SOP: Image Creation & Upload — Directory System
📘 Media Vines Corp — VA Standard Operating Procedure

Image Creation & Upload
for Directory System

Follow each step carefully. Check off tasks as you go. All items must be completed before the row is marked Done.

OVERALL PROGRESS
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STEP 01 📊 Read the Spreadsheet Row ▾

Before doing anything, locate your row and confirm all columns.

👉 Example Row Industry: Auto Body  |  Service: Collision Repair  |  City: Chatsworth  |  Business: Hovee's Auto Body
File Name: auto-body-collision-repair-chatsworth-hovees-auto-body
ColumnWhat It Tells You
IndustryThe service category (e.g. Auto Body, HVAC, Roofing)
ServiceThe specific service (e.g. Collision Repair, AC Installation)
CityThe location / city name
Business NameThe business name — used in file name and tags
File NamePre-formatted base name — copy this exactly, do not modify
# of ImagesThe exact number of images to create for this row
Image TypeStandard, Hero, or Square — defines dimensions and overlay
StatusWill show Pending — you change it to Done at the end
✅ Step 1 Complete
STEP 02 📐 Image Type Definitions ▾

The spreadsheet tells you which type to create. Read the definition before starting in Canva.

Standard
1200 × 900 px
Landscape format. Used for service pages, gallery sections, and general directory content. Most common type.
Canva Overlay Company logo + phone number
Hero
1920 × 1080 px
Wide banner format. Used only for the top hero section of a page. Only create when the spreadsheet specifies Hero.
Canva Overlay Small logo in the bottom right corner only — no phone number
Square
500 × 500 px
Square format. Used exclusively for the Business Profile page. Do not use for any other page type.
Canva Overlay Company logo + phone number
✅ Step 2 Complete
STEP 03 🎨 Create Images in Canva ▾

Create all images for this row in Canva using the correct dimensions and overlay for the image type.

Number of Images Create exactly the number shown in the # of Images column. Not more, not fewer.
TypeSizeWhat to Add in Canva
Standard 1200 × 900 Background image (relevant to service) + company logo + phone number
Hero 1920 × 1080 Background image (relevant to service) + small logo in the bottom right corner only
Square 500 × 500 Background image (relevant to service) + company logo + phone number

Name each design in Canva:

⚠️ Name Every Design in Canva Before You Do Anything Else Use the file name from the spreadsheet and add the image number. Do NOT include the file extension (.jpg) in the Canva title — Canva adds it automatically on download.
auto-body-collision-repair-chatsworth-hovees-auto-body-01
auto-body-collision-repair-chatsworth-hovees-auto-body-02
auto-body-collision-repair-chatsworth-hovees-auto-body-03
auto-body-collision-repair-chatsworth-hovees-auto-body-04

✅ Naming rules:

lowercase only hyphens only -01 -02 -03 format no file extension in title
no spaces no -1 -2 (missing zero) no -final -edit -new no special characters
✅ Step 3 Complete
⏸ PAUSE ⏳ Stop Here — Wait for Approval ▾
🛑 Do Not Download Yet

We are currently reviewing the designs in Canva.

Do not download anything.

Wait until you are told it is time to continue. You will receive instructions when the designs are approved and ready to download.

✅ Approved — Proceed to Download
STEP 04 ⬇️ Download from Canva ▾
Download Format Download all images as JPG / JPEG only.
  • In Canva, click Share → Download
  • Select file type: JPG
  • Download all images for this row
  • Verify the file names match the Canva titles after download
✅ Step 4 Complete
STEP 05 🗜️ Compress with TinyPNG ▾
  • Go to https://tinypng.com/
  • Enable the "Convert automatically" toggle
  • Click the JPEG button to set output format
  • Upload all images for this row
  • Download the compressed versions
Image TypeMax File Size After Compression
Standard (1200×900)Under 150 KB
Hero (1920×1080)Under 250 KB
Square (500×500)Under 150 KB
✅ Step 5 Complete
STEP 06 ⬆️ Upload to WordPress & Add Tags ▾
  • Log in to the website WordPress admin
  • Go to Media → Library
  • Upload all compressed images for this row
  • Confirm file names are correct after upload
⚠️ Add 4 Tags to Every Image After Upload Open each image in the Media Library and add the 4 required tags. Use the file name to identify each value.
TagValue ExampleWhere It Comes From
Industryauto-bodyFirst segment of the file name
Servicecollision-repairSecond segment of the file name
CitychatsworthThird segment of the file name
Businesshovees-auto-bodyLast segment before the number
👉 File Name Breakdown [industry] — [service] — [city] — [business] — [number]
auto-body — collision-repair — chatsworth — hovees-auto-body — 01
✅ Step 6 Complete
STEP 07 📋 Update Spreadsheet Status ▾

The last thing you do for every row — update the status so we know it's complete.

Status Column Find the Status column for this row.
Change it from  Pending  →  Done
  • Only mark Done after all images are uploaded and all tags are added
  • If something is incomplete, leave it as Pending and add a note
  • If instructions were unclear, add a note in the Notes column
✅ Step 7 Complete

⚠️ Final Quality Checklist

Run through this before marking any row as Done.

🚫 Common Mistakes — Never Do These Wrong file name format  ·  Spaces instead of hyphens  ·  Missing numbering  ·  Uploading uncompressed images  ·  Forgetting tags  ·  Leaving status as Pending after completion