PNS OPERATIONS
This is some high level need-to-know shit.
What do you need to know?
Client Onboarding Process
After a new client has submitted their deposit fee, the following tasks need to be completed.
Add to Slack
Invite to Membership Area
Create Dropbox folders and sent invite
Create Production Calendar and share
Add to ConvertKit Email List
Client Offboarding
Instructions:
Slack
Remove everyone from the channel
Archive the channel for 90 days
Production Calendar
Remove everyone with access
Turn all background colors white & delete rows with color key
Download as an excel
Dropbox
Upload calendar excel you just downloaded
Move all folders into the Completed folder
Remove everyone with access
Transfer ownership from PNS to Client
Go back to people access and remove yourself
Membership Area
Remove client and their team members from Memberspace
Zapier
Delete zaps related to client show
Other Instructions:
Apple Transfer:
If a client needs to transfer their show in apple from one ID to another, here is the video to share showing the process.
https://www.loom.com/share/cb483427e438495a9f8d9f6753f94187
Basically the steps are:
Contact Apple Support
Get a Code via email
Insert the code into Libsyn (usually copyright field)
Email them back to verify it’s been added
Complete show transfer
ConvertKit Emailing
To send a single Broadcast Email
Begin by logging in to the PNS ConvertKit account
Click on “Broadcast” in the top menu
To start a new broadcast click the big red button “New Broadcast”
If editing a previously drafted broadcast click on “edit broadcast” button next to the correct email
From the top drop down menu select who the broadcast will be “from”
*IMPORTANT* in the next section select who should receive this email. It will likely NEVER be everyone. You will need to filter out the subscribers.
Click the first block that says “all subscribers” and follow the options.
A common one will be to the “PNS Client” tag. To do that follow the options all subscribers --> subscribed to → tags → PNS Clients → “update filter”
Once you add the filter the number of subscribers the email will be sent to will automatically be updated. Make sure this number looks correct for the filter you applied.
You can optionally add a broadcast description. Otherwise the subject line will be defaulted as the broadcast description.
Click “Next Step”
Update the Subject Line
Add the email content
You can preview the way the email will look via the Browser or via an Email sent to yourself to make any formatting edits.
The email will automatically be saved as you go along, but there is also a save button at the bottom of the page.
Once the email looks good, go to the “next step”
Here you can preview the email again on the left. On the right side you can send the email immediately by clicking “send broadcast” or use the schedule button to select the day/time it should be sent.
If you aren’t ready to send you can also click “save draft” at the bottom and return to any page within your account.
ConvertKit Broadcasts
Subscriber Management
The video covers the following:
How to add a subscriber
How to find/search for subscribers
How to view subscriber activity
Viewing / editing subscriber tags
ConvertKit Subscriber Management
Membership Area
How to add clients to Members Area:
Login to the Memberspace Backend
Click on “Members” in the top menu
On the left menu, select “Invite New Member”
Add the members Name, Email, and add to “Podcasting with PNS Starts Here” Plan.
If applicable, add them to “Pod Pro Systems” plan as well.
How to Create Member Plans:
TBC
Included in the Member’s Area:
Welcome & explanation of Slack, Production Calendar & Dropbox (more details below)
Set up Platform Hosting
Purchasing Gear
How to record their show (more details below)
Podcast Branding
Putting together a show format
Show Note Details
Booking a Strategy Session
Social Media Guidelines
1. Purpose of…..
Slack
For the client and production team to communicate easily, quickly and efficiently with one another
Avoid the hassle of email
Easily find previous conversation threads using the search bar
Production Calendar
Active, working document to the display the stage of production of each episode
Client can directly add show details such as CTA, midroll/teaser ads, episode title, recording date, etc
Place to store episode specific links & embed codes
Dropbox
Store all of client’s show elements
Standard Folders include
To Be Edited (where client uploads raw files)
Show Notes (where completed show notes are added)
Ready to Load (where final edited audio is loaded)
Intro/Outro Commercial (where commercial recordings live)
Complete (where all completed assets are moved to after load)
Album Art (where show album artwork lives)
4. Instructions for Zoom recording settings on a Mac.
Download the Zoom app to your computer
Open the app, and in the top left hand menu click on “zoom.us”
From the drop down, click on “Preferences”
This will bring up the preferences & settings menu
From the Audio Tab
Update the Speak and Microphone dropdowns from the default built-in-option to your recording microphone name
From the Recording Tab
“Store your recordings” should be set to
Option 1: download onto your local desktop and after the file is created, drag the entire folder into your Dropbox To Be Edited folder
Option 2: set the location to download directly to your To Be Edited folder. This allows you to skip the step of adding the folder to Dropbox manually (Note: this requires that you’ve downloaded dropbox as an app on your computer)
the first checkbox checked off saying you want to choose the location
Check the box that says “record a separate audio file for each participant”
Check the box that says “optimize for 3rd party video editor”
From the Video Tab (if you are recording video as well)
Check “Mirror my video”
Check “Touch up my appearance” (optional)
Always display participant name on their videos (optional)
How To Prepare Proposals
Website
Our website, https://www.podcastnetworksolutions.com/ is hosted & built on Squarespace. It is managed by the Marketing and Information teams. If you notice an update needed, contact a member of the team to notify them of the issue.
Zapier Setups
Zaps should be set up during the onboarding process of a new client. And can be easily edited at any time. All zaps are built within one account to keep everything stored in one place.
To begin login at zapier.com.
Account username: kate@podcastnetworksolutions.com
Account password: Lkastra8329
Making a New Zap Setup Instructions For:
To Be Edited
Ready to Load
Show Notes
To Be Edited
Click on “Create a Zap”
Select your app. Most likely Dropbox.
Trigger Event “new file in folder”
Continue
Account is “kate@audioadrenalinestudio.com
Continue
For Folder, find the main client folder (ie: Mark Silverman) and select.
Then click on the folder dropdown again and you’ll be given the option to select sub-folders. Now select the Client/To Be Edited folder.
Include file contents - No
Continue
Test & Continue
If there are no current files in the dropbox folder zapier won’t be able to pull any examples. In which case you can choose “skip test” for now.
Once it pulls samples click to expand more details and make sure it has pulled correct samples. You can compare the files in the actual dropbox folder to make sure they are the same.
Continue
Do this…. Select your app, like Trello.
Choose action event…. Create Card
Continue
Use Trello Account #1
Customize Card
Board should be the PNS employee’s board (ie Iris, Caleb, etc)
List will be the client list (ie Mark Silverman)
If no list for that client is available, go create the list in that Trello board and return to zapier and refresh the list.
Name is file name
Card position is Bottom
Member is the PNS member assigned to that task
Test & Continue
If no samples were able to be pulled in Step 1, the test won’t run here. In which case you can “skip test” for now.
Although it is preferable to return to Zapier once files are available to test as it sometimes doesn’t run properly if no tests have been run.
In some cases, 2+ people may need to be notified of a new file to be edited. In which case click on the last blue + to add another “do this” step. Follow steps 13-18 above to add another person to the notifications.
Turn on Zap by clicking the button. The color will change from grey to green when a zap is active.
Rename the zap in the top left corner to Client Name TBE (ie Mark Silverman TBE)
Ready to Load Zaps
Click on “Create a Zap”
Select your app. Most likely Dropbox.
Trigger Event “new file in folder”
Continue
Account is “kate@audioadrenalinestudio.com
Continue
For Folder, find the main client folder (ie: Mark Silverman) and select.
Then click on the folder dropdown again and you’ll be given the option to select sub-folders. Now select the Client/Load to Libsyn (or sometimes Ready to Load).
Include file contents - No
Continue
Test & Continue
If there are no current files in the dropbox folder zapier won’t be able to pull any examples. In which case you can choose “skip test” for now.
Once it pulls samples click to expand more details and make sure it has pulled correct samples. You can compare the files in the actual dropbox folder to make sure they are the same.
Continue
Do this…. Select your app. Most likely Trello.
Choose action event…. Create Card
Continue
Use Trello Account #1
Customize Card
Board should be the PNS employee’s board (ie Iris, Caleb, etc)
List will be the client list (ie Mark Silverman)
If no list for that client is available, go create the list in that Trello board and return to zapier and refresh the list.
Name is file name
Card position is Bottom
Member is the PNS member assigned to that task
Test & Continue
If no samples were able to be pulled in Step 1, the test won’t run here. In which case you can “skip test” for now.
Although it is preferable to return to Zapier once files are available to test as it sometimes doesn’t run properly if no tests have been run.
In some cases, 2 people may need to be notified of a new file available. In which case click on the last blue + to add another “do this” step. Follow steps 13-18 above to add another person to the notifications.
Turn on Zap by clicking the button. The color will change from grey to green when a zap is active.
Rename the zap in the top left corner to Client Name Ready to Load (ie Mark Silverman Ready to Load)
Show Notes Zaps
Click on “Create a Zap”
Select your app. Most likely Dropbox.
Trigger Event “new file in folder”
Continue
Account is “kate@audioadrenalinestudio.com
Continue
For Folder, find the main client folder (ie: Mark Silverman) and select.
Then click on the folder dropdown again and you’ll be given the option to select sub-folders. Now select the Client/Show Notes
Include file contents - No
Continue
Test & Continue
If there are no current files in the dropbox folder zapier won’t be able to pull any examples. In which case you can choose “skip test” for now.
Once it pulls samples click to expand more details and make sure it has pulled correct samples. You can compare the files in the actual dropbox folder to make sure they are the same.
Continue
Do this…. Select your app. Most likely Trello.
Choose action event…. Create Card
Continue
Use Trello Account #1
Customize Card
Board should be the PNS employee’s board (ie Iris, Caleb, etc)
List will be the client list (ie Mark Silverman)
If no list for that client is available, go create the list in that Trello board and return to zapier and refresh the list.
Name is file name
Card position is Bottom
Member is the PNS member assigned to that task
Test & Continue
If no samples were able to be pulled in Step 1, the test won’t run here. In which case you can “skip test” for now.
Although it is preferable to return to Zapier once files are available to test as it sometimes doesn’t run properly if no tests have been run.
In some cases, 2 people may need to be notified of a new file available. In which case click on the last blue + to add another “do this” step. Follow steps 13-18 above to add another person to the notifications.
Turn on Zap by clicking the button. The color will change from grey to green when a zap is active.
Rename the zap in the top left corner to Client Name SN (ie Mark Silverman SN)