Managing multiple clients

On an agency plan, you manage one workspace per client. Each workspace is separate — its own brands, prompts, competitors, scans, and reports — but you sign in once and switch between them.

Adding a new client

From the agency dashboard, click Add client.
Enter:
- Client name (e.g. "Waterfront Private Hospital").
- Client website (used to detect industry and pre-fill suggestions).
- Optional: client logo (for white-label reports — see White-label reports).
Choose whether this is a paid client (counts toward your included clients) or a pitch project (free, for use during pitches).
Click Create.

You're taken to that client's onboarding flow — same 5-step setup as a new account, but scoped to the client.

Switching between clients

A client switcher at the top-left of the dashboard lets you jump between client workspaces. The dashboard, prompts, brands, and reports always show data for the currently selected client.

Tip: bookmark or pin the agency overview page if you flip between clients often.

Agency overview

The agency overview is a meta-dashboard showing every client's high-level metrics:

Each client's overall visibility score.
Each client's trend direction (up / flat / down).
Recent scan activity across all clients.
Clients with notable changes since last scan.

It's the place to start every Monday morning.

How prompts and brands work per client

Each client has its own:

Prompts — questions specific to their industry and audience.
Brands — their own brand and their own competitors (often very different from your other clients').
Categories — organizing structure for that client's prompts.
Scan schedule — daily / weekly / monthly cadence per client.
Citations and gap analysis — scoped to that client's data.

You don't share prompts or competitors across clients. Each is independent.

Structuring categories per client

Set up consistent categories per client to make reports easier to read across your portfolio. Common patterns:

Brand awareness, Service-specific, Local SEO, Competitive comparisons.
Top funnel, Mid funnel, Bottom funnel.
Geography 1, Geography 2, Geography 3 (for multi-location clients).

When you scan, you get clean breakdowns by category that map back to the strategic buckets the client cares about.

Pooled limits

Your plan's prompt, brand, and query limits are pooled across all clients. Examples:

Agency Pro has 750 total prompts. If you have 15 clients, that's an average of 50 prompts each — but you can give big clients 100 prompts and smaller ones 25, as long as the total stays under 750.
Total queries / month = sum of (prompts × models × scan frequency) across all clients.

The dashboard shows utilization across all clients so you can spot when you're approaching a cap.

Removing or pausing a client

To free up a client slot:

Pause client: keeps the data, stops scans, doesn't free a slot. Useful if the relationship is on hiatus.
Archive client: data preserved read-only for 60 days, slot freed. Useful for ended engagements.
Delete client: data permanently removed, slot freed immediately. Irreversible.

Most agencies use Archive for ended engagements — gives the client an option to come back without losing history.

Best practices

Start with templates. Once you've set up 2–3 clients in similar industries, save prompt sets as templates you can apply to future clients. This isn't a built-in feature yet, but copying prompts via export/paste works fine.

Audit prompts quarterly per client. A common mistake is setting up prompts on day one and never revisiting. Customer language evolves; competitors change; service lines expand. A 30-minute audit per client per quarter is enough.

Use white-label from day one. Clients shouldn't see SimplyRank branding on reports they're paying you for. Set up your white-label settings before delivering the first report.

Keep client logins minimal. If clients want dashboard access, use team members — but most agencies share PDF reports rather than dashboard access.