Team playbook

Roles and sites

Invite people in Settings → Team. Give Editor to people who do the daily work (tasks, drafts, approving and publishing). Give Admin to people who also add sites, connect WordPress and Google, and manage reports and share links. Viewers can only look.

Every team member sees every site, so decide who looks after which site and keep that list yourself. Each person approves and publishes only on their own sites. Switch sites with the site name at the top of the left menu; All sites shows every site at once.

Set up a new site (once, about an hour)

Do these in order. The brand profile matters most: every article, page, fix and review reply is written from it, so if it is wrong, every draft is wrong.

• Add the site: All sites → Add a site. Check what Gralus found on the home page, correct anything wrong, then “Looks right, continue”.
• Brand profile: what the business does, its services, the areas it serves, tone of voice, words to avoid, and the button text and link. Also fill in where you want to rank and, if it fits, the industries served. Take every fact from the client's website or the client.
• Competitor list: 3 to 5 businesses customers choose instead. “Suggest competitors” helps, but check each one.
• Keywords: 15 to 30 searches people type into Google, with the city for a local business (“boiler repair leeds”). Questions: 5 to 10 things people ask AI assistants (“Who is the best plumber in Leeds for boiler repairs?”). Your plan's limits are shared by all sites, so skip searches nobody makes.
• WordPress: click Connect WordPress. The site's WordPress opens in a new tab; log in and click Approve, then come back. If the connection fails, use the plugin and a connection code instead (see “The WordPress plugin”).
• Search Console and Analytics: connect them with a Google account that has access to the site. If you don't have access yet, ask the client to add your Google account as a user.
• Local (Maps), for local businesses: link the Google Maps listing and add 5 to 10 Maps searches.
• Reports: turn on the weekly or monthly client report and send yourself a copy first with “Email me this report now”.

Setup is finished when Today no longer lists setup tasks.

Every day (15 to 30 minutes per site)

• Open All sites and start with the sites that have drafts waiting, a lower health score, or WordPress not responding.
• Approvals first: read each draft against “Before you approve” below, then approve and publish, edit, or reject.
• Today: work through the top tasks. Each one says roughly how long it takes.
• Mark a task done only once you have handled it, and dismiss it only if it doesn't apply to this site. Neither comes back, so don't use them to clear the list.

What to do for each kind of task

• Missing, duplicate or too-long titles or descriptions: “Write all the fixes”, then check and approve them in Approvals.
• Images without alt text: “Write alt text for N images”, check the descriptions, then approve.
• Broken links, slow pages and other site errors: Gralus doesn't fix these. The task says what is wrong and where; fix it in WordPress or ask a developer.
• A keyword dropped 5 or more places, or sits at positions 4 to 15: “Write a fix” for the page's title and description, and add useful content to the page if it is thin.
• A competitor is named more often in AI answers: “Create the page”, or write an article that answers the question.
• Reviews without a reply: in Local (Maps), edit the drafted reply, Copy, then “Reply on Google” and paste it. This needs access to the client's Google profile.
• The website doesn't match the Google profile: fix the phone, address or name on the website, or ask the client to fix the profile.
• Visitors but no enquiries: check the page has a clear contact button or form near the top, and tell the client.
• WordPress not responding: Settings → WordPress → Test connection, then connect again if it still fails.

Every week (about an hour per site)

• Google rankings: look at the 7-day change and find the reason for any big drop.
• Search traffic: improve the pages under Quick wins (positions 4 to 15) first; they move fastest.
• AI answers: open each question under “Questions to work on” and follow its “What to do” box. After publishing, “Collect answers now” asks the assistants again.
• Sources: try to get the client listed on the sites AI answers cite for competitors but not for you. This is done outside Gralus.
• Landing pages: write the top one or two from “Pages for where you want to rank” and “Suggested landing pages”.
• Internal links: “Find internal links”, untick any that read badly, approve the rest.
• Local (Maps): reply to every new review and note Maps searches where the business is just outside the top 3.
• Reports: look over the preview before it goes out.

Every month (30 minutes per site)

• Add keywords from Search traffic's top queries that you don't track yet, and remove ones that never rank.
• Add questions people really ask about this kind of business, and remove ones that never get a useful answer.
• Check the competitor list and the brand profile for anything new: services, areas, prices, contact details.
• Send the account owner three lines per site: what went up, what went down, what was published.

Before you approve

An approved draft goes live on the client's site straight away. Gralus doesn't invent facts on purpose, but you are the last check. If something is wrong, edit it or reject it with a note. A published item can be taken back with Undo.

• Every service, area, price and year is true for this business.
• No made-up reviews, client names, numbers or awards.
• No office claimed in a city where they don't have one.
• Phone, address and email are correct, and the button goes to the right page.
• The title reads well (about 60 characters) and the description would make you click (about 160).
• No promises the client can't keep, and spelling that suits their country.

If the same wrong fact keeps coming back, fix the brand profile instead of each draft.

Rules

• Never write a client's WordPress or Google password into Gralus or a task note. Connect WordPress and the Google connections don't need it stored.
• Don't select all and approve drafts you haven't read.
• Only publish on the sites you look after.
• Leave Organization, Plan and billing, and other people's roles to the account owner.
• Daily limits per site: 20 posts and pages, 100 title and description fixes, 3 runs of Collect answers now, 300 images of alt text. Anything over a limit waits for the next day.

Ask the account owner when WordPress won't connect either way, when a page shows an error (send a screenshot, the site and the time), or when a task needs a developer.