Prontosys On‑Page SEO Executive Process & Execution Guide

Introduction to the Document

This document serves as a comprehensive roadmap for every new and existing On‑Page SEO Executive at Prontosys. It outlines the complete workflow — from onboarding and tool setup to managing new projects, handling urgencies, executing SEO activities, and reporting.

The purpose of this document is to ensure that every team member can work independently without delays or confusion. It clearly mentions: – What to do before starting work – Which tools and sheets you must have access to – How to start new projects, execute tasks, and manage existing ones – How to handle urgencies, approvals, and client communications – What to check daily in your assigned projects – How to fill EOD updates correctly in the sheet

By following this document step by step, any team member can start work immediately without waiting for assistance, ensuring smooth project flow and timely delivery.

1. Initial Setup – Before Starting Any Work (On-Page SEO Executive Toolkit: Essential Tools and Resources)

Before you begin your work as an On‑Page SEO Executive, make sure that all software tools, access credentials, and accounts are ready.

1.1 Official Company Accounts

The following two things will be created and shared with you by the HR Department: – Official Company Email ID: (example: yourname@prontosys.com)
→ This email must be used for all official communication, tool invites, and tool logins.

 Time Champ Account: Used for attendance, login/logout tracking, break marking, and idle time monitoring.

If you face any issues in setup, contact HR directly.

 

1.2 Tools Access

After HR provides your email and Time Champ access, the rest of the tools and sheet permissions will be given by Sarvesh Kumbhar (sarvesh.kumbhar@prontosys.com).

 

Tools You Must Have Access To:

Tool Name	Purpose	Provided By
Basecamp	For project management, task assignment, and client updates	Support Person / Sarvesh
WP Remote	To access all WordPress admin dashboards securely	Sarvesh
RankWatch	Used for rank tracking, weekly reporting, and keyword position monitoring	Sarvesh
Rank Math Pro / Yoast	WordPress SEO plugins for meta updates, sitemaps, and redirects	Sarvesh
WP Rocket / Airlift	Plugins for improving site speed and caching	Sarvesh
Google Search Console (GSC)	To check indexing, coverage issues, and messages	Client / Support
Google Analytics (GA)	For traffic and behavior tracking	Client / Support
Google Tag Manager (GTM)	For managing tags and conversion tracking	Client / Support
Google Business Profile (GMB)	For local SEO profile optimization	Client / Support
ChatGPT	For SEO research, meta ideas, and blog outlines	Sarvesh
SEO Tool Adds	Portal access to SEMrush & Ubersuggest	Sarvesh
Ubersuggest (Paid)	Keyword research, backlink analysis, and audits	Sarvesh
AI Humanizer	To humanize AI‑generated content before publishing	Sarvesh
Grammarly	For proofreading, grammar, and plagiarism checks	Sarvesh

If any of these tools are not accessible, immediately email Sarvesh with the subject line: “Tool Access Pending – [Your Name]”.

2. Sheets and Access Permissions

All On‑Page SEO activities are recorded and tracked using some Google Sheets. You must have access to the following sheets before starting:

2.1 Sheets You Must Have Access To:

Note: Use & copy the format of given sheets to create new sheets as per the requirement.

Sheet Name	Purpose	Link
Assigned Personal Project Sheet contains all the projects handled by that On Page SEO Person.	The SEO On Page Executive has to make this sheet when they get to know their assigned projects using the format by copying the sheet. This sheet contains all the sheet links made for each project	Open Link
Main Project Sheet	Contains the on‑Page Completion Checklist and keyword ranking updates, NAP Details, Off Page Plan	Open Link
Pending Blogs Sheet	To track requested blogs/articles are received or not.	Open Link

2.2 Sheet Ownership Rule

Any new sheet or drive created by you must have ownership transferred to seo@prontosys.com.

2.3 Communication Reference

Person	Role	Purpose
HR	Attendance, Time Champ	Will provide Email ID and create Time Champ account
Sarvesh Kumbhar	Tool & Sheet Access	Provides login for all SEO tools and drives
Support Person	Basecamp setup & approvals	Will create Basecamp project for new clients
Sales Person	For Pending Client Approvals	Takes client permission for website/GMB changes
Sales Person	Strategy Review	Consult before making major changes on website

 

3. New Project Onboarding Formalities for SEO Executive

3.1 Basecamp Setup and Introduction Call

·         Once a new project is assigned, the Support Person creates a Basecamp of that Project and gives you access.

·         Within 2 to 4 days, An Introductory Meeting should be conducted by support person along with the people who will be working on that project according to the approved services by client to collect essential details.

3.2 Information to Collect from Client

During the first call or email communication, you must collect and record the following:

1. Which services the client wants to target.

2. Which locations the client wants to target.

3. Explain the SEO process and timeline clearly.

4. Request for website credentials (WordPress, cPanel, Hosting).

5. Request access to Google Search Console, Google Analytics, and Google Tag Manager.

6. If GMB is included, request Google My Business Profile access on prontosys3@gmail.com.

Note: All credentials must be saved properly in a secure document. Do not share them in public comments.

3.3 Initial Audit

Perform a complete On‑Page audit:

1.Website structure and pages.

2.Title, meta description, and heading structure.

3.Sitemap and Robots.txt.

4.Internal linking and broken links.

5.Page speed and core web vitals.

6.Schema setup and canonical tags.

When GMB is included in the plan:

1. Perform a GMB audit (If found any error or things which can cause the trouble to GMB, Inform Support person or Sales Person).

2.Never make major GMB edits without consultation.

3.Share audit details with Support and Sales with proper notes before changes.

3.4 Project Sheet Setup

·         Create the project sheet using the Particular Project Reference Sheet(https://docs.google.com/spreadsheets/d/1eFV-xE0uInCepVKDA9DhlKj4YK5nVjJaMwvSHF-kbik/edit) as the model.

·         Maintain the same column names and tab order — automation scripts are added to track the progress of the keywords ranking.

·         Transfer ownership to seo@prontosys.com.

3.5 On‑Page Completion TAT (Turnaround Time)

·         The full On‑Page optimization with Quality Check must be completed within 15 to 18 business days which you can find in the Sub Sheet Named On Page Completion

·          Checklist in this sample sheet (https://docs.google.com/spreadsheets/d/1eFV-xE0uInCepVKDA9DhlKj4YK5nVjJaMwvSHF-kbik/edit?gid=0#gid=0).

·         Update the dates of all activities done in the On-Page Completion Checklist which is present in the sub sheet name On Page Completion Checklist.

·         After completion, continue monitoring and identify improvement opportunities in new and existing projects.

4. Keyword Selection Strategy

When selecting keywords for SEO, it’s important to divide them according to their difficulty level. The difficulty of a keyword affects how long it will take to rank and how much effort is needed to achieve a high ranking. To create a balanced keyword strategy, we divide the keywords into three categories based on their difficulty:

·         Low Difficulty Keywords

·         Medium Difficulty Keywords

·         High Difficulty Keywords

To ensure the strategy is clear and effective, we will assign percentages to each category. These percentages will help guide the selection and distribution of keywords based on how difficult it is to rank for them. Here’s how we break it down:

Let’s take the example of 30 keywords for this explanation:

Total Number of Keywords in the Plan: 30 Keywords

1. Low Difficulty Keywords (30%)

·         30% of 30 keywords = 9 keywords

·         These 9 keywords are easy to rank for and should ideally rank within 40 days.

·         Low difficulty keywords generally have less competition and lower search volume. These are the keywords that you can target quickly, with relatively less effort, giving you quick SEO wins.

2. Medium Difficulty Keywords (40%)

·         40% of 30 keywords = 12 keywords

·         These 12 keywords are moderately competitive, and while they may take more time and effort to rank, they are still achievable with consistent work. The estimated time to rank for these keywords is 60 days.

·         Medium difficulty keywords tend to have a higher search volume and more competition than low difficulty keywords. You’ll need to put in a bit more effort, such as optimizing content, getting backlinks, and improving on-page SEO, but they’re realistic targets.

3. High Difficulty Keywords (30%)

·         30% of 30 keywords = 9 keywords

·         These 9 keywords are the most competitive and challenging to rank for. They usually have a high search volume but require significant time and resources to achieve high rankings. The expected ranking time for these keywords is 9 to 10 months.

·         Ranking for these high difficulty keywords will require in-depth SEO work, including building authoritative backlinks, creating high-quality content, and continuous optimization efforts. Although they take longer, once you rank for them, they can bring substantial traffic to your website.

Breakdown of 30 Keywords Based on Difficulty:

In a plan with 30 keywords, here’s how they should be divided based on difficulty:

·         Low Difficulty Keywords (30%): 9 keywords – Rank within 40 days

·         Medium Difficulty Keywords (40%): 12 keywords – Rank within 60 days

·         High Difficulty Keywords (30%): 9 keywords – Rank within 9-10 months

Work on all category keywords simultaneously and update keyword rankings in the Dashboard & in the sub sheet “Keywords” every 15 days.

5. Daily Task Checklist

Every Morning:

1.      Check if all your assigned websites are live and loading correctly and if any type of error is occurring due to which website is not loading then contact support immediately.

2.      Verify WP Remote access and plugin functionality.

3.      Open Basecamp → review pending tasks.

4.      Check Google Search Console and Analytics for issues or anomalies.

5.      Report any downtime or errors to Support immediately.

6.      Share your Tasks of The Day list in the workspace “On Page SEO Team”, request access of the workspace from any of the existing SEO Member.

During the Day:

·         Work on your assigned / Planned tasks as per your project requirement to meet the SEO results.

·         For any major changes (in the website or GMB, etc.), take prior approval or discuss with support person.

End of Day (EOD Reporting):

·         At the end of the day note your daily completed, WIP tasks in a sheet by giving the ownership of the sheet to seo@prontosys.com. Here’s a template to copy (https://docs.google.com/spreadsheets/d/1sb53TTyfIzjAC6oLrWLRpJlK_ik0BMmOfo8rl-tu0l0/edit?gid=0#gid=0)

·         Also share the End of the Day Tasks on the workspace “On Page SEO Team “.

6. Tools and Plugins Usage Notes

·         Rank Math Pro / Yoast: Update meta titles, redirections, and sitemap.

·         WP Rocket / Airlift: For speed optimization; test site after activation.

·         ChatGPT / Ubersuggest / SEMrush: For keyword research, meta generation, and content ideas.

·         Grammarly / AI Humanizer: Run before publishing content to identify AI written and humanize it. After humanizing do proofreading via Grammarly.

·         Rank Watch: Add the projects on this tool to send the weekly keywords ranking reports to clients automatically with a single time setup.

7. Content and Blog Process

Landing Pages Content:

·         Should be written by the On‑Page SEO Executive.

·         Send it to support@prontosys.com via email and ask support to get the approval from client.

·         Whenever requesting 8 or more landing pages, skip blogs/articles for that month.

Blogs and Articles:

·         If keyword count is less than 30 then request 4 blogs & 2 articles.

·         If keyword count is 30 or more then request 4 blogs & 4 articles.

·         Send topics on which the blogs & articles you want for that month via Email using format given in the reference sheet names Sample – Blogs & Article Requirement Format (https://docs.google.com/spreadsheets/d/1aRktycairHoxo-ydyymW8Ru4ixVb2TfzHNAXPutRUSs/edit?gid=1981690966#gid=1981690966) to gargi@prontosys.com (CC arsalan.ahmad@prontosys.com).

Pending Blogs Sheet:

·         Mark received blogs in green color and note status as Received whenever the blogs & articles is received.

·         If requested Blogs & Articles are not received within 5 working days after requesting date of current month, inform Support immediately and ask them to get the approval from the client if the approval exceeds for more than 10 Days, kindly involve Sales Person to get the approval.

·         Blogs should be posted by blogs posting team on 7th, 14th, 21st, and 28^th Date of every month (If missed immediately post the blogs ASAP after receiving) If the Website is on Coding then the blogs team will provide you the optimized Blogs and then those blogs will be posted by our developers while informing the support as the support will assign this to the appropriate developer and this tasks should be assigned via Basecamp keeping Support in a  Loop.

8. Reporting and Updates

Weekly Reports:

·         Automatically generated by Rank Watch Once added properly.

·         Review the reports before and after sending to check if the shared report data is correct and reaching to the client.

Monthly Reports:

·         Created by the Off‑Page Team and shared with you by the last day of the month.

·         Download, rename properly (Example: XYZ June 2025 Report), and send via seo@prontosys.com to clients keeping support@prontosys.com and On Page persons official Email ID in the CC.

·         Follow official format: Monthly Report Template ( Use this Email Format to send the Monthly SEO Report, Check the Name of the client date and attached file weather the correct file is attached before sending.)

9. SEO On Page Executive List of Do’s and Don’ts

Do’s:

·         Complete On‑Page within 15–18 business days.

·         Follow Google legal and compliance policies.

·         Always update keyword ranking every 15 days.

·         Post blogs on 7, 14, 21, 28.

·         Transfer Drive/Sheet ownership to seo@prontosys.com.

·         Seek Senior approval before major changes.

·         Maintain continuous EOD entries in one sheet.

Don’ts:

·         Do not make GMB edits without prior approval.

·         Do not create new EOD sheets/tabs daily.

·         Do not skip Google Search Console reviews.

·         Do not close Basecamp tasks without Quality Checks.

·         Do not store passwords or credentials in open chats.

·         Do not violate Google’s policies under any circumstances.

10. New Joiner Final Checklist

☐        Company Email Created

☐        Time Champ Setup

☐        Basecamp Invite Accepted

☐        WP Remote Access Received

☐        RankWatch Login Received

☐        Access to Sheets (Main, Dashboard, Pending Blogs, Reference)

☐        Access to Grammarly, Ubersuggest, ChatGPT, AI Humanizer

☐        EOD Sheet Updated Daily

☐        Know the TAT and Approval Process

Conclusion:

This document is your step‑by‑step roadmap to perform all On‑Page SEO activities smoothly and independently. By following every section carefully, you can manage your projects, handle urgencies, get approvals, and complete all tasks efficiently without depending on others.