How To: Set Up a Ninja Cat Account

Owned by Kyle Sharrer
Sept 01, 2023
9 min read

This SOP is a work in progress. If you notice anything that is out of date, could be more clear or could be more efficient please update the SOP or add a comment to start a conversation.

Purpose

This document is a guide to setting up a new client in Ninja Cat in order to send monthly reports with accurate data sources.

Procedure

Follow the guidelines below in order to successfully set up an account on Ninja Cat for a select client.

Adding a Client to Ninja Cat

To add a new client to Ninja Cat, access the main accounts page. This should be the default page you are directed to after logging in, but you can also get there quickly by selecting ‘ACCOUNTS’ up on the top nav bar.

First, always type the client name into the search bar to ensure they have not already been added. If the client already has an account, check it to make sure all of the following has already been done. If parts are missing (if, for example, it was created and set up for SEM and Adwords but not SEO), add what is needed. All the steps below will still be the same.

Once you’ve determined the dealer does not already have an account, on the right hand side, select the blue ‘ADD ACCOUNT’ button. 

Upload the dealer logo and enter in the account information. Primary contact and email will be the person at the dealership that you want to receive the reports. The external ID is the dealer ID# which you can find at the top right hand corner of the admin panel on the dealer website.

Where is says ‘Custom Field’, this is where we will be putting our Calendly scheduling links. This will need to be updating whenever the reps change.  You can find this link in the Client Tracker doc on the ‘Report Call Scheduling’ tab under ‘Scheduling Link’.

Under Account groups, select the dealer type (powersports, harley davidson, marine, rv, etc).

Parent Account is only necessary if a parent group exists (ex: The Windy City Motorcycle Group parent account for Fox River HD) and we may want to create a report that contains data from all accounts in that group later on.

For Co-Op OEMs, when you see an account group such as Honda or Kubota, if the dealer is co-oping with that manufacturer, make sure you tag those groups. 

Tags is where you will put the necessary Rep names for both SEO and SEM so that we can keep track of our clients. 

Save changes. Now it’s time to sync up all the data sources.

Syncing Data Sources

Pro Tip: make sure you disable your Ad Blocker/allow ads to run on Ninja Cat, otherwise you’ll get a really vague and non-helpful error message when trying to sync up the data sources

Click on the account you want to add a data source to. This will take you to the main account page where you can see what data is already there, a history of reports, any KPIs for SEM, and any notes that have been made.

To add a data source, click on the ‘+’ button above the data source box.  In here, you will add the necessary data sources one at a time. You will need the following:

  • Google Adwords (SEM)

  • Google Analytics (SEO, MA)

  • Google Search Console (SEO)

  • Google My Business (SEO, Rep Management only)

 

You will also need to sync up Google Sheets for all accounts, but that is a more involved process, so we’ll get into that in a bit. For now, get all of the above set up. When adding GSC, you can select either GSC or SEM GSC depending on which one has the correct HTTPS GSC account for your dealer.

When connecting Analytics, you will need to know what the main account is, which you can find via Google Analytics.

Select that one and then you can choose your dealer property in the Google Analytics Property.

When you are done syncing up all the data sources, refresh the main account page to make sure they are all connected.

Syncing Google Sheets

SEO: Work Done Import, DS Import, & Grade Us Import

SEM: Work Done Import

MA: MA Work Done, Sharpspring Lead Data, Sharpspring Automation, Sharpspring Newsletter

Find the current client sheet for the dealer and add 4 new tabs all the way to the right titled: ‘DS Import’, ‘Grade Us Import, ‘Work Done Import’, and ‘Emma Email Data’.
https://docs.google.com/spreadsheets/d/1ONuccexp2xSxVG0KBqs9pGnpGGsxIY7C8ROTQbs646s/edit#gid=0

Once these have saved, you will need to go back into Ninja Cat and sync up these as data sources for the client. 

Click on your name in the upper right-hand corner and select ‘SETUP’ from the drop-down menu. You’ll be taken to the Data Sources setup page. Find ‘Google Sheets - SEO Account’ among the sources (it may be on the second page) and select it.

On the Network Settings page, select ‘EDIT MAPPING’. On the new mapping list page, you should see 4 options: Email Master Mapping, Grade Us Master Mapping, SEOMonitor Master Mapping, and WD, PW, & RSD Master Mapping. 

Click on WD, PW, & RSD Master Mapping. Do not edit anything on this initial page you are taken to! This controls the mapping for all accounts. Instead, you want to click on ‘CONNECTIONS’ in the tabbed navigation. You should see a list of our clients here. These are accounts that have already been synced. 

Select the blue ‘ADD CONNECTIONS’ button and in the table it opens, you’ll need to add the following: 

  1. Unique Name. This should be the Dealer Name exactly as it appears on the title of their client sheet. 

  2. Google Spread Sheet. This is where you select the Client Sheet you want to sync to. 

  3. Google Sheet. This is where you will find the corresponding tab. Since we are doing work done currently, you will want to select ‘Work Done Import’.

Select OK and then once you are back to the connections list, scroll down to the bottom to ‘SAVE’. 

Do this for the SEOMonitor Master Mapping (linked to the DS Import tab in the client sheet), the Email Master Mapping (linked to the Emma-Email Data tab) and the Grade Us Master Mapping (linked to the Grade Us Import tab) as well.

Note: if you aren’t able to locate the correct Client Sheet in Ninja Cat for this step, it likely means the Client Sheet is in the incorrect drive. Go to the client sheet and make sure it is in Client Sheets  (not SEO Client Sheets) in the Shared With Me Drive. 

Syncing Connections At the Account Level

 

Once these are all set up, go back to the account and add a data source, this time selecting the Google Sheets option.

You’ll do the next steps 4 times, once for each of the new tabs in the client sheet. 

NEW: due to how the dashboards work, we only want to connect the google sheets that are necessary for each account. So only add the Emma Email connection at the account level if they have direct marketing and only add the Grade Us connection if they have rep management.

Select the sheet mapping and then out of the connection options, search for the dealer you are working on. Then in the description, just write which google sheet this is. So for the Work Done, it should look like this:

Once you do this for the Work Done, SEO Monitor, Grade Us, and Emma Email tabs, you are all set.

Importing Data to Google Sheets

 

So we’ve got all of the data mapped and synced, now we have to make sure Ninja Cat has something to pull. 

Starting with the DS Import tab in the client sheet, this is where we’ll be putting our SEO Monitor data. In the SEO Monitor account for the client, make sure you have mobile selected and the date range is changed to the last three months. 

Then export the data as a CSV. Once you get this in your email, open it up. All you have to do is copy everything everything from ‘Keywords’ down and past it into the client sheet DS Import tab. 

That’s it! If the rep makes any changes or needs update anything, it will need to be repulled.

The Work Done Import tab is a little more complicated. First, in the Work Done Import tab, you will need to create the following:

With these column headers: 

  • Date

  • Work Done Intro

  • Work Done Additional Pages

  • Proposed Work

  • Results of Work Done

  • Contact SEO

  • Contact SEM

  • Contact Marketing

 

These need to be set up exactly as written so that Ninja Cat can find the correct row and column to pull from. For the Contact headers, you only need to add whichever ones are relevant to that specific account. If they don’t have SEM, you don’t need to add the Contact SEM column.

 Because of the way Ninja Cat reads our data and displays it, we need to separate each paragraph into a new row. 

You will also need to have a date in column A for every row that has data in it. As long as the dates are consecutive, it doesn’t matter what the actual date is. It just tells Ninja Cat what order to put each text box in.

We’ll need the work done, results of work done, examples, and proposed work. Any time you would want a link break (between paragraphs and links), you will need to cut it and paste into a new row. 

If the rep changes or updates any information, this will need to be reflected in the Work Done Import tab as well, so depending on QA or changes in proposed work, this may need to be repulled occasionally.

Setting Up Rep Management/Grade.Us

 

For clients that have rep management, we will also need to do the following steps.

First, under the ‘Grade Us Import’ tab in the client sheet that you made earlier, you will need to create two columns.

  • date

  • notes

 

The date is the same as before - any date will do as long as it is consecutive per necessary row. Notes will be where we’ll be putting our usual rep management notes for Ninja Cat to pull.

Then you will need to go into Ninja Cat and connect Grade Us as a data source at the account level.

                   

All done!

Save this when you are done and you will be all set!