VA Tasks (Virtual Assistant)

6. Paste this into Google Sheet along with the video name.

Any questions let me know.

Thanks,

Richard

Subject: Beer Quotes

Hi Bea,

I have a new task for you:

Overview of Task - what we are doing

Getting quotes related to beer that we can share on social media e.g. https://www.instagram.com/p/BIHjvWcA_jV/?taken-by=beercartel

Purpose of Task - why we are doing it

Provides interesting content to our followers on social media

Task Outline - the task broken down into steps

1. Please go to http://thinkexist.com/quotes/like/give_me_a_woman_who_loves_beer_and_i_will_conquer/192690/

2. Open the following Google Sheet: https://docs.google.com/spreadsheets/d/1gTNWGGt-Sp92yMBpIQIMFYh9VxYmN7T1NdEsT1NFFvc/edit#gid=0

3. Find a quote not currently in Google Sheets - e.g. “There are only two times when I drink beer, when I'm alone and when I'm with someone else” - copy this quote

4. Go to Google Sheets you will see the quotes are arranged alphabetically

5. Add a new row by right clicking on the row that you want to paste the quote into and select Insert 1 above

6. Double click on the cell you want to enter the quote in and select Paste

7. Within the cell press Alt+Enter - this should move the cursor down a line. Paste in the authors name and what they are famous for e.g. Homer Simpson, The Simpsons. If there is no person attributed with the quote type Anonymous

More sites for beer quotes:

http://www.brainyquote.com/quotes/keywords/beer.html

http://www.goodreads.com/quotes/tag/beer

http://brookstonbeerbulletin.com/beer-quotations/

Let me know if this all makes sense. I can call you to discuss.

Thanks,

Richard

Subject: Using Canva & Collecting Beer Quotes

You should have received an email inviting you to join Canva.

Can you please register and save your details into Last Pass.

Once you've registered an account it should then take you through the basics on how to use Canva - if it does not go to the tutorials you can do them here: https://www.canva.com/design/DACBYHKkT6w/sFxWtw9jeP-VvhwaRsTFtw/edit

After that then I wold like you to start the following task:

Creating Quotes in Canva

Overview of Task - what we are doing

Creating quote images that can then be shared on social media. Example is: https://www.instagram.com/p/BGoBr4-l0w-/?taken-by=beercartel

Purpose of Task - why we are doing it

By using quote images it provides content for our social media and helps us to engage with our audience

Task Outline - the task broken down into steps:

Once you are done you are done with the Canva tutorials please begin the task

1. In Canva on the left hand side you should have All your designs: Shared with you

2. Within this you should have access to two share templates: 

Black Background

White Background

3. Using the quotes that you have compiled in the Beer Club Booklet Quotes spreadsheet please use these to create new quotable images

4. to do this click on one of the templates e.g. Black Background

5. Create a new page by clicking copy this page to the right of the image

6. Using the quotes that you have collected please change the quote and person's name to reflect the quote.

7. You can use the AA button in Canva to capitalise the quote and author

8. Ensure the quote and author's name are both centred.

9. Repeat.

10. Please create the first half of the quotes listed in the quote spreadsheet using the black template and second half using the white template.

11. Do not use any quote which are highlighted in red

Saving images from Canva

In Canva please click on the file and download each as a PNG image

Save the files into Google Drive in a new folder called Beer Quotes

Please save each image as a number matching the numbers next to each quote in google sheets

Once they have all been saved please could you share the folder with [email protected]

Downloading videos from Facebook

Overview of Task - what we are doing

Downloading video from our Facebook account so that it can be uploaded to our You Tube Channel

Purpose of Task - why we are doing it

Providing customers with more ways to access our content

Task Outline - the task broken down into steps

From Beer Cartel Facebook Page

1. Find the video in the news feed.

2. Change the web address by replacing the "www" to "m" and hit enter

3. Once the page reloads start to play the video

4. Right click with the mouse and select Save As

5. Save the video in your desired location on PC/ Dropbox and change the file name to be descriptive of the content of the video.

6. Process complete, the video can be used for other purposes, e.g. uploading to YouTube.

Repeat for each video. Only save those which have been created by Beer Cartel i.e. they feature Geoff or some other aspect of Beer Cartel in them.

Task Outline - the task broken down into steps

From non-private Facebook Pages e.g. where there is no 18+ age gate

1. Go to Facebook video 

2. Right click on the video and select "Show video URL"

3. Copy the link

4. Go to http://www.downloadvideosfrom.com/ and paste the URL

5. Click Download as MP4

6. Download the file to your Google Drive into a folder called Beer Cartel Videos

7. Save the file as the same file name as is used for Facebook

Post Videos to You Tube

Overview of Task - what we are doing

Posting videos that we have downloaded from Facebook to You Tube

Purpose of Task - why we are doing it

To provide our audience with another way to interact with us

Task Outline - the task broken down into steps

1. Log into You Tube Beer Cartel Account: https://www.youtube.com/dashboard?o=U

2. Make sure you are in the Beer Cartel account and click Upload – top right corner

3. Either drag and drop the file or select it and upload to YouTube

4. While it is uploading (this will take several minutes depending on the size of the video) complete the following fields:

a. Title: This needs to be to be keyword rich, i.e. based on what people are likely to search for in YouTube. Take the title from the Facebook video and add it in here.

b. Add timings in the description. This allows viewers to skip straight to those sections in the video. Each time a new beer or topic is mentioned in the post this is when a time spot should be noted. This is simply entered as the example below, YouTube then automatically links this to the time in the video.

01:50 Stone & Wood Stone Beer

06:00 Epic IPA's ( Eric The Red IPA & Stone Hammer IPA)

07:19 IPA Four The Better (Epic / Liberty / Wired / Hop Federation Collab)

07:40 Sierra Nevada 4 Way IPA Pack

11:00 Australian Craft Beer Survey

11:44 Sydney GABS Festival

c. Tags: use these generic tags 

Craft Beer  

Beer  

Beer Cartel

d. Add specific tags based on content of the video, e.g. topic e.g. Oktoberfest, brewery e.g. Mornington Peninsula Brewery, beer styles, etc

e. Check that "Public" has been selected

f. Under Playlist dropdown box select "Weekly Update Videos"

5. Add a link to the Beer Cartel website for each product/brewery/topic that is being reviewed

a. At the top of video select "Cards" 

b. Click Add Card > Link > Create

c. Click on the Beer Cartel website that is pre-populated under Associated Site or if you are doing a video on a particular product for that week you can link directly to the product page on our site by entering the URL in the URL field at the top.

d. Click Next

e. Enter the following in the fields on the page

Card Title = "Shop Online Now"

Call To Action = name of the beer 

Teaser Text = "Buy [Insert Beer Name]"

f. Click "Create Card"

g. Double check the card appears at the time during the video in which the product / brewery / topic is being mentioned. 

h. Repeat steps above for each product

6. Add an annotation in the top left hand corner of the video to be visible for the entire video. This annotation will be a direct click to Subscribe button (directs viewers to our Beer Cartel YouTube Channel with a Subscribe button in the middle of the page). 

a. Click Annotations in the Header Bar

b. Click Add Annotation and select Note

c. Go to start of the video and extend the Annotation until the end of the video

d. Enter this text "Click Here To Subscribe"

e. Make text colour white with red background so that is matches what the Subscribe button looks like.

f. Check the "Link" box and select "Subscribe" from the drop down. 

g. Enter BeerCartel (no spaces) in the text box where it asks for to "Enter a YouTube username with which to subscribe."

f. Untick the "Open in New Window" box

g. Place the note in the top left corner so that it is a single line of text

h. Click Save / Apply changes

i. View video to make sure all looks OK.

j. Process complete

8. Click "Publish" (if the video has not yet been published)

Checking Voicemail

Overview of Task - what we are doing

Checking the voice messages of our work line.

Purpose of Task - why we are doing it

To ensure we are up to date with all customer enquiries/issues.

Task Outline - the task broken down into steps

1. At 7:05am PHP time please call our phone line, dial 02 9438 4180

2. When the phone finishes ringing and the voicemail starts press the # key

3. You will be prompted for a PIN - enter 002064

4. Listen to each message and write down the phone message

5. If you didn't hear the whole message the first time press 1

6. Once you have finished listening to the message press 5 to delete it

7. Create an email and then send it to [email protected] with the following information

Subject: Voicemails DD/MM/YYYY e.g. Voicemails 12/10/2016

In the body enter the messages in the following format:

Message #1

Name: John Smith

Phone: 0405 251 864

Message: Please call John about his beer club. He is wondering where his March pack is.

Repeat the above format for any additional messages. 

Inviting People to Like Facebook

Overview of Task - what we are doing

Inviting those that liked any of our posts within the last 7 daysto also like our page.

Purpose of Task - why we are doing it

By getting more people to like our page we can then increase our database which helps support sales growth.

Task Outline - the task broken down into steps

1. Log in to Beer Cartel Facebook page.

2. Go down to the most recent post for the week.

3. Click on the names of the “Likers” to reveal the full list of people who liked the post

4. Next to those who do not currently like our Facebook page you will see an “Invite” button

5. Click “Invite” throughout the list

6. Repeat for each post made within the last 7 days

Adding Products to Google Shopping

Overview of Task - what we are doing

Updating product information on our website so that products appear in Google Shopping.

Purpose of Task - why we are doing it

By having the products appear in google Shopping it will assist us in being able to sell more products.

Task Outline - the task broken down into steps

1. Log into Bigcommerce

2. Open the following Google Sheet

3. In the search box copy and paste the Product Number for the product that you are wanting to look at from Google Sheets e.g. "16-BUF" for DUGGES-HOLY COW! IPA

4. If a large number of products come up try searching by the first word of the product description instead e.g. "DUGGES"

5. Click on the specific product you want to look at e.g. Dugges Holy Cow! IPA

6. Click on Google Shopping Tab - select Yes, enable Google Shopping for this product

7. Select Category - if the product is Beer select Beer, if the product is Glassware select Glassware, if the product is a Mixed Pack select Gifts

8. Click the Tab "Other Details"

9. Enter in the Barcode from Google Sheets e.g. 7350038220257

10. Check there is a brand name entered under Brand Name if not make a mention that this is missing in Google Sheets in the Comments box

11. In Google Sheets once done type in a Y in the column Actioned?

12. If you have any issues write a comment relating to the issue in the Comments box

13. Repeat for next product

Adding Daily Sales to Xero

Overview of Task - what we are doing

Adding daily sales figures to Xero.

Purpose of Task - why we are doing it

Needed to measure revenue taken in by Beer Cartel and also for tax purposes

Task Outline - the task broken down into steps

• 1. Go to Beer Cartel Daily Department Report email sent to @beercartel.com.au

  2. Look at the date in the report. It is the day after the actual transaction took place.

  3. Open up Xero and click "New Sales Invoice". This will lead you to the Accounts page.

  4. Under "To", Type "POS Sales"

  5. Under "Date", Type the date of the actual transaction (e.g. if the date in no. 2 is October 25, take away 1 day so the actual transaction date should be October 24)

  6. The "Due Date", should be the same date identified at 5.

  7. Leave the invoice # as is. It is automatically generated in Xero.

  8. Under "Reference", type "POS Sales"

  9. Type "POS Sales" under "Description"

  10. Type "1" under quantity

  11. Refer back to the Daily Department Report for the Unit Sales. Look at the Totals under "Sales+GST" then input the amount to the Unit Sales.

  12. The Account should be "41000 - Sales"

  13. "Tax Rate", should be "GST on income"

  14. On the second row, type "POS sales" under "Description". Same quantity "1".

  15. Under the unit price, input the negative of whatever amount was identified at 11.

  16. Under the account, input "12200 - Takings Clearing Account"

  17. Tax Rate, should be "BAS Excluded"

  18. The "GST amount" in Xero should matches the "GST" in the daily department report (except where there are non GST sales).

  19. The Total should be 0.00

  20. Once it's done, click "approve and add another"

  21. Repeat the process for other daily department invoices.

Check Within Xero - that all daily sales for the month have been entered

How to update Beer Club Subscriptions with in store pick-up:

Overview of Task - what we are doing

Updating information in Beer Club app to acknowledge that a pack has been picked up

Purpose of Task - why we are doing it

To keep a record of all packs that are picked up, to avoid any issues with missed packs

Task Outline - the task broken down into steps

1. Log in to BigCommerce

2. Go to Apps and click Custom Controls

3. Click Beer Club Subscriptions

4. Refer to in store pickup document for the order numbers

5. Go back to BigCommerce and type the order no. into the Filter box

6. Once the order number appear click the plus (+) sign on the left side

7. Go to order details and go to staff notes

8. In the staff note, input the details from the in store pick up:

Date, Pack, Packed up by [PERSONS NAME]" (e.g. 15/10/16 October pack packed up by Alex)

9. Repeat for other orders

Saying Thanks to Yotpo Reviews

Overview of Task - what we are doing

Replying to those that left a positive review of Beer Cartel via Yotpo

Purpose of Task - why we are doing it

To show to the reviewee that we care, to engage them and make them even more positive

Task Outline - the task broken down into steps

Note this is only for positive reviews - if the review is negative (typically a rating of 3 or below) please let Richard know and he can respond.

1. Write in the comment box:

Hi (Name of the reviewee).

Thanks for the kind review, it is greatly appreciated!

The Boys @ Beer Cartel

2. Select Private post

3. Hit post button

4. To check if the reply has been posted, click "comment box" - it should then open to the show the post you have just made.

Updating Beer Cartel Scorecard - Weekly

Overview of Task - what we are doing

Updating the Beer Cartel Scorecard to track how we are performing

Purpose of Task - why we are doing it

By being able to measure performance we are able to focus on growing and use these metrics to assist in our understanding of performance

Task Outline - the task broken down into steps

• 1. Open the Beer Cartel Scorecard in Google sheets

  2. Open Weekly Data tab

  3. Scroll across to the current week.

  4. Go to [email protected] email that is Beer Cartel Weekly Department

  5. Find Total figure under "Sales" and input this into cell "Sales ex GST"

  6. In the email take "GP%" and enter this into cell "Gross Profit %"

  7. In the email take "Profit"  and enter this into cell "Gross Profit %"

  8. Look for the Stock on Hand (SOH) Totals. Input the amount to the "Stock on Hand" cell.

  9. Then go to the Weekly Balance Balance Consolidation Report email.

  10. Find the number of the customers who purchased and input that into cell "Total Sales" in the Beer Cartel Scorecard.

  11. Look for the statement which says "Each customer on average spent $--- for --- items". Input the average $ spend in cell "average order value" and the number of items in cell "Average no. of items" in the Beer Cartel Scorecard

  12. For the "Weekly Online Sales", go to the Beer Cartel website to see how it performed last week.

  13. Click "Analytics" found on the left menu and click "Overview". Then, click the Calendar icon found on the top right of the screen and click Custom. Set the date range of the week you want to analyze - it will be from the last Monday to Sunday. Then click Apply.

  14. The value for Revenue, Number of Web Sales (orders), Unique Website Visits and Conversion Rate should appear.

  15. Input the values to the corresponding cells in the scorecard except the conversion rate. Conversion rate should be automatically calculated.

  16. In the Beer Cartel scorecard, go to the "General Newsletters Subscribers" cell, click it and it will take you to Mailchimp. In Mailchimp, you should see the total number of general newsletter subscribers. Input the value its corresponding cell in the scorecard.

  17. Log in to Xero and look at "Bills you need to pay". Look for the value shown in the "Awaiting payment" and input the amount to Invoices Owing in the scorecard.

  18. For the GST/PAYG Owing for Last Qtr, just copy the value of the previous week.

  19. Click GST/PAYG This Qtr GST + Pay and it should take you to Xero. Go to Business activity statement. If there's a refund, input the negative of the value in the corresponding cell in the scorecard. It is negative because it is owed to Beer Cartel.

  20. For Super Owing for Last Qtr. carry over the amount of the previous quarter.

  21. For Super Owing for Current Qtr., click it and it will again take you to Xero. Once you are in Xero, go to Reports. Click Date Range and then choose "This Quarter". Click update and it should show you the grand total at the bottom.

  22. For the General Newsletter Subscribers, log in to MailChimp. When already logged in, click "Lists" found on top of the screen. Then click "Beer Cartel List", click "View Saved Segments". Then click "General Newsletter". Once it is clicked, check the number of contacts (subscribers) found on the bottom left. The figure should then be updated on the General Newsletter subscribers.

  23. Do the same process for the monthly scorecard sheets.

Updating Beer Cartel Scorecard - Monthly

Overview of Task - what we are doing

Updating the Beer Cartel Scorecard to track how we are performing

Purpose of Task - why we are doing it

By being able to measure performance we are able to focus on growing and use these metrics to assist in our understanding of performance

Task Outline - the task broken down into steps

• 1. Open the Beer Cartel Scorecard in Google sheets

  2. Open Monthly Data tab

  3. Scroll across to the current month.

  4. Go to [email protected] email that is Beer Cartel Monthly Department

  5. Find Total figure under "Sales" and input this into cell "Sales ex GST"

  6. In the email take "GP%" and enter this into cell "Gross Profit %"

  7. In the email take "Profit"  and enter this into cell "Gross Profit %"

  8. Look for the Stock on Hand (SOH) Totals. Input the amount to the "Stock on Hand" cell.

  9. Then go to the Monthly Balance Balance Consolidation Report email.

  10. Find the number of the customers who purchased and input that into cell "Total Sales" in the Beer Cartel Scorecard.

  11. Look for the statement which says "Each customer on average spent $--- for --- items". Input the average $ spend in cell "average order value" and the number of items in cell "Average no. of items" in the Beer Cartel Scorecard

  12. For the "Monthly Online Sales", go to the Beer Cartel website.

  13. Click "Analytics" found on the left menu and click "Overview". Then, click the Calendar icon found on the top right of the screen and click Custom. Set the date range of the month you want to analyze. Then click Apply.

  14. The value for Revenue, Number of Web Sales (orders), Unique Website Visits and Conversion Rate should appear.

  15. Input the values to the corresponding cells in the scorecard except the conversion rate. Conversion rate should be automatically calculated.

  16. In the Beer Cartel scorecard, go to the "General Newsletters Subscribers" cell, click it and it will take you to Mailchimp. In Mailchimp, you should see the total number of general newsletter subscribers. Input the value its corresponding cell in the scorecard.

  17. Log in to Xero and look at "Bills you need to pay". Look for the value shown in the "Awaiting payment" and input the amount to Invoices Owing in the scorecard.

  18. For the GST/PAYG Owing for Last Qtr, just copy the value of the previous week.

  19. Click GST/PAYG This Qtr GST + Pay and it should take you to Xero. Go to Business activity statement. If there's a refund, input the negative of the value in the corresponding cell in the scorecard. It is negative because it is owed to Beer Cartel.

  20. For Super Owing for Last Qtr. carry over the amount of the previous quarter.

  21. For Super Owing for Current Qtr., click it and it will again take you to Xero. Once you are in Xero, go to Reports. Click Date Range and then choose "This Quarter". Click update and it should show you the grand total at the bottom.

  22. Do the same process for the monthly scorecard sheets.

Product and Website Reviews

Customers are encouraged to leave reviews of the products they purchase. This creates engagement with Beer Cartel which increases their likelihood to purchased again in the future, while also providing a reward for writing reviews.

Customers are incentivised with a $5 voucher for 1 review written or $10 for 5 or more reviews written.

Product Reviews

Once a review has been written the customer is provided with a $5 voucher for 1 review written or $10 for 5 or more reviews written valid for 3 months.

You can see if there are any reviews outstanding by going to Bigcommerce Dashboard, these will then be mentioned in events.

Also accessible by going to https://www.beercartel.com.au/manage/products/product-reviews and sorting on Status.

There is no fast way to look at individual reviews. To preview a review click on the cog and select preview. A pop-up of the review will then be shown.

Reviews are set so that only those that have an account can make reviews. We then receive an email letting us know that the review has been placed with the subject: You have a new review for [PRODUCT NAME]

To send a customer their voucher:

1. Open their order email and click Reply to All

2. Put their email as the To email address and remove the sales@ email address

4. Paste the following email (or used canned responses):

Hi NAME,

Thanks very much for your review, it is much appreciated!

As a small token of thanks, please find the following voucher code which is valid for $5 off a purchase made online in the next 3 months: CODE

Prost!

Kind regards,

Richard

If they have written 5+ reviews change wording to say:

Hi NAME,

Thanks very much for your reviews, it is much appreciated!

As a small token of thanks, please find the following voucher code which is valid for $10 off purchases made online in the next 3 months: CODE

Prost!

Kind regards,

Richard

4. Update their name from the sales email.

5. Click on the following coupon code sheet. Go to appropriate sheet i.e. $5 if <5 reviews, $10 if 5+ reviews. Paste in their email address in the first free cell and copy the coupon code next to their email.

6. Send email

8. Update all reviews written by reviewer to Approved on Bigcommerce

Process complete

Taking Products Off-Special in BigCommerce

Overview of Task - what we are doing

We put beer on special online & in store when it is coming up to its best before date. Once we have sold that stock we need to take it off special.

Purpose of Task - why we are doing it

Once all short-dated stock has been sold it needs to be taken off special to ensure we are making the appropriate margin on the beer.

Task Outline - the task broken down into steps

• 1. Log in to BigCommerce

  2. Basing on the list of products that needs to come off special, enter into the search box the product name.

  3. Once product has been found, click it.

  4. Click More Pricing then Copy and Remove the Retail Price and overwrite it to the Price.

  5. Under Categories untick “Specials” - can be found by scrolling to bottom, or by doing Cntrl+F and searching for specials.

  6. Go to the description box and delete “NOTE: beer is close to or past marked date”

  7. Click Save

6. Go to Apps > Custom Controls. Then go to “Beer and Glassware Packagings”.

7. Under filter search box, enter the same product name. Click on the button.

8. Copy and Remove the Retail Pack Price and overwrite it to the Pack Price.

9. Copy and Remove the Retail Case Price and overwrite it to Case Price.

10. Click Save.

Creating New Products to Add to BigCommerce

Overview of Task - what we are doing

Adding new product information to Excel which can then be imported to BigCommerce.

Note: Full process here

Purpose of Task - why we are doing it

By automating the process for uploading products to BigCommerce we can significantly reduce the time it takes to create a product and make it much more accurate.

Task Outline - the task broken down into steps

1. Open the Excel file (New_Product_Template). This should have the new products which we require information for in the INPUT sheet.

2. Google Search

2a. Search in Google for the specific product by copying the beer name from INPUT sheet and typing in Ratebeer + Product Name e.g. Ratebeer Australian Brewery All Star Session IPA

2b. If the product exists within Ratebeer click on this, if not try performing the same search for Untappd in Google e.g. Untappd Australian Brewery All Star Session IPA. Failing both these options search the breweries website, or another online beer retailer.

2c. Search in Google for the specific product by copying the beer name from INPUT sheet and typing in Untappd + Product Name e.g. Untappd Australian Brewery All Star Session IPA

Excel

3. From Ratebeer website copy the product name and paste this into the Beer Name field e.g. Australian Brewery All Star Session IPA pasting over the Long Des name previously added. If there is a descriptor at the end of the product name e.g. in Excel but not in Ratebeer e.g. Australian Brewery All Star Session IPA in Excel but only Australian Brewery All Star in Rate Beer keep the descriptor. 

3b. Paste the Ratebeer website address into Excel - if there is no RateBeer listing add the Untappd website address.

3c. Paste the Untappd number into Excel e.g. for the search Untappd Australian Brewery All Star Session IPA you would have got https://untappd.com/b/the-australian-brewery-all-american-session-ipa/991902 - paste the number 991902.

4. From Ratebeer website copy the full brewery name and paste this into Brewery Full Name field e.g. The Australian Hotel and Brewery

5. From dropdown list in Excel select the brewery name e.g. Australian Brewery - if this doesn't exist highlight the cell yellow so I know this needs updating

6. For Style (Select) referring to Ratebeer website from dropdown list select Style e.g. Session IPA

7. For Country (Select) referring to Ratebeer website from dropdown list select Country e.g. Australia

8. For Other (Select) if the beer is a seasonal release select this for Other, otherwise select None

9. For Format select the format the beer comes in e.g. 330ml Bottle - if you don't know this highlight the cell yellow so I know this needs updating. Typically bottle sizes are:

Australia/Europe/Asia - 330ml Bottle / 330ml Can, 500ml Bottle, 750ml Bottle

USA - 355ml Bottle / Can, 650ml Bottle, 750ml Bottle

10. In Columns Description 1-5, copy and paste the description of the beer from Ratebeer providing one paragraph per column. For any beer rated 90 or above for overall score on Ratebeer add the following as a separate paragraph: Rated [SCORE] out of 100 on Ratebeer.com e.g. Rated 90 out of 100 on Ratebeer.com

If there are more than 5 paragraphs are required for the beer description then in column 5 add the following between any additional paragraphs: </p><p>

11. Repeat for all products - for any cells where you are unsure of information highlight the cell yellow so I know this needs updating/checking

12. Press Save - notify Richard this is ready to be reviewed

Adding InStock Notify Customers to Our Database - No longer done because of a high unsubscribe rate in Mailchimp

Overview of Task - what we are doing

Adding new customers to our email database that want to be notified when we get a beer in stock.

Purpose of Task - why we are doing it

These customers want to be notified on a beer they want so we can assume they are also open to receiving other emails from us. By adding them to our list they will be more likely to purchase from us in the future.

Task Outline - the task broken down into steps

• 1. Log in to BigCommerce.

  2. On the left side of the dashboard, click Apps and then InStockNotify.

  3. Under Notifications, click Pending.

  4. Highlight all those that have subscribed to receive a stock notification for the day prior e.g. if today is the 29th select all those that are listed for the 28th. If it is a Monday, select those that subscribed for Friday - Sunday.

  5. When highlighting make sure to include the “Delete” button.

  6. Copy and paste these into the “In Stock Notify” Google sheet

Creating Products Posts in HootSuite for Social Media

Overview of Task - what we are doing

The aim is to create posts for new products so that we can share this with our social media audience (Facebook, Twitter, Instagram) as well as on our blog: http://www.beercartel.com.au/blog/

Purpose of Task - why we are doing it

Customers want to see interesting content from us. By combining visually attractive images with information about the beer it makes customers more likely to purchase these.

Task Outline - the task broken down into steps

• 1. Open the Beer Cartel Website.

  2. Go to the Latest Arrivals.

  3. Click on one of the beers shown under Latest Arrivals. Choose the ones labeled with “In Stock” in it.

  4. Go to Beer Cartel’s Instagram and find an image related to the beer by typing hashtag + name of the beer in the Search box (e.g. #tuatarakapai or #tuatarabeer)

  5. Choose an Instagram worthy image. Make sure the photo is not owned by a competitor bottle shop or by @craftbreweries. Often breweries will have the best image of a product. Some breweries that take really great images include 4 Pines, BrewDog, Sierra Nevada, Stone Brewing, Stone & Wood

  6. Once you find an Instagram image of your liking, copy and paste its URL into http://www.dinsta.com/photos/ . It’s an online software where you can download an Instagram photo through the URL you pasted.

  7. Then, log in to Hootsuite. On the upper part of the dashboard, go to “Compose Message” space.

  8. In that space, type the full name of the Beer. Next, credit the source of the photo (e.g. Great photo by: or Photo by: @nameofthesourceinInstagram). Make sure you choose the correct link to the profile of the source of the photo in Instagram.

  9. After that, type “Beer Description:” then just copy and paste its description found in the Beer Cartel website.

  10. Lastly, type “Available in store & online:” plus the website link or URL of the beer product from the Beer Cartel Website.

  11. Repeat process for other latest beer arrivals which have sufficient stock.

A recent example of this task posted to social media:

Stone Arrogant Crime:

Blog Post 

Facebook

Instagram

Google +

Twitter

Updating to posting in Instagram 3 x a day

As I mentioned with you I want to change the Instagram posts we do to be 4 x a day. This is to grow our database about 10,000 followers.

We do the standard 6pm post across all our social media platforms and I want that to continue as is. I now want to add in 3 more times that we're doing posts: 7am (morning), 12pm (midday) & 9pm.

Please can you structure this as follows:

7am & 9pm - new beer post (same as 6pm post). I previously have mentioned that beers should have a minimum of 10 units, if there is less that is ok. If no new products then do images of existing beers.

12pm post - post about any beers we currently have in stock.

Steps for midday post: 

1. On Beer Cartel go to all beers and select alphabetical and in stock. You can use this link: https://www.beercartel.com.au/beer/?search_query=&page=1&limit=24&sort=alphaasc&in_stock=1&category=24&is_category_page=1 

If you update the number in the web address where it says page=1 to page=2, page=3 etc you can see the different pages.

2. Please only share one Instagram post related to the same brewery once a week so that we cover lots of different breweries. You can keep track of the beers you've featured in the midday post here. 

3. Then repeat the same steps as you would for the 7am & 6pm post i.e. find good post, share citing the person's name, add description, buy from Beer Cartel etc

4. Add the following Instagram hashtags into the post when scheduling in Buffer: 

New hashtags to try: #craftbeer #drinkcraft #beer #beers 

Old hashtags:

#craftbeer #craftbeercommunity #hops #craftbeerlovers #beernerd #beerporn #drinkcraft #craftbeerculture #craftbeernotcrapbeer #drinkcraftbeer #craftbeeraddict #beertime #beer #beerpics #beergeek #beersofinstagram #craftbeerjunkie #craftbeerlove #drinklocal #craftbeergeek #cerveza #ilovebeer #craftbeernerd #craftbeerstagram #beers #craftnotcrap #brewery #beerme #beergasm #craftbeerdrinker

Just on this with the normal 6pm post don't add these hashtags in when scheduling the post, but we should still be adding this in to the comments shortly after the post has been made.

- For both the 7am and midday post these should also be going into our blog but without the hashtags. For all posts on the blog where they mention the photographer they should link to the original Instagram post. If it makes it easier you could put all products covered in Instagram in the Google sheet mentioned in 2 and add in the link to the original Instagram post so that it is easy to find.

Lachlan and I may add in other posts that we schedule at 7am or midday e.g. posts about breweries etc - if we do you don't need to have a product image that is done for that time slot.

Social Media Posts

With each post on social media we aim to get 100+ likes on Instagram and 20+ likes on Facebook – we have ads that instantly boost once more than 7 likes are hit.

Posts that we know resonate well:

• • Great shot https://www.instagram.com/p/ByCnRUDFpRb/ https://www.instagram.com/p/BxO_qeWllql/

  • Use an interesting beer glass https://www.instagram.com/p/ByWOUdlFtHO/

  • Hazy beer/New England IPA https://www.instagram.com/p/ByHf7ZfFOAt/

  • Sports related https://www.instagram.com/p/BwqoPt1lZOi/ (features the coach who the beer was named after)

  • Band related https://www.instagram.com/p/ByCoJouAC37/

  • Product related https://www.instagram.com/p/ByXF50mA6ZE/

  • Movie related https://www.instagram.com/p/Bx1csR7Aa1u/

  • Sound/look delicious https://www.instagram.com/p/Bymisv3gPjF/

  • Belgium beer https://www.instagram.com/p/BxbSDAvlQtm/

  • Unique https://www.instagram.com/p/ByzatXrApiw/ (18% abv beer) https://www.instagram.com/p/BxpEMfzldwr/

 Some great sources of Instagram images (try to not feature the same account more than a couple of times a week):

• Craft Breweries https://www.instagram.com/beercartel/following/

• Beerthread https://www.instagram.com/beerthread/

• Goodtimescraftbeer https://www.instagram.com/p/BxwlYkYpAzd/

• Therewpig https://www.instagram.com/thebrewpig/

  • Adelaide Craft Beer Reviewer https://www.instagram.com/adelaidecraftbeerreviewer/

  • Qld Adam https://www.instagram.com/qld_adam/

  • Craft Beer Babe https://www.instagram.com/craftbeer.babe/

  • Beerspammer https://www.instagram.com/beerspammer/

  • Forwardhops https://www.instagram.com/forwardhops/

• Sips and Sessions https://www.instagram.com/sipsandsessions/

  • Theyeastygoblin https://www.instagram.com/theyeastygoblin/

  • Beer.fan https://www.instagram.com/beer.fan/

  • Sly Beer https://www.instagram.com/slybeer/

  • The Craftbeer king https://www.instagram.com/the_craftbeerking/

  • Beer.Life.Au https://www.instagram.com/beer.life.au/

  • Froths in Focus https://www.instagram.com/froths_in_focus/

  • Hops & Vines https://www.instagram.com/hops_vines/

How to Download a Tumblr Post and Upload it to the Beer Cartel Blog Manually

Overview of Task - what we are doing

Downloading Tumblr posts and uploading to the Beer Cartel blog.

Purpose of Task - why we are doing it

Helps provide content for the Beer Cartel blog, providing something for people to read, plus assisting with SEO.

Task Outline - the task broken down into steps

1. Go to Beer Cartel's Tumblr Account

2. Click on an image you want to download, right-click on the image and click "save image". Save it to the "Tumblr images" folder.

3. Then log in to BigCommerce.

4. Once logged in, click "Storefront Content", then click "Blog". Then select "New Blog Post".

5. Copy the title used in the Tumblr post and paste it to the Title of the blog e.g. Nomad Granite Pale Ale

6. Copy the information from the Tumblr post and paste it into the body of the blog.

7. To add a Summary thumbnail image, click "Choose File" and choose the same Tumblr image you saved earlier.

8. Add the same image in the body of the blog by clicking "Insert Image", choose the same image from the Tumblr image folder, then click "Insert".

9. In the meta description, add the title of the blog and the first sentence of the body/information (e.g. Sailors Grave Down She Gose. An heirloom style of beer, the Gose (pronounced Go-zuh) has a history stretching back 100 years to the town of Goslar in Germany.)

10. To check blog posts, go to http://www.beercartel.com.au/blog/. It should be the most recent blog created.

Adding Beer Club Beers to Website.webm

Video: https://drive.google.com/file/d/0B--dQ7LyDmcvaDVzc2hZREtDV0E/view

1. Go to Beer Club page of the Beer Cartel website: http://www.beercartel.com.au/beer-club/

2. Below click “View Previous Beer Club Packs”

3. List all the beers that have been listed over time

4. Go to the excel template.

5. Fill out the details in the Excel sheet based on the website

6. Start with January Beer Booklet

7. Under image, just copy and paste from the website the image of the beer and remove “?c=2” at the end of the link

8. Fill out the other details for the rest of the beers featured in the beer club booklet

Adding Limits for Beers on the website

1. Go to beer cartel website. In the search box, type "Limit" and wait for beers which have limits per person to appear.

2. Log in to Big Commerce. Type the name of the beer on the search box which has limits and find the product you are looking for. Click on the product and go to "Other Details"

3. Under other details, go to Minimum and Maximum purchase. Put the maximum number of purchase in the Maximum Purchase box. For example if it says "Limit 2 Per Person", you put 2 in the box.Then save,

4. Repeat for other beers with limits.

Updating Product Descriptions

Overview of Task - what we are doing

Updating the brewery descriptions on the Beer Cartel website.

Purpose of Task - why we are doing it

Provides updated information about the brewery for customers plus helps from an SEO perspective.

Task Outline - the task broken down into steps

1. Go to Beer Cartel Website's list of breweries and look for the breweries with no descriptions yet.

2. Log in to Big Commerce. 

3. Go to the Beer Brewery Listings for the brewery descriptions. Take note of which country the beers came from.

4. In Big Commerce, go to "Product Categories". Then open up "Beer" and then "Brewery". Then open up the country where the brewery is located.

5. Choose the brewery that you will update and click it. It will lead you to a page where you can edit its description.

6. Copy its description from the Beer Brewery Listing and paste it into the description box.

7. In the Template Layout File, make sure that you choose "category_with_facets.html"

8. In the Search Engine Optimization, make sure that the Page Title, Meta Key Words, Meta Description and Search Keywords are the same as the ones in the brewery listings.

9. You can check how it looks on the Beer Cartel Website's list of breweries.

10. Do the same for other breweries. 

Adding Supplier Details Into The Intranet

Overview of Task - what we are doing

Updating the supplier information on the Beer Cartel intranet.

Purpose of Task - why we are doing it

For us to easily collect and store details of our supplier

1.When suppliers fill out the details, we reserve an email containing the Beer Cartel Suplier Form.

2. Go to the Intranet. Put the name of the brewery in the search bar to know if they are listed.

3. If not listed, go to "Ordering" page and copy the details.

4. Click Create Page. Name the page according to the name of the brewery.

5. Under Select a location, click "Put page under Ordering" and then "Beer Ordering". Then click Create.

6. Then copy the details from the supplier form contained in the email to the brewery page in Intranet. 

7. Click Save. Do the same for other suppliers.

Setting Messages to Complete in Facebook

1. Go to business.facebook.com/BeerCartel

2. Go to inbox.

3. Tick the non-actionable messages to Complete. Leave the actionable ones

4. Do this with Instagram comments as well.

Growlers Social Media Template

Overview of Task - what we are doing

Creating a weekly social media post to let people know what is on tap.

Purpose of Task - why we are doing it

By building awareness we will hopefully draw more people into the store.

Task Outline - the task broken down into steps

To update the growlers social media template: 

• 1. Login to Canva.

  2. Username: [email protected] 

  3. Password: 987Reserve!

  4. Click on Shared With You in the left navigation pane.

  5. Double click on the What's On Tap design.

  6. Amend the beers and prices per the Sydney Store & Growlers page on the Beer Cartel website. 

  7. Click the blue Download button at the top of the page. Ensure PNG is selected. Click the green Download button. Save to Beer Cartel\Products\Growlers\Social Media

  8. Open Hootsuite 

  9. Attach image previously saved

  10. Add in message: 

• 1. Now pouring on Growlers @ Beer Cartel HQ  - Beer excellence from [ADD BREWERS INSTAGRAM SOCIAL MEDIA HASHTAGS]  More info here: https://www.beercartel.com.au/sydney-craft-beer-store-growlers/ 

  2. e.g. Now pouring on Growlers @ Beer Cartel HQ beer excellence from Yulli's Brews , Modus Operandi Brewing Co. , Ekim Brewing Co , Omnipollo   

  3. More info here: https://www.beercartel.com.au/sydney-craft-beer-store-growlers/

1. Select normal social media accounts; Facebook, Instagram, Google, LinkedIn, Craft Beer Insiders

2. Schedule for Thursday @ 4PM

Adding New Images to the Website

Overview of Task - what we are doing

Creating images for new products in the website

Purpose of Task - why we are doing it

Images help sell products. Without images people won't buy the products we have.

Task Outline - the task broken down into steps

1. Log in to Big Commerce.

2. Click Products > View > Choose Custom Views > Click Sort by ID Descending.

3. Individually open the new products in new tabs.

4. Go to the descriptions and check for any strange characters - particularly boxes that look like this -> □

5. Copy the name of the product from the product name (CTRL + C). Then go to Images & Video tab and click Select images from your computer.

6. Go to Google Drive Files Stream > Team Drives > Beer Cartel > Website > Images > New Beer Images > Newly Completed. (Tip: Add the Newly Completed Folder in Quick Access to easily access the folder from time to time)

7. In the Newly Completed folder, look for the product you want. Click on the image name once to edit the name. Paste the name of the product you copied (CTRL + V). 

8. Click the selected image to open. 

9. Paste the name of the product into the description box. Then click Save & Close.

10. Do the same for the other products.

11. Check if the image has been added to the website by clicking Sort by ID Descending.

Adding Pricing for New Products on the Website

Overview of Task - what we are doing

Adding pricing for 4/6 packs and cases plus linking to Untappd.

Purpose of Task - why we are doing it

When buying beer consumers want to be rewarded for buying in larger volumes e.g. 4/6 pack or in case - this allows us to offer discounted pricing.

Task Outline - the task broken down into steps

1. Log in to Big Commerce.

2. Click  Apps > Custom Controls

3. Right click and open Sync Categories and Sync Products as new tabs. When you see "Category Syncing Successful" and "Product Syncing Successful" close the tabs.

4. Click Beer and Glassware Packagings. Expand to "Show 50 Results".

5. Check if all info of the products is there. Right-click each product to a new tab. 

6. Find the info of each new product in the new product excel template. Copy the missing info (e.g. Untappd ID, Single Selling Price, Number of Single Units in a Pack, Pack Price, Number of Single Units in a Case, Case Price) 

7. Copy & paste the Untappd ID, make sure that when it loads, the same beer name and brewery of the product appears.

8. Click Save and recheck if all info is correct. Do the same for other products.

Updating Blog Posts in Shopify

Overview of Task - what we are doing

Import Brewquets Instagram posts to Shopify account

Task Outline - the task broken down into steps

1. Log in to Brewquets Instagram

2. Go to the first post. Make sure that the Shopify posts should have the same date with that of the Instagram account

3. Log in to Shopify

4. Click Online Store. Then go to Blog Posts 

5. Change the heading to shorter or smaller versions. Just take the first sentence.

6. Set the specific publish date the same as the one in instagram

7. Click Save.

8. Do the same for other posts. 

Organising Image Files

Overview of Task - what we are doing

Merge any images and a newly completed file

Purpose of Task - why we are doing it

Task Outline - the task broken down into steps

1. Go to the Newly Completed Images in the Google Drive File Stream.

2. Open To File folder

3. Copy one of the images (CTRL + X) and paste it in one of the folders under Images depending on it's initials. So ifs name starts with "A" place it in the A Folder. 

4. When pasting and it says the images are one and the same thing, just click both images and then continue

5. Do the same for the other images. 

How to Download a Private Video in Facebook

1. Go to http://getfbstuff.com/facebook-private-video-downloader

2. Right click on facebook video, and open it in new tab 

3. In the URL box, replace 'www' by 'm' from the facebook video URL. 

4. For eg. if URL is 'https://www.facebook.com/xxx/videos/212506', after you replace 'www' by 'm', it will look something like 'https://m.facebook.com/xxx/videos/212506/' and hit enter. 

5. Press "CTRL+U" or "⌘+Option+U" (if using Mac OS X)to view page source. 

6. Press "CTRL+A" or "⌘+A" to select all and "CTRL+C" or "⌘+Option+C" to copy page source.

7. Press "CTRL+V" or "⌘+V" to paste the page source in in the text box of the website.

8. Click Download. 

Recording Australian Craft Beer Survey Supporters

1. Go to the Australian Craft Beer Survey Facebook Post.

2. Click the number of shares.

3. Take note of the names of the organisations, and brewers which have shared the post. Don't worry about individual people who shared the post.

4. Find them either in the "past supporters" sheet or in the "breweries (didn't support in 2017)" sheet in the Craft Beer Survey 2018 Excel sheet. 

5. Mark "Yes" under the promoted the survey in 2018 column.

6. If they are not found in both sheets, type them in the "Other supporters" sheet. Then mark, "Yes" under the the promoted survey in 2018 column.

Taking Products off Special on the Website

VIDEO: Taking Products off Special on the Website Video

1. Go to Specials page of Beer Cartel Website. Look for "No Stock" beers. They must be removed in the Specials List immediately.

2. Log in to BigCommerce

3. Enter into the search box the product name which has no stock.

4. Once product has been found, click it. 

5. Click More Pricing then Copy and Remove the Retail Price and overwrite it to the Price.

6. Under Categories untick “Specials” - can be found by scrolling to bottom, or by doing Cntrl+F and searching for specials.

7. Go to the description box and delete “NOTE: beer is close to or past marked date”

8. Click Save

9. Go to Apps > Custom Controls. Then go to “Beer and Glassware Packagings”. 

10. Under filter search box, enter the same product name. Click on the button.

11. Copy and Remove the Retail Pack Price and overwrite it to the Pack Price. 

12. Copy and Remove the Retail Case Price and overwrite it to Case Price. 

13. Click Save.

14. Refresh the Specials page to check if the beer has been removed.

Updating Brewquets Account in Xero

Tutorial Video

1. Log in to Xero

2. Click Account. Then Bank Accounts.

3. Look for Brewquets Paypal. Then, click Reconcile.

4. On the 2nd column, type in Brewquets in the Name of the Contact.

5. Under choose the account, click 4400-Brewquet-Shopify. 

6. Click "Ok" to reconcile.

7. Do the same for the other items.

Creating Instagram Stories:

1. Log in to Canva

2. Use the template for Beer Cartel Instagram Stories

3. Copy and Paste the Beer Name of the New Beer

4. Use the Beer image used in the social media post and upload it in Canva

5. Credit the owner of the photo

6. Download the PNG image

7. Save it in the Instagram Story folder of the Google Drive File Stream (Team Drive > Beer Cartel > Marketing > Social Media > Instagram > Stories)

8. File name should be "Instagram Story - name of beer"

9. Then it should be ready to be uploaded to Instagram

Creating Weekly Video for New Beers

1. Log in to Content Samurai

2. Click create a new video using the social media template

3. Upload the new beer images

4. At the first slide put the text "New Beers This Week @ Beer Cartel"

5. Put in the images of the new beers according to the order they appear  during the week (e.g. Monday post - First beer)

6. Put in the names of the beers

7. Put in any appropriate background music

8. Make sure that they have transition styles

9. After the last image, put the text: "Available online & in store"

10. At the end of the video, put the short video clip of the Beer Cartel logo 

11. Click Generate Video. Then Download

12. Log in to Hootsuite.

13. Attach the video and the caption should be: 

This week's latest beers available online & in store @ Beer Cartel 😋🍻 Check them out here ❱❱ http://bit.ly/BCNEWBEERS 

Photo Credits: [insert names of the owners of the photos used]

14. Click Send now or Schedule

Scheduling Top 10 Beer Countdown for Top 50 Beers for Instagram and Facebook

1. Log in to Buffer

2. Click the share button and add image

3. Go to Beer Cartel >  Marketing > Lead Magnet > Top 50 Beers > 2019 > Images > Top 10 Beers > Top 10

4. Add in the image for the number you're doing e.g. number 10, and copy and paste the following: NUMBER 10 in Australia's Ultimate Top 50 Beers for 2019: Young Henrys Newtowner 🍻. Update the heading with the correct number  and beer name.

5. Go to Beer Cartel >  Marketing > Lead Magnet > Top 50 Beers > 2019 > Images > Top 10 Beers > Top 10 > Ebook

6. Open the 2019 Ultimate Top 50 Beers ebook and go to No. 9 Beer

7. Copy the beer's description and paste in Buffer.

8. Add in "Available in store & online" and the link of the product to the Beer Cartel website

9. Copy and paste "To view last year's Top 50 (2018) head here:" and add in the link: https://www.beercartel.com.au/blog/australias-best-beers-the-ultimate-top-50-beer-list-2018/

10. Tag in the brewery name and add in the hashtags #Top5 #AustraliasTop50Beers

11. Put Beer Cartel in the Add Location

12. Select the other two social media accounts

13. Add in the following hashtags used in Instagram in the "include comment with this post": #craftbeercommunity #hops #craftbeerlovers #beernerd #beerporn #drinkcraft #craftbeerculture #craftbeernotcrapbeer #drinkcraftbeer #craftbeeraddict #beertime #beer #beerpics #beergeek #beersofinstagram #craftbeerjunkie #craftbeerlove #drinklocal #craftbeergeek #cerveza #ilovebeer #craftbeernerd #craftbeerstagram #beers #craftnotcrap #brewery #beerme #beergasm #craftbeerdrinker #craftbeerporn 

14. Delete the last 4 hashtags added in as Instagram rejects the comment with too many hashtags otherwise.

15. Schedule at 6PM daily until the countdown is completed.

16. Do the same for the other top 10 beers

Adding Instagram Images to the Website using Snappt

 1. Log in to snapppt.com

2. Go to Edit Feed 

3. Click Instagram Feed

4. Go to Beer Cartel Website and search for the product posted on Instagram

5. Copy and Paste the URL of the product into Snappt.

6. Click Save. 

7. Click Add.

8. Do the same for the other images.

9. Update on a weekly basis.

Updating Untappd with Current In Stock Beers 

1. Log in to Big Commerce

2. Go to Products > Export

3. Choose Untappd Template

4. Click Continue. Then Download File.

5. Save file to Google Drive under Beer Cartel > Website > Online Stock Update > 2021 > Make a new folder for its current date

6. Open the saved file. Click the columns and click "filter". Sort from Largest to Smallest.

7. Delete all products with '0' Stock

8. Delete the Code and Stock Columns. Click Save.

9. Log in to Untappd > Beers Available in Store & Online > Bulk Upload  

10. Upload the saved csv file. Select Beers Available in Store & Online in the menu

11. In the text box, write: "Please overwrite existing list. Thanks" 

12. Click Send

Creating Advent Daily Emails

1. Log in to Mailchimp

2. Go to Campaigns and choose Advent Calendar Daily Subscribers

3. Go to Advent Calendar Day 3 Tasting Notes and click replicate

4. On the replicated copy, edit the day in the title and subject.

5. Go to content, edit design. Replace the image with the responding day. Save the main image to 600 x 600

6. Go to Christmas > Christmas 2019 > Marketing > Advent Social Posts. Open 2019 Advent Tasting Notes.

7. Copy the responding information of the particular day.

and paste in the content. Then click Save and Close.

8. Do this every day until day 24.

Creating Advent Calendar Social Posts

1. Go to advent tasting notes.

2. Copy in: Beer Cartel Advent Calendar Day [NUMBER]: 

3. Copy the information and paste it in Buffer.

4. Below put:

Photo by: @Blue Doors Studio (for Facebook) and @BlueDoor (for Instagram) #beercartelxmas @brewery

5. Attach the image for the responding day. The image is located in Christmas > Christmas 2019 > Marketing > Advent Social Posts > Brin Images

Using MassFulFill App In Brewquets Shopify Store

1.  Log in to brewquet Australian post online (online.aupost.com.au)

2.  Click search > Search for manifests 

3. Change the created date to today's date

4.  Click Export data

5.  Copy the manifest data and paste into the Brewquet folder (Brewquets > Delivery > Australia Post - BREWQUET > 2019 > month > date of export)

6. Go to Australia Post - BREWQUET and open the Macro excel document

7. Click Browse manifest CSV. Then choose the manifest document you recently copy pasted. Click Open

8. Click process items. 

9. Go back to the Brewquet folder to see the new excel file (BREWQUET_Tracking_date). It shows the order ID, tracking number and URL details.

10. Log in to brewquets.myshopify.com. 

11. Go to Apps. Click MassFulfill

12. Click Fulfill > Fulfill all the items in the order

13. Upload the Brewquet tracking excel file. Click next. It will show you the tracking numbers that needs to be updated.

14. Click Fulfill.

10. If you go to Orders, it will show you the order IDs that has been fulfilled. 

Adding New Beers to Beer Club Subscription Tasting Note

1. Log in to Beer Cartel in Untappd Bottleshop

2. Click on Beer Club Subscriptions

3. Add New Section for the new month (e.g. "February 2020 Beer Club Subscription". Click Create

4. Add in the beers to the new section created

Adding Trivia to Blog

1. Go to https://beercartel.app.do/polls

2. In each trivia, click publich and copy the link to the trivia

3. Paste the link in https://www.beercartel.com.au/manage/content/blog/post/2572 to the trivia name

4. Click Save

5. Check how it appears here: https://www.beercartel.com.au/blog/beer-cartel-craft-beer-trivia/

How to Edit Beer Images Using Quick Select & Mask Tutorial:

A. To delete the background:

1. Click duplicate layer from the background

2. Select the background copy layer

3. Click Selection Tool > Select Subject

3. Click Select and Mask

4. Under the properties, the radius should be 3px and tick the Smart Radius box. Smoothness should be 5px. Click ok

B. To fix the deleted parts:

1. While on the background copy layer, click the polygon selection tool and draw a line on the missing or deleted part

2. Click brush and brush over the missing part.

C. To resize to 400x400

1. Right click on the background copy layer

2. Click Convert to Smart Object

3. Right click and duplicate the layer into its size template (400x400)

Damaged Parcel Process

This section describes the steps on catering damaged enquiries i.e. customer reporting damaged or Australia Post notification regarding damaged parcel and being returned to us.

1. Most importantly, check if the enquiry if it is from Beer Cartel or Brewquets

2. Check all necessary details i.e. Order#, customer name, email, shipping address, items, tracking number, and Aust Post tracking page

3. Write-up on respective Slack urgent channel and tag Conor and Marc for Beer Cartel, Carly(@Brewquets) and Geoff  for Brewquets:

   • Beer Cartel: # beer-cartel-urgent-order-updates

   • Brewquets: # brewquets-urgent-order-updates

4. Format:

   • • Order# (Customer Name) - Description

     • Tracking # / Case #

     • Link to BigCommer or Shopify

     • Link to Reamaze Enquiry

   • Example:

     • 134776 (Cathy) - Damaged (Customer Enquiry / Returned to Sender)

     • Tracking# XT70081199

     • BigCommerce: 134776

     • Enquiry: Reamaze

     • Please send replacement

     • @Conor @Marc

5. Add to Trello Board (https://trello.com/b/yd6QbCv9/australia-post)

   • On column 5 - Awaiting Return of Damaged Parcel / Refused Parcel and/or Delivery Confirmation of Replacement/Redelivery , click Add another card

   • Enter BC (for Beer Cartel) or BQ (for Brewquets) and the Order# / Reference#

     • Copy what you posted from Slack to this card upon edit

     • Hit Save and double check all details and if card is on the right place

• 1. Send an email notification to the customer using the Damaged - Customer Enquiry or Damaged - AustPost Notification canned responses.

     • If the enquiry is an AustPost notifcation, make sure to enter the customer's email address on the recipient section in Reamaze under Reply.

• 
  

Checking Off In Store Picked Up Parcels

1. Open the Updated Orders Excel sheet

2. Go to Beer Cartel > Website > Australian Post Manifest Creator - Beer Cartel > In Store Pickup -Received by Customer Folder

3. Each day there's a new scanned file. Open the newest file.

4. Check the Order #s whether they are already added correctly in the Updated Order sheet

5. If the Order number is not yet in the sheet, add it in and copy the other details

Updating Orders from Hampr

Video 1

Video 2

Video 3

1. Click on view orders

2. Log in to hampr.com.au

3. Go to upcoming orders > pending

4. check if the ordered beer is available on stock. check in the Beer Cartel website

5. Go to Big Commerce > Order > Add Order

6. Search Hampr

7. Select the shown address of Hampr

8. Unclick the "save to custoner's address book." Click Next

9. Under Items, put in the information of the ordered products: name, pack size, product type (beer). Add item

10. Add the total item price. Make sure the info are correct

11. After all products are added in, click new single address > fetch shipping quotes > custom

12. Shipping method: freight. Add the cost (delivery fee)

13. Add any delivery comments in Notes

14. Check if the total price match with that in Hampr.

15. Choose Manual Payment. Click Save

16. Send Order ID to Marc in Slack: "Order # is to go via Sherpa for Wednesday. Thanks"

17. To confirm order, click "Confirm"

18. Add delivery contact number: 0294384180 extn 4

UPDATED VA TASK PROCESSES (2022)

Task 1: Adding Info to New Products in Turntable

Video Part 1

Video Part  2

1. Go to this link: https://app.miniextensions.com/grid-editor/6LFkFl3DHYo6l0VROAbL 

2. The beers with check marks are the ones to be posted in the Beer Cartel website within the week 

3. On the first column, click  (you will find this upon pointing on the number beside the product’s name)

4. Copy and paste the name of the product. Search the name on Google with “untappd” added at the end. (e.g. “The Bruery Terreux Ruekeller Dunkel untappd”). 

5. Copy the Untappd link of the new products and paste in “Untappd URL”

6. Copy the Untappd number found at the end of the URL and paste in “Untappd”

7. In the Untappd link, you will see the other info of the beer which you can add in the Turntable such as the brewery name, country, style, abv and description. If they are not found in the Untappd, you may look into the website of the beer’s brewery.

8. Select the brewery name. The brewery name is usually the first words of the beer name (e.g. “The Bruery” in The Bruery Terreux Ruekeller Dunkel). Refer to the website or the Untappd link to be sure.

9. Select the country of the brewery. For Australian beers, just choose “Australian Indie”

10. Select the beer style

11. For hopping, choose “none” unless the name or the description of the beer indicated “DDH, Nitro, Barrel-Aged or Single Hop” in it

12. For the “Release Type”, choose “Limited Edition Beers”

13. Type the ABV (alcohol content)

14. For ALC, select the ALC strength based on the ABV. Full if it’s 4% and above. Mid if 2.6%-3.9% and Low if 0-2.5%.

15. Just copy the beer description in the Untappd and paste into the “description”. If it’s not in the Untappd, check the beer’s website.

16. Review all the information for typos

17. Do the same for the other new products.

Task 2: Adding Pricing New Products

Video Part 1

Video Part 2

1. Log in to https://apps.beercartel.com.au/app-beer-cartel/application/admin/LoginAdmin/login_screen

2. In the the app, click on “Sync Categories” and “Sync Products”. Wait until the Syncing is successful. 

3. Then click on “Beer and Glassware Packagings” to check the list of new beers

4. Go to this link for the pricing & pack reference: https://app.miniextensions.com/grid-editor/j1rZQgJEJNwbSLFxf3fp

5.  Click on the first column to see an overview of the pricing

6. In the app, right click and open new window on each product

7. Add the pricing on each 

8. Add the Untappd Number

9. Click Save

Task 3: Linking new products in Lightspeed

Video

1. Log in to Lightspeed

2. Click Retail POS Log In

3. In Lightspeed, go to Inventory > Item Search

4. Go to this link for product reference

5. Copy the number under the “Linking Product to search” (ending with “-SNG”). Paste it in the search box. Click on that product

6. Copy the the second number under “Search” )ending with “-BUF”). 

7. In lightspeed, click “Box”. Then paste that number into the item search box

8. Change the number input to “1” or depending on the number to input shown in turntable

9. Tick the box once completed

Task 4: Replying to web reviews

Video 1

Video 2

1. Log in to Big Commerce

2. Click the Notifications button and click the pending product reviews. Also accessible by going to https://www.beercartel.com.au/manage/products/product-reviews 

3. There is no fast way to look at individual reviews. To preview a review click on the cog and select preview. A pop-up of the review will then be shown.

4. Right click on the name of the customer and click “copy email address”

5. Go to your Beer Cartel Email

6. Compose a new message and paste the email address of the customer

7. Paste the following email (or used canned responses):

Hi NAME,

Thanks very much for your review, it is much appreciated!

As a small token of thanks, please find the following voucher code which is valid for $5 off a purchase made online in the next 3 months: CODE

Prost!

Kind regards,

Zab

If they have written 5+ reviews change wording to say:

Hi NAME,

Thanks very much for your reviews, it is much appreciated!

As a small token of thanks, please find the following voucher code which is valid for $10 off purchases made online in the next 3 months: CODE

Prost!

Kind regards,

Zab

8. Update their name from the sales email.

9. Click on the following coupon code sheet. Go to the appropriate sheet i.e. $5 if <5 reviews, $10 if 5+ reviews. Paste in their email address in the first free cell and copy the coupon code next to their email.

10. Send email

11. Update all reviews written by reviewer to Approved on Bigcommerce

12. Process complete

Task 5: Updating Untappd with Current In Stock Beers

Video

1. Log in to Big Commerce

2. Go to Products > Export

3. Choose Untappd Template

4. Click Continue. Then Download File.

5. Save file to Google Drive under Beer Cartel > Website > Online Stock Update > 2021 > Make a new folder for its current date

6. Open the saved file. Click the columns and click "filter". Sort from Largest to Smallest.

7. Delete all products with '0' Stock

8. Delete the Code and Stock Columns. Click Save.

9. Log in to Untappd > Beers Available in Store & Online > Bulk Upload 

10. Upload the saved csv file. Select Beers Available in Store & Online in the menu

11. In the text box, write: "Please overwrite existing list. Thanks"

12. Click Send

Task 6: Update Sydney Store Page with list of new products - Weekly

Video

1. Open this document

2. Go to your email search and type “Lightspeed Analytics”

3. Open the Lightspeed purchase order file by clicking “Edit with Google Sheets”

4. Copy all beers under “Item Categories”

5. Paste into the In Store & Growlers Page Update Google Sheet according to day and date in this format: Day Date Month (e.g. Monday 3rd October)

6. If it shows that the product is new in the item category, add “ - NEW!” in boldface beside the beer’s name (e.g. Mountain Culture American Pale Ale - NEW!)

7. Do the same for the other Lightspeed Purchase Orders until you completely list them in the file

8. Log in to Big Commerce.

9. Go to Store Front. Then, click "Web Pages"

10. Find the page name: "Sydney Craft Beer Store"

11. Under action, click Edit.

12. Click on the Toggle Full Screen Mode (blue square) under the Page Content Tools to enlarge the screen and to easily edit the list.

13. Copy the list from the Google document then paste it on the page content.

14. Make sure to bold the dates, headings, and NEW!

15. When you are done editing the list, click the Toggle Full Screen Mode again.

16. Click "Save & Exit"

17. Refresh the page to check if it was already updated.

Troubleshooting:

If after refreshing the page it doesn't list the next beers on tap the code needs to be re-added in. Click the “HTML” button and copy and  paste the code below. Then click Save & Exit:

<h1>Sydney's #1 Beer Store</h1>

<p>&nbsp;<img class="__mce_add_custom__" title="Beer Cartel Sydney Craft Beer Store" src="https://cdn11.bigcommerce.com/s-4dsnxp/product_images/uploaded_images/sydney-store.jpg" alt="Beer Cartel Sydney Craft Beer Store" width="1200" height="675" /></p>

<div class="inner">

<p><span>Our Sydney store&nbsp;has been based in the industrial part of Artarmon since 2009 and is a short 200m walk from Bunnings and Home HQ. As well as offering fantastic&nbsp;customer service, our knowledgeable beer cicerone trained staff are more than happy to assist in recommending your next beer to try.</span></p>

<p>The store stocks the full range of <strong><a href="https://www.beercartel.com.au/beer/">1,000+ beers</a>, <a href="https://www.beercartel.com.au/glassware/">glassware </a></strong>and&nbsp;<a href="https://www.beercartel.com.au/gifts/"><strong>gifts</strong></a> listed on the Beer Cartel website.&nbsp;In addition&nbsp;<strong><a href="https://www.beercartel.com.au/click-collect/">Click &amp; Collect</a></strong>&nbsp;is available with a 3 hour turn around.</p>

<p><strong>Location:</strong>&nbsp;<span style="text-decoration: underline;"><a href="https://www.google.com.au/maps/place/Beer+Cartel/@-33.8166315,151.1807655,15z/data=!4m5!3m4!1s0x6b12af2760fb3835:0xb2bca3ce73b6821a!8m2!3d-33.815608!4d151.18678">9/87 Reserve Road, Artarmon</a></span>&nbsp;(Entry is via side ramp on Taylor Lane directly opposite Victoria's Basement.)&nbsp;</p>

<p><strong>Store Hours:&nbsp;</strong></p>

<p>Tuesday - Friday 12pm-6pm</p>

<p>Saturday 10am - 5pm.</p>

</div>

<p class="get-direction">Come visit!&nbsp;<a href="https://www.google.com.au/maps/place/Beer+Cartel/@-33.8166315,151.1807655,15.21z/data=!4m2!3m1!1s0x6b12af2760fb3835:0xb2bca3ce73b6821a" target="_blank">Get Directions</a>&nbsp;</p>

<div class="main Pouring-growlers-container">

<div class="inner">

<p>&nbsp;</p>

<h1>New Beers In Our Sydney Store</h1>

<div class="main next-on-tap">

<div class="next-tap">

<div class="main Pouring-growlers-container">

<div class="inner"><!--Untappd-->

<div id="menu-container">&nbsp;</div>

<script type="text/javascript">// <![CDATA[

!function(e,n){var t=document.createElement("script"),a=document.getElementsByTagName("script")[0];t.async=1,a.parentNode.insertBefore(t,a),t.onload=t.onreadystatechange=function(e,a){(a||!t.readyState||/loaded|complete/.test(t.readyState))&&(t.onload=t.onreadystatechange=null,t=void 0,a||n&&n())},t.src=e}("https://embed-menu-preloader.untappdapi.com/embed-menu-preloader.min.js",function(){PreloadEmbedMenu("menu-container",26987,103574)});

// ]]></script>

<!--Untappd-->

<p>&nbsp;</p>

<h3><span style="font-size: 1.17em;">Latest Beers In-Store &amp; Fresh Stock:</span></h3>

<p><strong>(To purchase any new beers online head to&nbsp;<a href="https://www.beercartel.com.au/beer/?action=latestArrival">Latest Arrivals</a>)</strong></p>

<p>&nbsp;</p>