BACK TO REGIONAL SITE PROCEDURES

Renewal Client Procedure

Linku2-Regional-Renewal-Client-ProcedureDownload

Update Client Records

Allow approx. 1 hour to complete this per client

  • Open and use this CHECKLIST to mark off renewal action steps below;
  • Use this OVERALL SITE STAT REPORT to complete general site stats. Particularly useful if you are doing a group of renewals at the same time.

Do on Renewal Date

When client comes up for renewal update CRM records immediately then if you don’t gather stats and report immediately it won’t mess up your renewal automations -

Updating Client Record - Do this on the renewal date

  • Go to Contact CRM | Contacts | Overview | check their details
  • Change to their new advertising dates
  • Ensure they are removed from “Renewed client” or "Renewed client 12 month" List (should have been automatic)
  • Then add again to the Renewed Client List (6 or 12 months) - This will start the Automation again for their next term
  • Go to their Email tab and scroll to the bottom to check the new Automation has been activated

Next go to Boards | Client Renewals and move their task into "In Progress"

Gathering Stats

First open the OVERALL SITE STAT REPORT, open Google Analytics and Search Console

Note if you are only reporting to one client you don't need to download the Analytics pages data as you can just search within Analytics but it is still easier to download the External Clicks data as there is not a search option

  • Make sure you have the dates in both Analytics and Search that you are reporting on
  • In Analytics complete the overall site stats and take snap dump image of Reports Snapshot page boxes for "Where do your new users come from? and What are your top campaigns?
  • Also download and save all external clicks - go to Explore | External Link Clicks, check your dates, download and save in your below folder - keep open so you can search on while doing your reporting
  • Then go to Reports | Pages (remember to check your dates as sometimes these change back to default) and download as this makes it easier for searching
  • In Search Console take snap dump image of all site Search stats

Save these to a new general folder under 1 - CLIENTS | CLIENT SPREADSHEETS for the reporting month, eg name the folder Reports November 2024 and either leave the overall site stat report open on your computer to refer to or if you have a few clients to report you can print and have details in front of you.

If this is a client you have renewed previously -

  • Go to the client Dropbox folder
  • Find and open the word version of their last RENEWAL report (don't use mid-term report as different wording)
  • SAVE immediately as a new file with new reporting dates
  • Open their last client stat spreadsheet and also SAVE as a new document to enter all stats which you can then add up for reporting

If a First time renewal

Use these templates to add the stats - New Client Stat Spreadsheet and New Client Renewal Report.

Once you have your files open ((1) client report (2) client stat spreadsheet and (3) new overall Analytics template) go back to Analytics.

Analytics

Go to Reports | Engagement | Pages and Screens

  • Top right again just check your dates - untick the compare to box if it's showing
  • Go to Engagement | Pages and screens
  • Export all pages. Do this by -
    • Top right go to arrow export icon
    • When the new screen opens just check your dates in the left column then click the download arrow (top right)
    • Export as CSV
    • Then open your export, resize columns so you clearly see columns A, B, C and E
    • Then save as an excel document
  • You can then work off this by searching to get stats quickly
  • You can refer to your Report to see what stats you need to get eg if got 2-3 pages, what categories, what Sections, Features and blog articles related to that client. Add all stats into client spreadsheet.(if you know you have other renewals with the same dates and same categories/sections make a note somewhere of the stats to save going back each time, perhaps add these in the generic Overall stat report)
  • Get Section stats is quicker by going into analytics pages search and put the Section name in with a "/" at the end, eg Property would be “property/” or Sport and Recreation would be “sport-and-recreation/” to get all pages included - just check to see if there are any rogue pages and get overall stats
  • Get stats for all Features and specific blog articles related to the client
  • Get External Link Clicks by searching your above downloaded spreadsheet
  • Put all stats in your client spreadsheet template

Search Console

In Search -

  • Check you have the right advertising dates
  • You can use their Report to get the links and add stats into spreadsheet for client page, category page url’s and/or query keywords, etc

(As mentioned above you may wish to print off your Overall Stat Report if you have a few clients to report to which will save going back and forward for overall stats)

Google Page Rankings

  • Go to their report and click on each of the linked keywords to check the current ranking - you can add these straight into the report overwriting if needed any previous rankings
  • Otherwise for new/different keywords go to Google and get rankings by typing in keywords in the search bar with "Hibiscus Coast" at the start (or other relevant area, eg Orewa) and noting position of Linku2 page(s). Copy the link into your report template.

Social Stats

  • Gather any other stats eg Facebook/other social post stats by
    • Firstly, make sure you are in the relevant profile you want to check
    • Going to Hootsuite | Steams
    • Searching for the client name
    • Clicking on the date of the post you're checking
    • From here you can access all the stats
    • If you can't find a post and you're sure there was one you'll need to go to the social channel and search directly
    • Add stats in your client spreadsheet

Client Reporting

  • Once you have all your stats open your stat report and Client word document report side by side and transpose stats into your Client word report
  • Save as a pdf
  • Go to the website media tab and upload your completed report and copy the url link
  • Go to Contact CRM | Client contact | Emails
  • Use template "CLIENT - RENEWAL 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 | Add media and add a link to the stats document (you can then retrieve it from here next time you are reporting for mid-term)

Check Boards

Next go to Boards | Client Renewals - on set up they should have had a recurring task set up.

First move the current task to the completed column and check their new task is created. Check their new task has an assignee, date and CRM contact linked. Check it is recurring and check under the recurring tab that the box is ticked for "Create a task when repeating".

Social Posts

Go to Hootsuite Social Media schedule add at least 1 x posts for their new term or 2 x for 12 month clients (they may also get other links depending on Features)

Invoicing

After reporting to the client and scheduling posts -

  • Go to Xero | Find repeat invoice
  • Update with renewal email template, check email wording and BEFORE SENDING make sure it's sending from the correct template and included relevant fund tracking links
  • Make sure they are in Client Xero contact group

This client will now get any standard emails automatically and all you will need to do is to do the mid-term reports and renewal reports when your reminders come up in Google calendar.

If the client comes back and doesn’t want to renew switch to your “Closing Client Procedure”

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