Procedures for Closing and Updating at the end of a school holiday period

First get your school holiday stats - you will add these to your spreadsheet you set up at the start of the holidays.

Collate All Stats

Open your holidays spreadsheet and go to the Stats tab

Go to Facebook -

• Go to Facebook Meta Business Suite
• Go to Insights | Content
• Put in dates you want to get stats for
• Export Data
• Select all the pages you want data for and check date range again
• Generate

Once you have your spreadsheet download and remove all the columns you don't want to use

Then work through all posts and delete those not relevant to the holidays - you can highlight the first then hold down the SHIFT key to highlight more rows, delete rows.

Then -

Go to Analytics -

• Put in your dates to check
• Check general stats inc total web page hits and total page views and total No of sessions (under Traffic Acquisition)
• Get stats for client pages
• Get stats for the following pages -
  • School holiday programmes
  • Things to Do
  • Giveaways
  • Holiday and Term dates page
  • School Holiday Fun home page
  • Perhaps any specific blog posts you've been promoting
  • All Education pages (have side and Deluxe top ads)
  • All Travel, Tourism and Local Activities pages (as above)
• Under User Acquisition get percentages for Organic search, direct traffic, organic social and referral

Google Search Console

Go to search console and add in dates

• Get full site stats for the time period
• Check stats for client pages
• Check stats for the following pages -
  • School holiday programmes
  • Things to Do
  • Giveaways
  • Holiday and Term dates page
  • School Holiday Fun home page
  • Perhaps any specific blog posts you've been promoting
  • All Education pages (have side and Deluxe top ads)
  • All Travel, Tourism and Local Activities pages (as above)

Check Newsletter open and click rates -

• Go to Contact CRM | Campaigns
• Check stats on No sent to, open percentage, click rate

Check Prize Draw Entries -

• Go to Forms and check how many giveaway entries
• Add stat into your stats sheet

Upload Stats to Latest Stats page

Once you have all your stats go to -

• Pages | Latest Stats
• Upload all the latest stats and remember to change the dates at the top of the page

Collate Client Reports through AI

Go to your chosen AI tool.

Start a project and upload specific instructions on what you want eg,

Report stats for a particular client in a friendly but professional tone, split into site hits first and direct hits (Analytics), then into Search and SEO information, add keyword rankings, Social media reporting including top performing content stats, Email marketing and newsletter stats and finish with a short concise Executive Summary.

Upload an eg of a past report or two to give an idea on style, tone, etc

Then upload -

• Your holiday stat spreadsheet
• Your social media spreadsheet

Ask your AI to generate a report one by one for each client.

Check this and if you want any changes just ask AI to change that specific sentence or paragraph.

Report to Clients

Go to -

Media and upload the client pdf report and copy the URL, then go to

• Contact CRM | Go to client
• Report to each client individually with a personalised email with their stats, etc using email template "SCHOOL HOLIDAYS - CLIENT Stat Report at end of holidays"

Remove all holiday links

Then -

Go to each Businesses -

• Return membership status to "Free"

Go to sliders -

• With reference to the list in the opening procedure go to each slider and remove or unpublish each relevant advert
• Update

Go to Contact -

• Add School Holidays tag and take out of School Holidays Client tag
• Add a note and link to report

Go to Client and School Holiday Board -

• Complete and add copy of Report

Giveaway Procedure

• Go to Forms draw entries
• Edit | Export (top right) | Excel
• Enable editing | Delete columns for “Entry ID” and “Entry Status”
• SAVE all into your holiday spreadsheet under Giveaways tab (or just keep as a separate spreadsheet)
• Make sure all entries numbered
• Go to Google “random number generator”
• Generate winner Nos and note in spreadsheet position and prize won - highlight
• Copy all prize winners and add at top (just for ease of reference)
• Add columns for "Date Emailed" "Address" and "Date sent"
• Send Google Email Template “School Holidays Winner congratulations” email to each stating their prize and asking for their address
• Note sent date in column and note you'll add other info here as it comes in
• Make sure the prize entries database contacts are uploaded into Contact CRM
• They should be automatically uploaded when entering (and if a new contact) into NEW Site User List so check first by just searching on the NEW Site User List if there are some there just leave for now (you'll move these over in the Archiving process). If they are not you will need to do the following -
  • Tick all new contacts who've signed up over the holidays. You can identify these as they will firstly be at the top and they will only be listed in their region tags
  • Add custom new tag just for this
  • Then copy the html content of one of your congratulation emails to Users and paste in a new campaign
  • Send campaign to the custom tag
  • Then keep this list showing and mark those for each area and add the pending tag for that region - eg all those signed up new from Auckland, tick and add to tag "Users Auckland Pending"
  • Once you've added all to the appropriate tags (active or non-active regions) then remove the custom tag from these Users and delete it
• As prize winner responses come in put details and addresses in spreadsheet
• Sort prizes and send

Once done the above procedure around sorting giveaway prizes then -

Update Giveaways page for next holidays

Go to -

• Forms | Duplicate last holiday prize entry form
• Rename (top left)
• Settings and Integrations
• Under Form Scheduling put in submission start and end dates (starting 9 am and ending 11.30 pm) (approx. 5 weeks before start of holidays to last Sunday of holidays)
• SAVE settings
• No other changes needed
• Get shortcode by clicking on it at top right of page
• SAVE Form and exit

Go to Pages | Giveaways

• Before changing if you have any donated prizes you need to report on take a snap dump picture of the online Giveaway page as the below will update it and you want evidence to report.
• Replace old form shortcode with new one (this will change online wording from is closed to not started yet)
• Check month is correct in sentence below re dates of opening for next holidays
• Change month details in left column
• Remove any info/images re additional prizes you may have had | Update

Go to Giveaway Congratulations page -

• Update with latest details on prize winners | SAVE

Go to top level menus -

• Under Appearance | Menus
• Swap out link from Giveaways page to Giveaway Congratulations page

Change Contact Tags

Go to contacts -

• Filter by "School Holidays Client" tag and add to "School Holidays" tag and remove from client tag
• Filter by "School Holidays Marketing" tag and add to "School Holidays" tag and remove from marketing tag

Go to the School Holidays Marketing automation and make it draft

Change Facebook images

Then go to your Facebook page and group (if you have one) and change the banner to generic between holidays.

Add/Check Boards/Tasks for next holidays

Go to your Boards and check you have tasks set up ready for next holidays.

Print off Checklist and tick off all items

Click the button below and print off your checklist. Make sure you've completed all items