PodPros Internal
Company SOP's and Documentation
Communication & Tools
Communication Flow
Created by: Alex Sanfilippo | Last Updated: 11/11/2022
- Slack is strictly for quick communication; no projects or tasks can be assigned from here.
- Front is for quick tasks from our members + quick discussion/solution finding using the Discussion feature.
- Notion is for managing our social media post schedule and keeping track of our communication with members.
- Trello is for tasks/projects that require more than just a few minutes of work.
- PodcastSOP is for our content strategy, any ongoing, multi-person assigned projects/tasks.
PodPros Internal Communications Toolset
Front – Email management client
Trello – For projects/tasks/product development roadmap
Slack – For quick communication among the team
PodcastSOP – For reoccurring content releases
Notion – For social media management and release schedule + Our CRM for member/community communication
PodPros Marketing Toolset
Demio – Webinar software for hosting our quarterly events.
Butter – For hosting our monthly webinar events + PodMatch Elite meetings.
Loom – For sending quick videos to members/emails responses.
Riverside – For recording PODTalks Quarterly keynote sessions.
Mailerlite – For sending mass emails to our members.
Canva – For design work, social media and blog post images.
Buzzsprout – Hosting provider for our podcast.
Grammerly – For proof reading and keeping our grammar right.
InstaText – For helping our blogger write more human content for readers.
Mighty Networks – Our primary community for our members.
PodPros Banking & Security
Chase – Our bank that our softwares automatically send funds to.
Capital One – Our company credit card that we use for all of our purchases.
LastPass – For management of all of our passwords and logins.
Tresorit – For important document exchanges and data management and passwords.
CPA Portal – For content with our contracted tax expert/CPA.
FreeUp – For VA management, billing, and finding more team members.
Stripe – Our payment gateway for all of our softwares.
SiteGround – Hosting provider for our websites.
GoDaddy – Our website domain manager.
PayPal – For sending commissions to our members/other quick money transfers.
Social Media Accounts
YouTube – For uploading all of our video content.
Facebook Profile – My personal profile for big announcements only.
Facebook Page – For all posts + episode releases + Reposting from Alex’s Profile.
Facebook Groups – For growing community among podcasters.
LinkedIn Profile – My personal profile for big announcements only.
LinkedIn Page - For all posts + episode releases + Reposting from Alex’s Profile.
Twitter Profile – For everything Alex feels like sharing (Mostly around podcasting)
Twitter Page – For sharing everything PodPros releated.
Instagram Profile – For Alex to share some personal stuff, but mostly to share podcasting big announcements.
Instagram Page – For all posts + episode releases + Reposting from Alex’s Profile.
Pinterest – For sharing any graphics/images we create. (Lots of reposting)
PodPros Developmental Toolset
ASK JESSE FOR THIS LIST
Creating Template for DAILY MARKETING TASKS in PodcastSOP
Sign into PodcastSOP.com
Click +Add New Episode
Choose Daily Marketing Tasks as template
Enter in "day of the week" Marketing Task for the title
Choose correct date
No episode number needed
Click create
Finish for the next month
Cultural
PodPros Hiring and Onboarding Process
Here is a list of the initial steps/emails to send to new hires. (As quickly as possible, stop using email and start using Slack)
- Review resume
- Have a phone interview (if applicant fits what we’re looking for)
- Have an in-person meeting (if phone interview goes well)
- Hired: Onboarding
- Have new employee fill out W-9. In the email where we link to the W-9 from the IRS (https://www.irs.gov/pub/irs-pdf/fw9.pdf) Also mention the hours, and the pay that was agreed upon. And say this: “If you agree with the hours/pay and are ready to get started, please fill out the W-9 form and email it back to me.”
- Once the W-9 is returned and we’re in agreement, get them started.
- Send new employee the following in an email:
- Slack
- Trello
- PodcastSOP
- Notion
- Once they’ve completed signing up for all of the tasks above, send them the following:
- Slack is strictly for quick communication; no projects or tasks can be assigned from here. (We do not use text messages or emails)
- Notion is for managing our social media post calendar and content.
- Trello is for tasks/projects that require more than just a few minutes of work.
- PodcastSOP is for our content strategy, any ongoing, multi-person assigned projects/tasks.
- Join the PodPros Community
- Sign up for LastPass so we can give them access to passwords
Member Support
Created by: Alex Sanfilippo | Last Updated: 11/10/2022
As a team, each of us has to do our due diligence when completing support emails/tickets or assigning them to other team members.
The most important thing we can do: Take yourself out of the task you're completing, and think, how can we build a TextExpander or automation around this so we don't have to do it again?
Support ticket/email assignment flow:
LEVEL 1 = Alecia
LEVEL 2 = Alex
LEVEL 3 = Jesse
Alecia: Before sending anything to Alex or Jesse, as yourself, "Why do they need to handle this? -and- "What needs to change so they don't need to receive a ticket like this in the future?"
Alex: When you receive something from Alecia, question it. Why was Alecia not able to handle this on her own? What have you not done to position Alecia for success?
Alex: When you receive something that you cannot handle and have to pass it over to Jesse, why? It is something he's not organized, or is it something that Alecia or I have not done? (Figure it out so Jesse doesn't have to do this again!)
Jesse: Every time you receive something from Alex or Alecia, make sure you're not just completing the email/ticket. Instead, ask yourself, "Why did they have to send this to me?" -and- "Were they right to send this to me? Or is this not a correct use of my time?"
When we're dealing with a mean or angry person, remember this: Every time something goes wrong, turn it into an opportunity to make it right and earn a raving fan.
Final reminder about our stance on members support: PodPros maintains a "nothing is urgent" mentality; instead, we have a culture of calm.
Paying Distributions & Paychecks
Login to Chase.com
Click Pay & transfer
Under ACH Click Schedule Payment
Choose employee to pay then click Schedule Payment
Choose Standard ACH
Choose the date you want it to go out
Enter in the correct amount for payment
Click Next
Repeat for all employees
PodMatch
Logo & Branding
PodMatch Backend_Core
Created by: Alex Sanfilippo | Last Updated: 11/04/2022
To access, visit https://podmatch.com/backend_core. Here is the definition for each option on the backend core that you'll find.
User Total View - Example text here...
Elite Leads - Example text here...
Refunding a Member
Go to Stripe.com
- Login credentials are in the tresorit app.
Click on Payments
- Find the payment that corresponds with the members email.
- Click on that payment.
- At the top right of the screen you will see refund. Click it.
- The next screen will have all of the info correct for refunding. Click refund again.
- Your done.
Creating Top 10 Posts/Email
SOP FOR TOP 10 -On the last day of the month after 5pm take a screen shot of the top 10 leaderboard for hosts and guests
- right click on each name and open their profile in a new tab
- Create images in canva to post on all social platforms.
- Post the pictures on all social platforms and tag each person in the post.
For Alecia:
- Email all of the top 10 and give them a discount code for the website.
For emails, go to each profile copy their guid # from the URL and paste that into the user total view search in PodMatch backend, copy their email and paste it into the email
Email copy: 'ttemail in text expander
Check User Feedback -Backend Review
Go to: podmatch.com/backend_sysuserfeedback
click on display individual ratings
search for host with ratings of 2's and 1's
if a host has multiple ratings of 2's and 1's report to Alex via trello.
Repeat steps for guests.
Checking Guest Pitch Videos
Go to: https://podmatch.com/backend_sysvidpitchreview
Click the URL for each video listed. Watch video - make sure it's acceptable and not spam.
Click out of the video and then click the Check Mark.
If video is not working or not acceptable delete the URL and remove the YouTube or Vimeo from drop down and click update data and then click the Check Mark.
Checking New User Tags
Go to: https://podmatch.com/backend_tagreview
Click Save and Gen Next
When the first host/guest comes up check all tags to make sure they are real tags. Delete anything offensive or anything that cannot be a tag.
Then click Save & Gen Next - if you added new tags click Send to Match Core.
If none of their tags work and you want to send them info on how to fix their tags click Send Education.
Check PodMatch for User Abuse
Go to: podmatch.com/backend_sysabuse
Check for new abuse reports.
If they need to have something done send them to alex via trello
If not and it is there first time offense just check it off and keep going.
Influencer Payout - 1st Monday of every month
On the PodMatch backend dashboard click on CREATE USER (INFLUENCER). You will see all of the payouts in the center of the pagego to paypal.com and sign in. user and password are listed in tresor.it app
- Click send money
copy the first paypal email address from the podmatch influencer page and paste it into the name box on paypal. – select the correct account that matches the email.
Type in the amount that the PodMatch dashboard says they are owed.
In the notes section type - PodMatch Influencer Payout for (month) (year)
Click continue
- make sure that Personal is selected.
Click send payment now. Go back to the PodMatch dashboard and click Mark as Paid for this email address.
Click send more money to continue and repeat all steps for the rest of the influencers listed.
Affiliate Payout - 1st Monday of every month
On the PodMatch backend dashboard click Affiliate Payouts
(never send the affiliate payout to Alex Sanfilippo)
go to paypal.com and sign in. user and password are listed in tresor.it app
- Click send money
Go and copy the first PayPal email address from the PodMatch affiliate payout page and paste it into the name box on PayPal. – select the correct account that matches the email.
Type in the amount that the PodMatch dashboard says they are owed.
In the notes section type - PodMatch Affiliate Payout for (month) (year)
Click continue
- make sure that “sending to a friend” is selected. If they have that option.
Click send payment now. Go back to the PodMatch dashboard and click Mark as Paid for this email address. Never click this before the payment has been sent on PayPal
Click send more money to continue and repeat all steps for the rest of the affiliates listed.
Finding the email in an RSS Feed
Find the podcast on Apple - copy the url
go to: [http://jsfiddle.net/onigetoc/2mb5C/](http://jsfiddle.net/onigetoc/2mb5C/)
paste the apple podcast url in to this site.
copy the link it gives you
paste the link in your browser
ctrl F to find and type in email.
the email will be listed after email: ——@——-.com
if the RSS feed doesn't come up and it shows their podcast page, right click and choose view source then search for the email.
XML issue
When someone has an XML issue:
To find their RSS, find their podcast on apple, then past it here: [http://jsfiddle.net/onigetoc/2mb5C/](http://jsfiddle.net/onigetoc/2mb5C/)
Then from there you can copy the RSS URL and paste it here: [https://validator.w3.org/feed/](https://validator.w3.org/feed/)
Lastly, show them what's wrong with it, ask them to go back to their hosting provider to get it fixed before we can do anything with them. --- Get it fixed then re-attempt to register.
PodcastSOP
Refunding a Member
Go to Stripe.com
- Login credentials are in the tresorit app.
Click on Payments
- Find the payment that corresponds with the members email.
- Click on that payment.
- At the top right of the screen you will see refund. Click it.
- The next screen will have all of the info correct for refunding. Click refund again.
- Your done.
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Subscriptions
Sales & Marketing Tools
Make a list of 100% everything we use.
Shopify
Shopify recovery codes Account email: team@podpros.com Generated: 2022-12-08 15:27:49 UTC You can use your codes to log in if you lose access to your device. Each code can only be used once. If you generate new recovery codes, these ones will stop working.
EF72-9B26-CC59
8804-72EA-5CFA
73D0-2383-3211
D83E-E7D0-63FC
C43D-0D21-43CC
0496-363E-8935
ADB7-1385-08E9
8035-C6DA-7265
D632-5364-7ED3
4368-99D1-0114
PodPros Website
Add Post for Alex as a guest on a podcast
Sign in to PodPros.com/wp-admin
Click on Post
Click My Posts
Copy/paste an old post into a new post
Add new
Add the title and copy from the podcasts blog/ episode
Choose a date for the post to go live
Create Cover Art image in Canva - Press & App. Post Featured Image
Add cover art image
Save and Schedule post
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Podcasting Made Simple Podcast
PodKite links for Podcast Episodes
PodKite – for new podcast links with Podcast Made Simple
Go to podKite.com Login: Alex@creatingabrand.com password: TNU5DQcSee8aAuT
Click on Kitelinks
Click create a new link
Type in the number of the episode in both boxes
Click create
Scroll down to Advanced Settings and toggle the switch on “Auto-Convert to episode link”
Click save.
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