New Member Set Up Procedure

When you get a new member –

• If they haven't completed a membership form, fill out a form as this also adds them to the Member database in CRM
• Update their record in CRM with additional details, eg Business name, etc
• 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 upload on site -

• Go to WP Engine
• Go to Fluent Forms Pro | Forms | Business Whangaparaoa Membership Application Form
• Open the form
• Open a second tab
• Go to Contact CRM | Contacts
• Open the Contact
• Check and add any fields not complete as follows –
  • First name
• • Last name
• • Email
• • Address (line 1 and 2)
• • Phone (with dashes) (eg 021-986-2222
• • Business
• • Business category (ies)
• • Advertising Start Date
• • Advertising End Date
• • Schema (if you need to look up go to schema.org)
  • Their website (inc https://)
• Put in List: Members and also in Local Businesses and Tags: their business directory category(ies) - some businesses may be in more than one category

Then go to Canva to make their logo - make a 350 x 350 image

Then go to WP Engine | Businesses –

First check to see if you have a listing (unlikely), if not

New Business add (can copy fields from the form) –

• Title: Business name
• Phone
• Email
• Web address
• Address
• Suburb (drop down)
• Business type/categories (these are the directory pages the listing will appear on – can be more than one)
• Membership: Member
• Business Name (added by Vincent) (must add this as this is what is used by the search)
• Price Range: $
• Keywords
• Main short description
• SEO – Titles settings – Title and Meta description
• Social – copy Titles settings for both Facebook and Twitter
• Add schema at bottom of page
• Upload the logo you just created in right column under Feature Image
• Add tag: member
• Add their member special as per below instructions
• Update
• Publish | Publish

Add Member 2 Member special

• Then in the top of the page below the heading
• Add an H3 heading (make size Medium (right column)) and put the business name – centre (this may seem odd as you already have their business name but note that one won’t appear in your content screen so you need to add a second one)
• Add their linked website immediately below – centre
• Then below add their Member Special using the template below (or if they don't have a special add no special template below)
• Paste the following template wording and change to suit
• Go to the front end and find the page by either clicking on the member special link at the bottom of their listing or under …/business-listings/business-name
• Then go to bitly and create a QR code for their page
• Customise with white SCAN ME border around
• Download and save
• Back in your business page create an image and upload the QR code
• Make the QR code 25% size and align centre
• SAVE
• Open Paintshop or whatever snap dump programme you use
• Screenshot the whole special
• Save
• You'll be able to now send to the member

If they don’t have a special just put in the offer line “No current special available” and don’t add a QR code

Template wording for special:

Business Whangaparaoa Member:

01 April 2023 to 31 March 2024 (membership dates)

Member website (linked)

Make this their short description and include their address and linked phone number. (Don't make this too long)

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

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
• Send

Facebook Welcome post

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

Schedule in Hootsuite 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

Then go to Xero or send details to Treasurer –

• If you complete Xero
• Create a new contact | SAVE
• New | Repeating Sales Invoice
• Will need to put in due 7 days after the invoice and tick “Approve” (NOT approve and send)
• Dates for every 12 months
• Fill in Reference | Item is 204 – Membership
• Check all details | Approve and email
• Select template “BW new member report”
• Tick send me a copy and attach PDF
• SEND

The Treasurer will monitor payments