Procedures for Closing and Updating at the end of a school holiday period
Firstly update all online pages -
Remove all holiday links
Go to each Client Businesses -
- Return membership status to "Free"
Go to sliders -
- Go to each of the following sliders and remove or unpublish each relevant advert -
- Update
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
Giveaway Procedure
- Go to Forms draw entries
- Edit | Export (top right) | CSV
- Then also go to Linku2 Ltd form and also download
- Combine both spreadsheets
- Delete any not required columns
- Insert 5-6 rows at the top and add column headings - Childs Name | Email | Age | Prize | Address | Emailed | Sent | Follow up
- 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 at the top
- These contacts will have been saved to your Contacts database as a User
- Send Google Email Template “School Holidays Giveaway 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 (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
Open your holidays spreadsheet and go to the Stats tab to add stats
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 (Hibiscus Coast, Linku2 Hibiscus Coast, Linku2 School Holidays, Linku2 North Shore, Linku2 Waikato)
- 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.
- Add formula =sum(row:row) at the bottom of each stat you want to record. Then copy and re-paste totals as "values" in a separate row
- Add a new column for client and add the client names against each post
- Then sort and add about 5 new rows between each client and add the formula =sum(row:row) to calculate each client totals
- Copy the totals into your stat spreadsheet
Analytics
(You will need to get analytics from both Linku2 Hibiscus Coast and Linku2 for your spreadsheets and for complete reporting)
- 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
- 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
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
Collate Client Reports through AI
Go to Gemini and upload the prompt below and attach the completed holiday spreadsheet and a past client report from last holidays -
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
**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
