instagram and Google Business posts
This will ensure you have a full range of images for social and uploading on site. You can add the 16:9 image into your "Business" SEO
Then to to Gemini GEM "Post/Page Social and Classified Caption Writer" to get content for social posts and classified.
Then go back to Gemini and go to GEM "New Client Upload" and type in the following prompt -
- Please generate a new client report based on the attached Excel data and Word template.
Attach the File: Make sure you click the attachment icon and upload the specific Excel Link Sheet for that client before hitting send. If you are doing further clients always ensure to start a new GEM chat so it doesn't get confused.
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
- 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 "NEW CLIENT - Report Link Template"
- Change any necessary wording and add the button link to your pdf report
- SEND
Go to Contact Notes & Activities | Add New | Note | Date and add link to the report.
Check Boards
Go back to their client Board for them and create 2 more tasks one for renewal and one for mid-term reporting with dates (unless a 12 month client in which case create 2 x mid-term report tasks).
- Add a copy of their new client report to their new set up task (upload from the Media tab - don't upload a second time) and add any comments
- Add a copy of their Links excel into their Templates (you will use this to complete each report with stats)
- Move the new set up task into Completed
Go and schedule everything you can at this stage and make sure all dates are in the Weekly to do Board tasks to either schedule or check.
Xero
Go to Xero | Check if already have a contact | If not set up new | Fill in all details | Create repeating invoice and send with template email
Make sure you have added to your specific client group in Xero
