Setup and dashboard
Sharing & Team Collaboration: Invite Your Team and Clients
Invite teammates or clients, set view-only versus editor permissions, and share a live dashboard link without exporting screenshots.
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RankTracker · Setup and dashboard
Stage 1
Inviting a teammate
Stage 2
Client share links
Stage 3
Managing access
Inviting a teammate
From project settings, open Team and enter an email address. Choose Editor for anyone who should add keywords or change settings, or Viewer for stakeholders who only need to read results.
- Open Settings > Team
- Enter email and choose Editor or Viewer
- Send the invite
Managing access
The Team tab lists every member and share link with last-accessed dates. Revoke a link instantly if a client relationship ends, and audit who has editor rights before a busy reporting period.
Activity log
An activity log records who added keywords, changed settings or generated reports, which matters once more than one person touches a project.
Why this matters
Effective collaboration within RankTracker directly impacts the speed and accuracy of SEO decision-making. When internal teams, such as content creators or web developers, are granted appropriate access, they can independently review keyword performance, identify content gaps, or pinpoint technical issues revealed by ranking shifts. Conversely, a lack of access or reliance on static reports introduces delays, as requests for data must be routed through SEO specialists, slowing down content updates or technical fixes crucial for maintaining or improving search visibility.
Similarly, sharing live dashboards with clients fosters trust and transparency, allowing them to witness progress firsthand without requiring constant manual reporting. This real-time insight into keyword rankings, competitor movements, and SERP feature visibility validates SEO efforts and justifies investment. Without this streamlined sharing, clients might perceive a lack of progress, leading to unnecessary queries or, worse, dissatisfaction, simply because they aren't seeing the dynamic, up-to-date data that drives successful SEO campaigns.
Permissioning for External Consultants
When onboarding external consultants or agencies to a RankTracker project, careful consideration of their required access level is paramount. While they need sufficient visibility to perform their tasks, such as keyword research or performance analysis, full editor access might be excessive or unnecessary, particularly if they are engaged for a specific, limited scope. Over-permissioning can inadvertently lead to unintended changes or data manipulation, potentially disrupting existing project configurations or reporting integrity. Therefore, a judicious approach to assigning permissions is crucial.
The best practice involves granting 'view-only' access initially, then selectively upgrading specific users to 'editor' if their role demonstrably requires it, for instance, to add new keywords or modify tracking settings. This granular control minimises risk while ensuring the consultant has the necessary operational capability. Always clarify their exact responsibilities before configuring access, and establish clear communication channels for any required adjustments to project settings that they cannot directly implement.
When granting external access, consider these points:
- Clearly define the consultant's scope of work in writing.
- Start with 'view-only' access for all external users.
- Only grant 'editor' access if absolutely necessary for their role.
- Review external permissions regularly, especially after project milestones or changes in engagement.
Do it now
To solidify your understanding of user roles and sharing capabilities, immediately apply these concepts to one of your active projects. Identify a colleague or a client representative who could benefit from direct access to a specific segment of your ranking data. Plan their access level carefully, considering what information they need to see and what actions they should or should not be able to perform within the RankTracker interface.
- Select an active RankTracker project.
- Identify a team member or client for whom to create access.
- Determine if they require 'editor' or 'view-only' permissions.
- Use the 'Invite Teammate' or 'Client Share Link' feature to grant access.
Key takeaways
- ✓Use Viewer permissions for anyone who should not edit settings
- ✓Share a live link instead of a static export where possible
- ✓Revoke old share links once a client engagement ends
- ✓Check the activity log before assuming a change was yours
Do it now
Get a project live and learn the screens you will return to daily. Track the keywords from this lesson.