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Across all your clients
What this service is and what we're delivering
The Social Media SOP defines how SociaLight Media delivers social media management from the moment a creator is assigned through ongoing monthly execution. It covers every role, every phase, and every operational standard the team needs to run client accounts consistently and at a high level.
Who's on the team and what each person owns
Implements and manages the strategy day-to-day. Owns content scheduling, client communication, HeyOrca drafting, monthly archiving, and keeping execution aligned with the Strategist's direction.
Builds, refines, and evolves the overall strategy. Defines audience, goals, tone, campaigns, and KPIs. Conducts monthly competitor research and trend analysis. Holds a monthly alignment call with the SMM.
Leads content shoots and planning meetings. Captures high-quality video and photo assets that translate the approved strategy, messaging, and brand tone into engaging visual content.
Designs visual assets that support the strategy. Translates content direction and messaging into cohesive, on-brand graphics for social media platforms.
The onboarding sequence from assignment to execution
Recurring responsibilities from Week 5 forward
Content shoot standards and approval workflow
Held before each content shoot with the Client, SMM, and Content Creator. SMM and Content Creator align internally 15–30 minutes before the client joins. Default by package: Monthly Essentials gets 1 prep meeting + 1 shoot; Accelerated Growth gets 2 of each.
Content Creator sends a brief confirmation email to the client the day before each shoot.
SMM drafts all posts in HeyOrca once content is captured. Each draft includes captions, selected visuals, and a scheduled draft post. Graphic Designer is tagged directly for carousels and story graphics. HeyOrca is the only place draft content lives until approved.
All content is shared with the client in HeyOrca. Feedback and approvals happen directly there. Content is posted only after client approval — no exceptions.
Once approved, content is scheduled and published by the SMM per the agreed content plan. All final approved content is archived in the client's Dropbox folder monthly — ensuring a complete content record, easy reference, and ongoing portfolio building.
What we use and how to get access
How to communicate, when to respond, and when to escalate
All client communication must take place through your designated SociaLight Media email address. Personal email, personal phone numbers, and direct social platform messages are not to be used for client correspondence.
Respond to all client messages within 48 hours. This keeps projects on track and reflects SLM's standard of professionalism. If you anticipate a delay, notify Kayla in advance so coverage can be arranged.
When communicating with clients you are representing SociaLight Media. Keep all correspondence professional, warm, and solutions-oriented. Do not make commitments on behalf of the agency that fall outside your defined scope of work.
If a client raises a concern, complaint, or request that falls outside your role — or if you are ever unsure how to handle a situation — do not attempt to resolve it independently. Escalate promptly.
Downloads and reference documents
What this service is and what we're delivering
The Web Development SOP defines how SociaLight Media delivers website builds from initial kickoff through final handover. This is a project-based engagement — approximately 15–20 weeks from start to finish — and each creator role has a defined phase of ownership. The UX Specialist leads from strategy through client presentation, the Copywriter owns content, the Web Developer owns the build, and the SEO Specialist supports throughout and finalizes at launch.
What's included in a standard website build
Unless otherwise specified, all standard website builds include the following pages:
Who's on the team and what each person owns
Leads the user experience and structural planning. Acts as the client advocate throughout, translating goals and vision into clear site structure, flow, and layout. Ensures all design and content decisions align with the brand and business objectives.
Builds and implements the website based on the approved wireframe and copy. Ensures functional accuracy, responsiveness, and a smooth user experience across devices and browsers.
Translates the approved wireframe and strategy into clear, conversion-focused website copy aligned with the client's brand and goals.
Optimizes the completed website for search visibility, implementing technical and on-page SEO best practices to improve performance, indexing, and long-term organic growth.
Week-by-week from assignment to handover
Once ownership is transferred, your active responsibility on this project is complete. There is no ongoing retainer obligation unless a separate agreement has been made.
If the client reaches out after handover with questions, minor clarifications can be handled via your SLM email. Any request involving additional work, site changes, or troubleshooting beyond what was delivered should be flagged to Kayla immediately — do not commit to additional scope independently.
What we use and how to get access
Domain management, Figma handoff, and cross-service coordination
Domain and hosting management is addressed toward the end of the project once the build is complete. Because setups vary from client to client, the exact steps are handled case-by-case. We do not request login credentials — the client invites our team to their domain or hosting dashboard. We complete the required tasks and they may remove access once setup is complete.
How to communicate, when to respond, and when to escalate
All client communication must take place through your designated SociaLight Media email address. Personal email, personal phone numbers, and direct social platform messages are not to be used.
Respond to all client messages within 48 hours. If you anticipate a delay, notify Kayla in advance so coverage can be arranged.
When communicating with clients you are representing SociaLight Media. Keep all correspondence professional, warm, and solutions-oriented. Do not make commitments on behalf of the agency that fall outside your defined scope of work.
If a client raises a concern, complaint, or request that falls outside your role — or if you are ever unsure how to handle a situation — bring it to Kayla first. She will loop in Danielle or escalate further as needed.
What this service is and how it works
Web Updates and Enhancements covers improvement work on an existing client website. This is different from a new website build. The scope, team, and timeline vary by project — it could be one specialist or several, and the work could be minor or substantial.
What every creator is responsible for at minimum
Every creator engaged in this project has two consistent deliverables regardless of scope. Everything beyond these depends on what the client approves.
There are no fixed deliverables beyond the review and one-pager until the client confirms what work they actually want done.
Confirmed scope determines who is brought in
Confirmed scope determines who is brought in. Each role is engaged on a need basis — this is determined by Danielle's discovery call with the client and by what each creator finds during their own site review. Your review may reveal there's not much to do in your area, and that's a valid outcome.
Reviews the site from a user experience and structural perspective. If engaged for the active work phase, begins first and provides direction to the copywriter and web developer to ensure everything stays structurally aligned. Acts as the technical thread of continuity across the team.
Handles all technical implementation based on direction from the UX Specialist. Works on layout updates, new sections, integrations, responsiveness, and platform-level changes.
Writes or updates website copy based on section-by-section notes from the UX Specialist. Delivers all copy in Google Docs before anything goes live on the site.
Audits and improves the site's search performance. Works in coordination with the web developer and copywriter through the UX Specialist.
How the engagement runs from discovery to close
Select your role to see your actions:
What we use and how to get access
How to communicate, when to respond, and when to escalate
All client communication must take place through your designated SociaLight Media email address. Personal email, personal phone numbers, and direct social messaging are not to be used.
Respond to all internal communications within one business day. If you anticipate a delay, notify Danielle in advance.
Danielle owns the client relationship on this engagement. Creators do not communicate directly with the client unless it is specifically coordinated through Danielle.
If anything comes up that is outside your scope, unclear, or requires a client-facing decision, bring it to Danielle directly.
The foundation behind every design decision
Exact dimensions for every content type
Square: 1080 × 1080px
Portrait: 1080 × 1350px
Text: under 20% of image area
Export: PNG for highest quality
1080 × 1080px or 1080 × 1350px per slide
First slide: bold headline or question
Consistent fonts, colors, spacing throughout
Final slide: clear CTA
1080 × 1920px
Large, bold text for readability
Leave space top and bottom for Instagram UI
Keep text centered to avoid cutoff
1080 × 1920px
Center title in middle 1080 × 1350px area for grid visibility
Avoid text in the bottom third
Branding: subtle but present
1200 × 630px
Mix of educational, promotional, and engaging formats
2–3 hashtags per post
Location tags when relevant
From brief to final delivery
Review the content calendar and strategy for themes, goals, and context. Confirm visual guidelines. Gather all assets: images, text, branding elements, any client-provided files.
Draft the design in Canva or Adobe tools. Keep drafts organized by project and date in the designated client folder. Ensure alignment with brand guidelines and content strategy.
Share the draft for team feedback via the approved channel. Revise based on feedback. Double-check spelling, alignment, and brand consistency before moving forward.
Send the final design to the client for review. Make revisions based on their feedback. Do not publish without approval.
Export in the correct format for the platform. Save versions with and without text overlays. Upload final files to the client Dropbox folder. File naming: ClientName_PostType_Date.
How to set up and work efficiently in Canva
Layout, typography, color, and imagery standards
Follow the rule of thirds for visual balance. Align elements properly. Use hierarchy to guide the eye: headline first, supporting content next. Maintain adequate white space.
Use contrast effectively: dark text on light backgrounds. Keep text concise. Avoid decorative fonts for body text. Stick to 1–2 fonts per design unless brand guidelines specify otherwise.
Follow the 60-30-10 rule: 60% primary, 30% secondary, 10% accent. Maintain consistent tones across all designs for the same client. Use contrast to highlight the most important elements.
Use high-quality images only — never pixelated assets. Ensure images are on-brand and resonate with the target audience. Edit for color vibrancy and consistency with the brand's visual tone.
Run through this before delivering any design
What this service is and how it works
The Email Marketing SOP defines how SociaLight Media's Email Marketing Specialists operate from assignment through ongoing campaign execution. This is a retainer-style engagement with two components: a one-time setup phase covering platform configuration, audience segmentation, and strategy development, and an ongoing campaign creation phase where the specialist executes campaigns on an agreed cadence. The specialist works directly with the client throughout the engagement, with all work coordinated through SociaLight Media.
What's included in this engagement
Who's involved and what they own
Owns the full email marketing engagement. Responsible for platform setup, audience segmentation, strategy development, campaign copywriting, formatting, scheduling, and monthly reporting. Works directly with the client from onboarding through ongoing execution. All deliverables are coordinated through SociaLight Media.
From assignment through ongoing execution
Summary of campaigns sent that month
Key performance highlights: open rates, click rates, and any notable results
Planned campaigns for the following month based on the agreed cadence
A booking link for an optional strategy call — if the client wants to adjust direction, revisit strategy, or discuss new campaigns, they can book here. Otherwise, you continue executing the agreed plan.
Quality and compliance requirements for every deliverable
What we use and how to get access
How to communicate, when to respond, and when to escalate
All client communication must take place through your designated SociaLight Media email address. Personal email, personal phone numbers, and direct social platform messages are not to be used.
Respond to all client messages within one business day. If you anticipate a delay, notify Kayla in advance so coverage can be arranged.
When communicating with clients you are representing SociaLight Media. Keep all correspondence professional, warm, and solutions-oriented. Do not make commitments on behalf of the agency that fall outside your defined scope of work.
If a client raises a concern, complaint, or request that falls outside your role — or if you are ever unsure how to handle a situation — bring it to Kayla first. She will loop in Danielle or escalate further as needed.
What this service is and how it works
The Paid Ads SOP defines how SociaLight Media's Paid Ads Specialists manage digital advertising campaigns from initial account setup through ongoing monthly optimization. This is a retainer-based engagement covering the full paid media lifecycle: account audit, strategy development, campaign creation, ongoing performance management, and monthly reporting. Specialists work directly with the client throughout the engagement, with all work coordinated through SociaLight Media.
What's included in this engagement
Platform-specific responsibilities and scope limits
Manages the full Google Ads account including Search, Display, Performance Max, or other campaign types as confirmed at project start. Responsible for account setup or audit, strategy, campaign creation, ongoing optimization, and monthly reporting.
Manages Meta Ads across Facebook and Instagram. Responsible for Business Manager setup or audit, asset verification, strategy, campaign creation (up to 3 campaigns), ongoing optimization, and monthly reporting.
From assignment through ongoing monthly management
Key metrics: impressions, clicks, CTR, cost per click or result, conversions, cost per conversion, ROAS where applicable
Budget pacing and spend summary
Notable optimizations made during the month
Strategic recommendations for the following month
Quality and compliance requirements for every engagement
What we use and how to get access
How to communicate, when to respond, and when to escalate
All client communication must take place through your designated SociaLight Media email address. Personal email, personal phone numbers, and direct social platform messages are not to be used.
Respond to all client and SociaLight Media communications within one business day during active campaign periods.
Keep all correspondence professional, warm, and solutions-oriented. Do not discuss ad spend changes, budget adjustments, or campaign restructuring with the client without first confirming with SociaLight Media. Do not make commitments outside your defined scope of work.
If a client raises a concern, complaint, or request outside your role — or if any significant account issue arises — bring it to Kayla first. She will loop in Danielle or escalate further as needed.
Profile setup and content optimization
Keep the username simple, brand-consistent, and easy to remember. Use a high-resolution logo or professional headshot that clearly represents the brand.
Use Linktree or similar for multiple links. Story Highlights should have branded covers and clear categories: Services, Testimonials, FAQs, Behind-the-Scenes, Events.
"I help women like you become confident through healthy eating habits"
▪ Confidence starts with healthy eating
▪ My simple 3-step program for women
▪ A healthy body is a beautiful body
▪ DM me "thrive" to get started
Page setup and community engagement
Personal and business page optimization
Channel setup and Shorts optimization
Keeping profiles current and performing
What this service is and how it works
The Photography SOP defines how SociaLight Media photographers operate from assignment through final photo delivery. Photography engagements vary in type and scope — the specific package, deliverables, and delivery timeline are outlined in the client contract and visible in the Creator Portal. This SOP covers the process: how to prepare, how to show up, how to run the shoot, and how to deliver the final product.
Who's involved and what they own
Responsible for the full shoot experience from kickoff call through final delivery. Owns client communication during the shoot phase, manages shoot day logistics, and uploads all final edited photos to the designated client Dropbox folder.
From assignment through final delivery
What we use and how to get access
How we show up — every shoot, every client
Dress in all black. This is SLM's standard for photographers on set.
Be warm, professional, and client-facing at all times. You are representing SociaLight Media throughout the session.
Keep your phone on silent during the shoot unless actively using it for the job.
Communicate clearly if anything needs to be adjusted on the fly. The client should never feel left out of decisions that affect their shoot.
How to communicate, when to respond, and when to escalate
All client communication must take place through your designated SociaLight Media email address. Personal email, personal phone numbers, and direct social platform messages are not to be used.
Respond to all client messages within 48 hours. If you anticipate a delay, notify Kayla in advance so coverage can be arranged.
When communicating with clients you are representing SociaLight Media. Keep all correspondence professional, warm, and solutions-oriented. Do not make commitments on behalf of the agency that fall outside your defined scope of work.
If a client raises a concern, complaint, or request that falls outside your role — or if you are ever unsure how to handle a situation — bring it to Kayla first. She will loop in Danielle or escalate further as needed.
What this service is and what we're delivering
The Branding SOP defines how SociaLight Media delivers brand strategy and visual identity from the initial discovery call through the final brand presentation. This is a project-based engagement — approximately 9 to 11 weeks — led by the Brand Strategist with the Brand Designer joining from Week 7 onward. The process is built around a series of focused strategy calls that build the brand layer by layer, culminating in a complete brand foundation the client can use across every touchpoint.
Potential deliverables included in a branding package
The following deliverables may be included in a branding package. The specific scope is confirmed during the discovery call and outlined in the client's contract.
Who's on the team and what each person owns
Leads the development of the brand's strategic foundation. Defines purpose, audience, positioning, messaging, and differentiation. Translates insights into clear direction for design and implementation. Owns the client relationship throughout the strategy phase.
Develops the brand's visual identity based on the approved strategy. Creates cohesive guidelines, assets, and mockups that ensure consistent application across all platforms and touchpoints. Joins the project from Week 7 onward.
Week-by-week from discovery through final presentation
The Brand Strategist uploads the brand strategy document to the client Notion dashboard for the Brand Designer's review. This is the first formal handoff between Strategist and Designer. Active communication between both roles is required from this point forward. The Brand Strategist also shares working design files (e.g., Adobe) to enable parallel collaboration.
Once the final deck is delivered and archived, your active responsibility on this project is complete. There is no ongoing retainer obligation unless a separate agreement has been made.
If the client has additional services such as Web Development, the transition happens immediately following the final presentation. Refer to the Cross-Deliverable Handoff section in Resources for the full process.
If the client reaches out after project close with questions, minor clarifications can be handled via your SLM email. Any request involving additional work or new deliverables should be flagged to Kayla immediately.
What we use and how to get access
Cross-service coordination and handoff process
The UX Specialist joins the meeting live. There is no gap and no restart between services.
How to communicate, when to respond, and when to escalate
All client communication must take place through your designated SociaLight Media email address. Personal email, personal phone numbers, and direct social platform messages are not to be used.
Respond to all client messages within 48 hours. If you anticipate a delay, notify Kayla in advance so coverage can be arranged.
When communicating with clients you are representing SociaLight Media. Keep all correspondence professional, warm, and solutions-oriented. Do not make commitments on behalf of the agency that fall outside your defined scope of work.
If a client raises a concern, complaint, or request that falls outside your role — or if you are ever unsure how to handle a situation — bring it to Kayla first. She will loop in Danielle or escalate further as needed.