School Holidays Set Up Procedure

Contact Previous Clients

Before you even start the set up email former clients to see if they want to sign up again straight away. This means you can then upload as you go eg adding them in the blog post.

In the below procedure you -

• Set up the holiday spreadsheet
• Set up site pages for Giveaways (2 sites)
• Set up social media profiles and events
• Extras - Google Maps, generic blog links, etc
• Set up Your School Holiday Hub Feature generic posts
• Set up and start your CRM marketing automation

After this you need to move on to client set ups and social media set ups.

SET UP SPREADSHEETS

First set up a folder with a Google shared excel spreadsheet for the latest holidays. Use this Holiday Spreadsheet Template (located in Drive folder). Once you download this, save a copy in your Google Drive to use.

Once you've opened the template and enabled editing, make a copy with the holiday date in the title, eg call it Holiday Spreadsheet - eg, April 2025 and save it to a new folder you set up for that holiday period. This will be:

PAGE SET UPS - GIVEAWAYS AND SOCIAL

Then set up giveaways post - see if you can get prizes donated or sponsored and upload and make page and form live.

Giveaway set up –

You should find this already been done at the end of the last holidays in which case just check all is correct and form working etc.

Check –

• Forms | Check you have a new form with shortcode (note form number - you can click to copy the shortcode before you leave the form)
• Check form settings | Scheduling & Restrictions - start and end dates/times
• Go to email notification and put in holiday date for entry submissions
• SAVE
• Remember to click on the form shortcode at top to copy it
• Go to your Giveaways post
• Check all good and check correct form shortcode
• Update the publish date to today's date

Then change from School Holidays Fun archives category in right column to School Holiday Fun category.

You need to then go to the School Holidays Giveaways congratulations page and move this to the archives category.

Go to the page and fill in a test entry to check this works and to check notifications are coming into your things to do Gmail label. If it doesn't click the tool on the right side of the Gmail search bar and set up a filter. Then test again.

Linku2 site

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

In the Linku2 backend follow above for -

• Check your form is created for the new holidays
• Then update the Giveaways page and make sure you have the new form shortcode entered
• Then go to the Oxygen | Templates | North Island and change the link in the "Enter our Latest Giveaways!" button to the Giveaways page
• Also do the same in the Linku2 School Holidays page template and change the Giveaways button link.

FACEBOOK PAGES AND GROUPS UPDATES

Then set up -

• Facebook page banner
• Facebook group banner; and
• Facebook event for holidays.

When changing the page and group banners check the images from the page/group photos already in Facebook or create a new one. If you have a generic banner you may wish to leave this.

Set up an event for the holidays through the page, link the group to the event.

Update "extra" Promotions

Then go to -

• Your blog posts for the areas you have one for and update for the latest holidays (You'll add each client links as they sign up in the client upload procedure but you can add any you already have).
• Add a recurring event in the Linku2 Hibiscus Coast calendar and link to the directory school holiday programmes page.
• Note to distribute any posters you may have
• Update Auckland Google Things to Do map (put all clients at top with full links, logo and description - put view stats into stat spreadsheet for start of holidays)
• Pin the updated blog posts to top of all relevant local FB pages and groups
• Go to the Google My Maps and check views and enter in stats for start of holiday promotion

Your School Holiday Hub Feature Set Up

You then need to set up min 3-4 new blog posts for your school holiday feature. To do this -

First generate some blog post ideas by going to your GEM "Feature Topic Brainstormer" and type in the following prompt -

Please generate 8-10 blog post topics for my upcoming feature. Feature Title: [Insert Title Here] Brief Instructions: [Insert any specific angles, target audiences, or local focus you want here]

Once you have your topics, select what you want to use and

Go to your Gemini GEM "School Holiday Feature Post Generation" and type in the following prompt (keep in mind when pasting the 4 chosen topics into this prompt, include the short 1-2 sentence summary originally generated as that extra bit of context will help this Gem write much more accurate and engaging Facebook posts) -

I have selected 4 topics for our upcoming school holiday features. Please generate the social media content and SEO metadata for each of these topics.

For each topic, please provide:

1. Original Facebook Post: Write an engaging, parent-focused post. It must end with our strict signature tagline: 'No need for bored kids these holidays!'

2. Share Snippet: A short, punchy 1-2 sentence snippet I can copy and paste into local Facebook Pods. 3. Keyword List: A block of comma-separated keywords, including AI (GEO) optimized long-tail keywords and phrases. 4. Meta Title: Keep this perfectly under the 60-character limit. Include 'Your School Holiday Hub' if space permits. 5. Meta Description: Keep this within the recommended 150-160 character limit so it doesn't get cut off in search results. It must include the tagline 'No need for bored kids these holidays!'.

Here are the 4 topics:

• Topic 1: [Insert Topic 1 Title & Brief Summary]
• Topic 2: [Insert Topic 2 Title & Brief Summary]
• Topic 3: [Insert Topic 3 Title & Brief Summary]
• Topic 4: [Insert Topic 4 Title & Brief Summary]

Once you have all your topics and information upload these online in your Feature. Remember to add them in the correct template "School Holidays Hub Feature Template".

Check these all look good.

AUTOMATION EMAIL CHECKING

Firstly -

• Check through Contacts List | Activity Providers and make sure there are no contacts in the specific tag you are updating "School Holidays Marketing" - all contacts (except those already confirmed as clients) should be in the "School Holidays" tag.
• Clients already signed up should be assigned tag "School Holiday Client", take out of "School Holidays" tag and NOT go into the marketing tag.
• Go to your School Holidays Marketing automation and update all dates and any other relevant information (eg month of holidays, check all content)
• Then publish the Automation
• Then filter by tag "School Holidays", just check no clients have still been left in this tag
• Then bulk add tag "School Holidays Marketing"
• This will trigger the Automation
• Remember to take out any businesses from this tag when they then sign up

This Automation will contain the following templates -

• 1st email contact
• 2nd email contact
• Friday before start of the holidays (holidays have started)
• 4 days before end of holidays (last days for prize draw)
• 10 days after holidays (report holiday stats)

Then you can get your clients set up and social media sharing schedules sorted ...