New Member Creation SOP

New Member Set Up Procedure

When you get a new member, if they haven't completed a membership form, fill out a new member application form as this -

Sends an email notification to you that a form has been submitted
Sends an email notification to the Treasurer to invoice
Adds a new draft business for finalisation and publishing
Adds a new contact to the CRM database (or updates if there is a current contact)

If sales is signing up at a premises, get a photo of the owner with our brochure showing their premises/logo - you can use this for a Facebook post

New Member Website Set Up

To finalise upload on site -

Go to WP Engine
Open 2 tabs and open (1) their completed Business Whangaparaoa Membership Application Form and (2) their CRM contact
Check all details and carry over any missing to the CRM contact
Download their logo to your member logo file (wherever you hold this)
Add their member dates and sign up month in the relevant CRM fields
Add any comments
Then check the Lists and Tags (at the top) - Make sure they are in Lists - All Businesses and Members and tags should be Member Annual or Member Monthly, add their sign up month tag and category tags, eg Property etc and any others that may be relevant (eg area)
UPDATE CONTACT at bottom of listing
Leave this tag open as you go back to it later

Then go to Canva or your image processing programme to make their logo - make a 350 x 350 image. Make sure it is a small file size (eg smaller than 100 KB)

Then go to WP Engine | Businesses (you can use your tab with the form as you've finished with this now) –

Open their draft Business listing (added automatically by the form completion) and check and fill in any blank fields as below -

Title: Business name
In content below add either a business special (see instructions below) or if none add "Currently no Member 2 Member special available"
Phone (format for site consistency with a dash in appropriate spots)
Email
Web address
Address
Suburb (drop down)
Business type/categories (these are the directory pages the listing will appear on (under top heading of "Member Categories") – can be more than one - eg Property and Professional Services)
Membership: Member
Price Range: $
Keywords: Add some relevant keywords for the member - eg their business name, industry, etc - you might want to get some inspiration by looking at their website
Main short description
SEO – Titles settings – Title and Meta description - Title: Business Name | Business Whangaparaoa Member (keep to under 60 characters). Meta description include their industry, couple of keywords if you can - make it clear for people searching Google
Social – copy Title and content settings for both Facebook and Twitter from the SEO created above
Add the BW member image from media (just search "member" to locate it)
Copy your keywords from above into the Target Keywords box
Add schema details manually at bottom of page
Upload the logo you just created in right column under "Feature Image" (put their business name as the Alt text and Title and make sure the caption and description boxes are left blank)
Add tag: Member
Add their member special as per below instructions
Update
Publish | Publish

If they have provided add Member 2 Member special

Then in the top of the page below the heading
Add member special content as below
If they don't have a special add "No current Member 2 Member Special available" and don't worry about the rest of the details below
Paste the template wording and change to suit
Create a QR code in bitly.com
Go to the front end and find the page by clicking on the member special link at the bottom of their listing

Template wording for special:

Business Whangaparaoa Member:

01 April 2023 to 31 March 2024 (membership dates)

Member website (linked and open as a new tab)

Copy their short description

MEMBER OFFER: 10% discount on all services to BW members (special)

Upload their Special

Then go to the "Member 2 Member Specials" page

Copy the set of columns from the listing just above where the listing will go alphabetically then change the details to the new member information and upload the qr code you created in bitly.

Facebook Welcome post

In Canva create a Facebook post image - 600 px wide x 314 px high

Schedule in Facebook Meta Business Suite with following wording for over the coming week

Business Whangaparaoa would like to celebrate our newest members and thank them for their support. Please support … tag in business if can and short blurb then link in phone, email, web address

If you can’t tag in the business add a link to their FB page at the end of the post
Once the post is published take a snap dump of the post to email to the owner

Put in your task system to do a second Facebook post in about 6 months

Go back to your contact in Contact CRM -

Emails | Send Email | Use Email Template | Import template – New Member check uploaded listing
Fill in all relevant details and add anything else you may need to
Send
Put a new note about the membership in the Notes section including the dates you have scheduled the Facebook posts

Then advise Treasurer new listing has been generated for invoicing. The Treasurer will also have received a copy of the initial application form for details.

The Treasurer will monitor payments in conjunction with your member reporting each monthly meeting.