Complete Setup Guide

Requirements

Before you begin, make sure you have the following:

Installation

Follow these steps to install the City Newsletter plugin on your WordPress site.

Theme Setup

The City Newsletter theme is designed specifically to work with the plugin. Here's how to install it:

Initial Configuration

Now let's configure the core settings to get your newsletter up and running.

General Settings

1. Go to City Newsletter → Settings → General
2. Enter your newsletter name (e.g., "Know The Square")
3. Enter your city/location name
4. Set your timezone
5. Upload your newsletter logo
6. Click Save Settings

AI Provider Setup

The plugin supports multiple AI providers for content generation. You can use one or both:

OpenAI API Setup

1. Go to platform.openai.com/signup
2. Create an account or log in
3. Click on your profile icon → View API Keys
4. Click Create new secret key
5. Give it a name (e.g., "City Newsletter")
6. Copy the key immediately (you won't be able to see it again)
7. In WordPress, go to City Newsletter → Settings → API Keys
8. Paste your OpenAI API key in the OpenAI field
9. Click Save Settings

Perplexity API Setup

1. Go to perplexity.ai
2. Create an account or log in
3. Navigate to Settings → API
4. Click Generate API Key
5. Copy the generated key
6. In WordPress, go to City Newsletter → Settings → API Keys
7. Paste your Perplexity API key in the Perplexity field
8. Click Save Settings

AI Content Generation

The AI Content Generator creates original articles about your local area. Here's how to use it:

Available Content Types

Generating Content

1. Go to City Newsletter → Content Generator
2. Select the content type you want to create
3. Enter any specific details or topics to focus on
4. Click Generate Content
5. Review the generated article
6. Edit as needed to add your personal touch
7. Click Save to Newsletter or Publish as Post

News Curator

The News Curator helps you find, scrape, and rewrite local news stories with proper attribution. Simply paste a URL and let the system pull the content for you.

How It Works

Unlike traditional RSS-based tools, the News Curator uses intelligent web scraping to pull content directly from any news article URL. This means you can curate content from virtually any source.

Adding Content to Curate

1. Go to City Newsletter → News Curator
2. Find a local news article you want to cover
3. Copy the article's URL from your browser
4. Paste the URL into the News Curator
5. Click Fetch Content
6. The system will scrape and extract the article content
7. Review the extracted content to ensure accuracy

Rewriting Options

You have two options for rewriting curated content:

Best Sources for Local News

• Local newspaper websites
• City/county government news pages
• Local TV station websites
• Community blogs and websites
• School district announcements
• Chamber of Commerce news
• Local business journals

Curating Best Practices

1. Always verify the content was scraped correctly
2. Add your own local perspective or commentary
3. Keep attribution visible and accurate
4. Link back to the original source
5. Focus on stories relevant to your specific community

Business Directory

The business directory is a powerful feature for both community value and monetization.

Setting Up Categories

1. Go to City Newsletter → Business Directory → Categories
2. Create categories like:

• Restaurants & Dining
• Shopping & Retail
• Health & Wellness
• Home Services
• Professional Services
• Entertainment
• Automotive
• Beauty & Personal Care

Adding Businesses

1. Go to City Newsletter → Business Directory → Add New
2. Enter the business name
3. Add address, phone, website, hours
4. Select category/categories
5. Upload photos (logo and storefront recommended)
6. Write a description
7. Set listing type: Free, Featured, or Spotlight
8. Click Publish

Listing Types

Business Portal

Businesses can claim and manage their own listings through the Business Portal:

1. Enable the Business Portal in Settings → Directory
2. Share the portal URL with local businesses
3. Businesses can create accounts and submit their info
4. You review and approve submissions
5. Businesses can upgrade to paid listings through the portal

Newsletter Builder

Create beautiful newsletters with our drag-and-drop builder.

Creating a Newsletter

1. Go to City Newsletter → Newsletter Builder
2. Click Create New Newsletter
3. Choose a template or start from scratch
4. Drag content blocks into your newsletter
5. Add your content to each block
6. Preview on desktop and mobile
7. Save as draft or schedule for sending

Available Content Blocks

• Header - Your newsletter branding
• Featured Story - Main article with large image
• Article - Standard article block
• Article Grid - 2-3 articles side by side
• Event Listing - Upcoming events list
• Business Spotlight - Featured local business
• Ad Slot - Sponsored content area
• Weather - Weekly weather forecast
• Divider - Visual separator
• Social Links - Your social media buttons
• Footer - Unsubscribe link and legal info

Newsletter Best Practices

• Keep subject lines under 50 characters
• Lead with your most engaging content
• Use images to break up text
• Include clear calls-to-action
• Always preview on mobile before sending
• Send consistently (same day/time each week)
• Keep total length readable (5-7 minute read max)

Email Provider Setup

You need an email service provider (ESP) to send your newsletters. We support multiple providers — choose the one that best fits your needs and budget.

Supported Providers Comparison

GetResponse Setup

GetResponse is great for beginners with its user-friendly interface and free tier for up to 500 subscribers.

Step 1: Create Your Account

1. Go to getresponse.com
2. Click Sign Up Free
3. Enter your name, email, and create a password
4. Verify your email address by clicking the link sent to you
5. Complete the onboarding wizard (you can skip most steps)

Step 2: Get Your API Key

1. Log into your GetResponse account
2. Click your profile icon in the top right
3. Select Integrations and API
4. Click API in the left sidebar
5. Click Generate API Key
6. Copy the generated API key

Step 3: Configure in WordPress

1. In WordPress, go to City Newsletter → Settings → Email
2. Select GetResponse as your provider
3. Paste your API key
4. Enter your "From" name and email address
5. Click Save Settings
6. Click Send Test Email to verify

Step 4: Domain Authentication (Important!)

1. In GetResponse, go to Profile → Emails and domains
2. Click Add domain
3. Enter your domain (e.g., yourdomain.com)
4. GetResponse will provide DNS records to add
5. Log into your domain registrar (GoDaddy, Namecheap, etc.)
6. Add the provided DKIM and SPF records to your DNS
7. Wait up to 48 hours for propagation
8. Click Verify in GetResponse

SendGrid Setup

SendGrid is our recommended provider for its excellent deliverability and generous free tier.

Step 1: Create Your Account

1. Go to signup.sendgrid.com
2. Enter your email and create a password
3. Fill in your company information
4. Verify your email address
5. Complete the account setup (you may need to verify your identity)

Step 2: Create a Sender Identity

1. Go to Settings → Sender Authentication
2. Click Verify a Single Sender (for testing) or Authenticate Your Domain (recommended for production)
3. For Single Sender: Enter your name and email, verify via email link
4. For Domain Authentication: Follow the DNS setup instructions below

Step 3: Authenticate Your Domain

1. In SendGrid, go to Settings → Sender Authentication
2. Click Authenticate Your Domain
3. Select your DNS host from the dropdown
4. Enter your domain name
5. SendGrid will generate DNS records
6. Add these records to your domain's DNS settings:
   • 3 CNAME records for DKIM
   • 1 CNAME for link branding (optional but recommended)
7. Click Verify after adding records (allow up to 48 hours)

Step 4: Get Your API Key

1. Go to Settings → API Keys
2. Click Create API Key
3. Name it (e.g., "City Newsletter")
4. Select Full Access or Restricted Access with Mail Send permissions
5. Click Create & View
6. Copy the API key immediately (it won't be shown again)

Step 5: Configure in WordPress

1. In WordPress, go to City Newsletter → Settings → Email
2. Select SendGrid as your provider
3. Paste your API key
4. Enter your verified "From" email address
5. Click Save Settings
6. Click Send Test Email to verify

Mailgun Setup

Mailgun offers flexible pay-as-you-go pricing, ideal for newsletters with variable send volumes.

Step 1: Create Your Account

1. Go to mailgun.com/signup
2. Enter your email and create a password
3. Verify your email address
4. You may need to add a credit card for verification (won't be charged on free tier)

Step 2: Add Your Domain

1. Go to Sending → Domains
2. Click Add New Domain
3. Enter a subdomain for sending (e.g., mail.yourdomain.com)
4. Select your region (US or EU)
5. Click Add Domain

Step 3: Configure DNS Records

Mailgun will display DNS records to add:

1. Log into your domain registrar
2. Add the following records:
   • TXT record for SPF
   • TXT record for DKIM
   • CNAME record for tracking (optional)
   • MX records if you want to receive emails
3. Wait for DNS propagation (up to 48 hours)
4. Click Verify DNS Settings in Mailgun

Step 4: Get Your API Key

1. Go to Settings → API Security
2. You'll see your Private API Key (or click to generate one)
3. Copy the API key
4. Also note your domain name (e.g., mail.yourdomain.com)

Step 5: Configure in WordPress

1. In WordPress, go to City Newsletter → Settings → Email
2. Select Mailgun as your provider
3. Paste your API key
4. Enter your Mailgun domain
5. Select your region (US or EU)
6. Enter your "From" email address
7. Click Save Settings
8. Click Send Test Email to verify

Amazon SES Setup

Amazon SES offers the lowest per-email cost, ideal for high-volume senders. Setup is more technical.

Step 1: Create an AWS Account

1. Go to aws.amazon.com
2. Click Create an AWS Account
3. Enter your email, password, and account name
4. Choose Personal or Business account
5. Enter your contact and payment information
6. Complete phone verification
7. Select the Basic (Free) support plan

Step 2: Access Amazon SES

1. Log into the AWS Console
2. Search for SES in the services search bar
3. Click Amazon Simple Email Service
4. Select your preferred region (us-east-1 recommended for US)

Step 3: Verify Your Domain

1. In SES, go to Configuration → Verified identities
2. Click Create identity
3. Select Domain
4. Enter your domain name
5. Enable DKIM (recommended)
6. Click Create identity
7. Add the provided DNS records to your domain:
   • 3 CNAME records for DKIM
   • TXT record for domain verification
8. Wait for verification (usually minutes to hours)

Step 4: Request Production Access

New SES accounts are in "sandbox mode" (can only send to verified emails). To send to anyone:

1. Go to Account dashboard in SES
2. Click Request production access
3. Fill out the form:
   • Mail type: Transactional and/or Marketing
   • Website URL: Your newsletter site
   • Use case: Describe your newsletter
   • How you get recipients: Explain opt-in process
   • How you handle bounces/complaints
4. Submit and wait for approval (usually 24-48 hours)

Step 5: Create SMTP Credentials

1. In SES, go to SMTP settings
2. Note the SMTP endpoint for your region
3. Click Create SMTP credentials
4. Enter a name for the IAM user
5. Click Create
6. Download or copy the SMTP username and password

Step 6: Configure in WordPress

1. In WordPress, go to City Newsletter → Settings → Email
2. Select Amazon SES as your provider
3. Enter your SMTP credentials:
   • SMTP Host: (from SES SMTP settings)
   • SMTP Username: (your SMTP username)
   • SMTP Password: (your SMTP password)
   • Port: 587 (recommended)
4. Enter your verified "From" email address
5. Click Save Settings
6. Click Send Test Email to verify

SMTP.com Setup

SMTP.com offers straightforward setup with good customer support, ideal for those who want simplicity.

Step 1: Create Your Account

1. Go to smtp.com
2. Click Start Free Trial or Sign Up
3. Enter your email and create a password
4. Fill in your company information
5. Verify your email address
6. Select a plan (Essential starts at $25/month)

Step 2: Add Your Sender Domain

1. Log into your SMTP.com dashboard
2. Go to Sending Domains
3. Click Add Domain
4. Enter your domain name
5. SMTP.com will provide DNS records to add

Step 3: Configure DNS

1. Log into your domain registrar
2. Add the DNS records provided by SMTP.com:
   • SPF record (TXT)
   • DKIM record (TXT or CNAME)
   • DMARC record (TXT) — optional but recommended
3. Wait for DNS propagation
4. Click Verify Domain in SMTP.com

Step 4: Get Your SMTP Credentials

1. In your SMTP.com dashboard, go to SMTP & API
2. Note your SMTP settings:
   • Server: send.smtp.com
   • Port: 587 (TLS) or 465 (SSL)
   • Username: Your account username
   • Password: Your account password or API key

Step 5: Configure in WordPress

1. In WordPress, go to City Newsletter → Settings → Email
2. Select SMTP.com as your provider
3. Enter your SMTP credentials:
   • SMTP Host: send.smtp.com
   • SMTP Username: (your username)
   • SMTP Password: (your password)
   • Port: 587
   • Encryption: TLS
4. Enter your verified "From" email address
5. Click Save Settings
6. Click Send Test Email to verify

Email Authentication Checklist

Regardless of which provider you choose, proper email authentication is critical for deliverability. Make sure you have:

Subscriber Management

Manage your subscribers, segments, and signup forms.

Viewing Subscribers

1. Go to City Newsletter → Subscribers
2. View all subscribers in a searchable list
3. Filter by status (Active, Unsubscribed, Bounced)
4. Export subscribers as CSV

Creating Signup Forms

1. Go to City Newsletter → Subscribers → Forms
2. Click Create New Form
3. Choose form type (popup, embedded, slide-in)
4. Customize the design and copy
5. Set display rules (when and where to show)
6. Save and get the shortcode
7. Add the shortcode to your pages or widgets

Importing Existing Subscribers

If you have an existing email list:

1. Go to City Newsletter → Subscribers → Import
2. Download the CSV template
3. Fill in your subscriber data
4. Upload the completed CSV
5. Map the columns to fields
6. Click Import

Creating Your Facebook Page

A Facebook Page is essential for building your newsletter's brand and reaching local audiences.

Why You Need a Facebook Page

• Professional presence for your newsletter brand
• Required to run Facebook Ads
• Required to own a Facebook Group as a business
• Share content and drive traffic to your website
• Build credibility with local businesses for advertising

Creating Your Page

Creating Your Facebook Group

A Facebook Group creates community around your newsletter and drives organic engagement.

Page vs. Group: What's the Difference?

You need BOTH - the Page for professional presence and ads, the Group for community.

Creating Your Group

Linking Page to Group

Making your Facebook Page the owner of your Group is crucial for business continuity.

Why This Matters

• Group survives even if you deactivate your personal account
• Professional appearance (group posts show Page name, not personal name)
• Can add team members to manage both Page and Group
• Better for future sale or transition of the business

If You Created the Group From Your Page

Your Page is already the owner. Verify by:

1. Go to your Group
2. Click Members on the left
3. Look for Admins & Moderators
4. Your Page should be listed as an Admin

If You Created the Group From Your Personal Account

You need to link it to your Page:

1. Go to your Group
2. Click Settings (gear icon)
3. Scroll to Linked Pages
4. Click Link Your Page
5. Select your newsletter's Facebook Page
6. Confirm the connection

Then, to post as your Page in the Group:

1. When creating a post, click your profile icon
2. Select your Page instead of your personal profile
3. All future posts in the Group will appear from your Page

Facebook Content Strategy

Consistent, valuable content is key to growing your Facebook presence.

Page Posting Schedule

Aim for 5-7 posts per week on your Page:

Group Engagement Tactics

• Welcome New Members: Weekly welcome post tagging new members
• Conversation Starters: "What's your favorite [local thing]?"
• Recommendation Threads: "Drop your favorite [restaurant/activity/etc] below!"
• Local News Discussions: Share relevant news and ask for opinions
• Member Spotlights: Feature active members or local business owners
• Poll Posts: "Which new restaurant should we review next?"

Facebook Ads Manager Setup

Facebook Ads are the fastest way to grow your subscriber list and Page following.

Creating Your Ads Account

Installing Facebook Pixel

The Facebook Pixel tracks conversions and helps optimize your ads for subscribers.

What is the Facebook Pixel?

A small piece of code that:

• Tracks when someone subscribes after clicking your ad
• Helps Facebook find more people like your subscribers
• Lets you retarget website visitors with ads
• Measures your true cost per subscriber

Creating Your Pixel

1. Go to Events Manager in Business Suite
2. Click Connect Data Sources
3. Select Web
4. Choose Facebook Pixel
5. Name it (e.g., "[Newsletter Name] Pixel")
6. Enter your website URL
7. Click Create

Installing on WordPress

The easiest method is using a plugin:

1. In WordPress, go to Plugins → Add New
2. Search for "PixelYourSite" or "Facebook for WordPress"
3. Install and activate the plugin
4. Go to the plugin settings
5. Paste your Pixel ID (found in Events Manager)
6. Save settings

Setting Up Conversion Tracking

Track when someone subscribes to your newsletter:

1. In your City Newsletter plugin, go to Settings → Integrations
2. Enable Facebook Pixel Integration
3. Enter your Pixel ID
4. The plugin will automatically fire a "Lead" event when someone subscribes

Creating Ads for Subscribers

These ads drive people to subscribe to your newsletter.

Campaign Setup

Creating Ads for Page Followers

Build your Page following to create long-term organic reach.

Campaign Setup

1. In Ads Manager, click + Create
2. Choose Engagement as your objective
3. Select Facebook Page as the engagement type
4. Name your campaign (e.g., "Page Followers - [City]")
5. Click Next

Ad Set Configuration

• Budget: $5-10/day (followers are cheaper than leads)
• Location: Your city + 15-25 mile radius
• Age: 25-65
• Interests: Local news, your city, community events

Best Practices for Page Follower Ads

• Use eye-catching local photos
• Keep text short and clear
• Emphasize local relevance
• Include a clear reason to follow

Sample Ad Templates

Copy and customize these proven ad templates for your newsletter.

Newsletter Subscriber Ad #1: Local Events Focus

Newsletter Subscriber Ad #2: Restaurant Focus

Newsletter Subscriber Ad #3: Community Focus

Page Follower Ad #1

Page Follower Ad #2: Question Hook

Facebook Ads Budgeting Guide

How much should you spend and what results to expect.

Starting Budget Recommendations

Expected Costs

Budget Allocation

Recommended split for a $300/month budget:

• Newsletter Subscribers: $200 (67%)
• Page Followers: $75 (25%)
• Testing New Ads: $25 (8%)

When to Increase Budget

Scale up your budget when:

• Cost per subscriber is consistently under $2.50
• You have winning ads with high engagement
• You're converting subscribers to revenue
• Your email open rates stay above 40%

When to Pause and Reassess

• Cost per subscriber exceeds $5
• CTR drops below 0.5%
• Relevance score drops below 5
• Frequency exceeds 3 (people seeing ad too often)

Newsletter Ad Slots

Monetize your newsletter by selling advertising space to local businesses.

Ad Slot Positions

Your newsletter has 3 ad slots:

1. Top Slot: After the header, maximum visibility
2. Middle Slot: Between content sections
3. Bottom Slot: Before the footer

Pricing Your Ad Slots

Selling Ad Slots

1. Create a simple media kit (1-page PDF with your stats and pricing)
2. Reach out to local businesses that match your audience
3. Offer discounts for multi-issue commitments
4. Start with businesses in your directory

Paid Directory Listings

Generate recurring revenue through premium business listings.

Pricing Strategy

We recommend these monthly rates:

• Free: Basic listing (name, address, phone)
• Featured ($50/mo): Photos, description, website, highlighted placement
• Spotlight ($100/mo): Featured benefits + newsletter mention + homepage spotlight

Approaching Businesses

1. Add them to your directory for free first
2. Send an email introducing your newsletter
3. Explain the free listing and upgrade options
4. Offer a 1-month free trial of Featured status
5. Follow up with results after the trial

Email Template for Businesses

Pricing Strategies

How to price your newsletter offerings for maximum revenue.

Package Deals

Bundle services for better value and easier sales:

Annual Discounts

Offer 15-20% off for annual prepayment to improve cash flow:

• Monthly: $100/month
• Annual: $1,000/year (save $200)

Revenue Goals

Frequently Asked Questions

Troubleshooting

Common Issues & Solutions

Contact Support

Need help? We're here for you.

Before Contacting Support

To help us resolve your issue quickly, please include:

• Your website URL
• License key (first 8 characters only)
• WordPress version
• Plugin version
• Detailed description of the issue
• Steps to reproduce the problem
• Screenshots if applicable