School Holidays Closing Procedure

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

Firstly update all online pages -

Remove all holiday links

If you've already been working on site today do a backup first just to be safe.

Go to Businesses -

Find a client in "school_holidays" tag and click on the tag
Tick to highlight all businesses | Scroll down list to untick if there are any you don't want changed
Bulk Actions | Bulk Edit with WP Sheet Editor | Apply
Select the rows you want to edit
What field do you want to edit? choose membership
Type of edit is "Replace"
Type in membership Plan name and in replace box put "Free"
Execute Now
Go to school holiday programme category and just check it has worked

Go to sliders -

Go to WP Sheet Editor | Edit Soliloquy Sliders
Scroll down or search for your school holiday sliders (2 - School Holidays Feature and School Holidays sticky sponsor banner
Click on WP Editor
Make sure each relevant advert is unpublished (they should be automatically because you should have set this in the schedule when uploading them)
Check on the holiday programmes page the ads are not showing in the sliders

Go to Contacts -

Filter by Booster: School Holidays tag.
Select all and Add tag: Feature: School Holidays - Previous.
Select all again Bulk action: select Remove Booster: School Holidays.

Go to the School Holidays Marketing automation and make it draft.

Giveaway Procedure

Go to Forms and find your draw form
Go to draw entries
Edit | Export (top right) | CSV
Then also go to Linku2 Ltd form and also download from the school holiday form entries
Combine both spreadsheets
Delete any not required columns
Insert 5-6 rows below the headings and change column headings after If other for where live to Winning Place (eg 1st) | Prize | Address | Emailed date
SAVE as an excel spreadsheet into your holiday folder
Make sure all entries numbered
Go to Google “random number generator”
Enter the No lines where you have entries and generate winner Nos and copy and paste their details in spreadsheet at the top
These contacts will have been saved to your Contacts database as a User
When you open each contact make sure they have the "School Holiday User" tag
Send Google Email Template “School Holidays Giveaway congratulations” email to each stating their prize and asking for their address
Note sent date in column
Make sure the prize entries database contacts are uploaded into Contact CRM (should have been automatic)
If entries have not been automatically added to Contacts see below for instructions on how to add**
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 -

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

REMEMBER you will need to do this on both the Hibiscus Coast site and Linku2 Ltd site.

Go to Posts | 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)
Change title month and any other references to the month
Change closing and prize draw dates in italicsCheck 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
Then change the category from School Holiday Fun to School Holiday Fun archives

Go to Giveaway Congratulations page -

Update with latest details on prize winners | SAVE
Remember to change dates and anything else
Change from School Holiday Fun archives category to School Holiday Fun

REMEMBER to now go and do the same as above in the Linku2 site.

Linku2 Updates

In the Linku2 backend follow above for -

First duplicate the current form to create a new form, change details as above and copy the shortcode
Then updating the Giveaways page
Updating the Giveaways Congratulations page (for this one you can copy and paste from your other page the winner details)
Then go to the Oxygen | Templates | North Island and change the link in the "Enter our Latest Giveaways!" button to the congratulations page
Also go to the Linku2 School Holidays page and change the Giveaways button link.

Go to all relevant sliders as follows and unpublish or remove all client ads -

North Island holiday programmes banner
Waikato side ads (if in Hamilton)
North Island side ads
Waikato holiday programmes (again if in Hamilton)

Change Facebook images

Then go to Facebook School Holidays page and group and change the header images.

Generate Stats for Client and Business Reporting

Collate All Stats

Social Stats

To pull the final social performance metrics (Facebook views/reach, impressions, and engagements) for your client wrap-up reports:

Step 1: Exporting via the Insights Tab in Meta Business Suite

Log into Meta Business Suite.
Click Insights from the left-hand navigation menu.
In the Insights sub-menu, click on Content (or Overview > Content).
In the top-right corner, set the Date Range to cover the active school holiday promotion period.
Select all the pages you want to extract data from.
Click the Export Data button in the top right.
In the export popup:
- Confirm the holiday date range
- Select all the pages you want to extract data from (HBC, LU2HBC, LU2NS, LU2SH, Waikato) and click GENERATE.
Open the downloaded spreadsheet | unwrap text and DON'T convert.
SAVE as an excel spreadsheet

Step 2: Upload Raw File to Gemini / The Gem

Open your Linku2 Social Stats Extractor Gem (or your Gemini chat).
Click the + (Attach / Upload) icon and upload your downloaded file(s) (e.g., Facebook posts.xlsx or waikato fb.xlsx).
Enter the prompt listing your current holiday advertisers:"Please extract all posts for [Client 1], [Client 2], and [Client 3] from this attached spreadsheet. Please output as a tab-separated data block with plain URLs, sorted alphabetically by client name."

Step 3: Copy Directly into Your New Spreadsheet

In the AI response, find the code box labeled tsv (Tab-Separated Values).
Click the Copy button in the top-right corner of the code box.
Open your new or reporting Excel spreadsheet.
Click one single cell where you want the table to begin (e.g., cell A1).
- Do not double-click inside the cell, as that forces all text into one box.
Press Ctrl + V (or Right-Click > Paste). The data will drop cleanly across columns:
- Column A: Client Name
- Column B: Publish Date / Time
- Column C: Post Title / Extract
- Column D: Direct Plain URL (clickable)
- Column E: Views / Reach
- Column F: Shares

(Note: If your Facebook Pages and Instagram accounts are managed under separate business portfolios or asset groups, use the account switcher in the top-left corner to export the data for each page).

You can now go and put spaces between each client and use =SUM(cell:cell) to get totals for reporting.

Analytics

(You will need to get analytics from both Linku2 Hibiscus Coast and Linku2 for your spreadsheets and for complete reporting)

Open a copy of the Holiday-Spreadsheet-Reporting-Template (found in School holidays Board) or download HERE
Save in your folder with a new name
Complete all stats
Open Analytics and 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

Go to Explore and get all client direct website clicks.

Google Search Console

Go to search console and add in dates and get total Impressions and Clicks for the time period

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

To do: (work out best way to combine Linku2 entry contacts into HBC to get generic future newsletters)

Upload Stats to Latest Stats page

Once you have all your stats and before you do any reporting, go to -

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

1. Step-by-Step Guide: Compiling and Sending School Holiday Client Reports (For Your Manual)

Add this standard procedure to your School Holidays Closing Procedure manual:

Procedure: Generating and Issuing Final Client Reports

Objective: Consolidate GA4 website analytics and Meta social metrics into a clean, executive-level wrap-up report for each school holiday advertiser, then issue it via email with an invitation to book early for the upcoming holidays.

Phase 1: Data Preparation

Consolidated Stats Spreadsheet: Ensure your Holiday-Spreadsheet-Reporting-[MonthYear].xlsx is filled with GA4 website data:
- Client-specific page hits & external website click-throughs.
- General holiday hub page views (School Holiday Fun feature, Things to Do, Holiday Programmes, Blog posts, Category pages).
- User acquisition percentages (Organic Search, Direct, Organic Social).
Social Export Data: Ensure your Meta Business Suite post export data (Facebook posts.xlsx / waikato fb.xlsx) is downloaded and ready.

Phase 2: Generating the Reports via the Gem

Open the Linku2 School Holiday Report Generator Gem.
Upload the two files:
- The completed GA4 Holiday Reporting Spreadsheet (.xlsx).
- The Meta Social Posts Export Spreadsheet(s) (.xlsx).
Enter the quick prompt:"Please generate the final School Holiday Reports for: [Client Name(s)], Plan Type: [Deluxe / Accelerator / Standard], Reporting Dates: [e.g., 01 September to 12 October 2026]."
The Gem extracts client-specific numbers, calculates total direct/indirect brand exposures, compiles post links, and drafts tailored strategic recommendations.
NOTE: When compiling client wrap-up reports, report social performance using date, campaign angle, view count, and share count. You will NOT embed live Facebook URLs in the document, as external platform parameters can cause export conflicts during PDF generation. Individual post URLs remain recorded in the Master Pod Schedule and can be supplied if requested by a client.

Phase 3: Review and Delivery

Copy the output into Word or your email template.
Convert immediately to a pdf and check all your hyperlinked urls (the site pages you can do just by hovering and looking at the url in the bottom left of your screen but the social links you will have to click (you need to do this in the pdf version as word often throws out errors so the links don't work)
Go back to the word document and correct any links you need to.
Attach screenshots of the client’s online banner/classified adverts (if referred to in the report).
Send to the client by going to their CRM contact
1. Send email
2. Select template "
3. SEND

to delete below

Go to Gemini and upload the prompt below and attach the completed holiday spreadsheet and a past client report from last holidays -

Collate Client Reports through AI

For: Client Name

Please write a client report in the same layout as the attached client report. Use the stats in the attached spreadsheet to report –

1. client specific web page hits (which are on our site and are a combination of the client web page hits and client classified ad hits )

2. external web hits which are hits to their own website 3. other page links total (which is the total of the Pages with Ads and/or links column

3. Social media hits

Under a General heading add the user acquisition percentages

Do not put in any search console stats, newsletter stats or giveaway entry stats

Insert the google rankings but please check them first and make sure all the google rankings are links

Please do a link summary (without the stats) at the beginning in the same format as this attached report.

Please start the report with a list of all the general pages the clients are listed on and at the top of this list put their client name. Please make sure all the general pages listed are links (I will add the client page link)

Please end with one insight and recommendation paragraph for next holiday period depending on the specific client stats.

When the report is generated, copy into a word document, check it and add your H1 and H2 Linku2 coloured headings. 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"

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.

Go to Client and School Holiday Board -

Complete and add copy of Report

Print off Checklist and tick off all items

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

SCHOOL HOLIDAYS CLOSING CHECKLIST

**If Giveaway entries have not been added 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