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How to Use a Rank Tracker Report Template

Are you tracking your ranks because you know it’s essential, but it just seems more time-consuming than it should?

Or are you juggling multiple clients in your marketing agency and starting to lose track of who you’re supposed to update and when?

It sounds like you’re struggling with one of the most common problems facing SEOs: not enough reports (that are quick to put together).

Reporting isn’t a silver bullet, but it’s about as close as you’ll get. It saves time, improves client relationships, keeps you updated, and generally makes your life much easier.

This guide will show you how to create a rank tracker report template and use it for your clients!

Feel free to skip to the section that you’re most interested in:

Why Rank Tracker Report Templates Are Indispensable

Successfully tracking your ranks can seem like a chore. And if you’re trying to track the ranks of multiple clients while keeping them happy with excellent reports, that’s no easy feat.

Many agencies struggle with creating reports because they spend a ton of time customizing reports for each client.

Although reports can be INCREDIBLY time-consuming, they’re essential for your business. 

Fortunately, you can use rank tracker report templates to easily track your keyword rankings and keep your clients up-to-date. 

Here are 3 reasons why:

Reason #1: Save Time

Inf rank tracker report template 1.3

The first (and most obvious) benefit of using report templates is that they can save a ton of time.

Creating reports from scratch every time is tedious and takes up valuable work hours. With a template, you can simply make any necessary changes to the existing report and generate it immediately.

This speeds up the process and ensures consistency across all the reports. You won’t have to worry about formatting errors, branding, or forgetting to include a section.

These time savings are even more noticeable when working with multiple clients and generating dozens of reports per week. The more reports you generate, the more time you save using templates.

Using a report template, you can streamline your reporting process and focus on more critical tasks.

Reason #2: White-Label Your Reports

Another benefit of report templates is that they allow you to white-label your reports easily.

As an agency, you want to present reports branded with your name and logo rather than the tool you used. An excellent report template allows you to customize the look and feel of your reports so they reflect your brand.

There are only 2 alternatives to using white-label report templates:

  1. Creating your own reports from scratch (time-consuming, inaccurate, and often low-quality)
  2. Using report templates that don’t have white-label features (makes your company look unprofessional)

Since neither of these options is good for business, we highly recommend using white-label report templates like those offered by ProRankTracker.

This gives your clients a cohesive experience and helps build your agency’s reputation as a professional and reliable partner.

Reason #3: Meet Your Clients’ Needs

If you want to keep your current clients and continue to grow your client base, you need to provide your clients with reports that meet their exact needs.

Some clients want a high-level overview, while others require a more detailed report. Some want reports daily, while others are fine with a weekly report (or even less than that in some cases).

With rank tracker report templates, you can create different reports for each client, each tailored to their needs. The templates give you the flexibility to customize your reports however your clients need.

For example, you might have one client who wants 6 different reports a week and another client who only wants 3 (but they’re different from the 6 you’re sending your first client). Templates allow you to easily accommodate each client’s needs without spending ALL your time creating custom reports.

7 Tips for Maximizing Your Reports’ Effectiveness

If you want to retain your clients or keep your SEO job, you need to be doing frequent reporting. Reports help you track your progress and show your clients that their investment is paying off.

However, not all reports are created equal.

Some are effective, while others don’t accomplish their purpose. The good news is that you can learn to make your reports extremely effective with a few simple steps.

In this section, we’ll share 7 tips for maximizing your reports’ effectiveness. Whether you’re an SEO agency or just looking to beef up your reports at your company, these tips will help you create reports that deliver results.

Tip #1: Create a Reporting Schedule

Consistency is key when it comes to reporting. Clients appreciate regular updates, so it’s crucial to establish a reporting schedule that works for both you and your client.

The key here is COMMUNICATION. Not every client wants the same reporting schedule, so the most important thing is to ensure that you and your client are on the same page regarding a reporting schedule.

If you aren’t working with clients, you should still set up a reporting schedule for yourself to help you check your rankings regularly.

The best way to do reporting schedules is with automation. You can create your automated reports and then totally forget about them. They’ll send on the set schedule every single time. We’ll talk about how to do this with ProRankTracker below!

Tips #2: Use Different Types of Reports for a Full View

Using a variety of reports gives you a more complete picture of your campaign’s performance.

For example, you may want to send a daily overview report, a weekly groups summary report, and monthly reports that show a chart of the month’s daily changes.

By using different types of reports, you’ll be able to identify areas of improvement and adjust your strategy as needed. This also helps clients see the progress and results of their SEO efforts from different angles and perspectives.

Additionally, providing a variety of reporting types helps clients understand how various metrics affect their website’s performance.

Tip #3: Customize Every Report

Every client has different needs and expectations, so it’s essential to customize your reports accordingly.

In other words, templates are great, but they aren’t perfect. They’ll always need to be customized to fit the exact needs of your business or your clients.

What kind of customization can you do?

  • Change the data that appears to highlight the metrics that matter most to your client
  • Include graphs and relevant visual aids
  • Rearrange the report to feature the most important details

Customization is critical to producing relevant, informative, and actionable reports.

Customizing your reports can help them resonate with clients by targeting their unique pain points, needs, and expectations.

Tip #4: Use Reports and Notifications

Many rank trackers allow you to send customizable reports regularly (like we discussed above) and send notifications when specific changes occur.

For example, you can set up a report schedule that automatically sends your clients scheduled reports 3 times a week and sends reports whenever any of their ranks drops or jumps by more than 1 position.

This saves you time and keeps your clients engaged and informed. The combination of scheduled reports and triggered notifications further enhances the multi-angled view of your entire SEO strategy.

Tip #5: Communicate With Your Client to Understand Their Needs

Reporting is not a one-size-fits-all solution. Before you create a report, it’s important to communicate with your client to understand their goals and expectations.

Ask them the following questions:

  • What metrics they value most
  • What they hope to achieve
  • What reports they want to receive on a daily, weekly, monthly, quarterly, and yearly basis
  • How many triggered notifications they want to set up
  • What format they prefer to receive their reports in

This will help you tailor your reports to their specific needs.

Understanding your clients’ goals and expectations is critical to delivering reports that resonate with them. Clear communication, starting with the questions above, will pave the way for a happy relationship between you and your clients.

Tip #6: Use White-Label Features

If you’re an SEO agency, using white-label reporting features can help you deliver reports that match your brand.

White-label reports allow you to customize the look of each report template with your company logo, colors, and other branding.

By adding your logo and branding to your reports, you’ll give your clients a more personalized experience and reinforce your brand identity. It also makes you look much more professional and well-resourced.

Creating reports that anchor your business’s identity in your clients’ minds is incredibly important to growing your client base and your agency.

Tip #7: Use More In-Depth Reporting Features for Bigger Clients

For bigger clients, you may want to use more in-depth reporting features to help satisfy their reporting needs. This is essential for more prominent clients who require more comprehensive reports.

For example, you could consider using the following advanced reporting techniques:

  • Mobile app access
  • Live webpage reports

All of these reporting options are available to you through ProRankTracker, and they can seriously help you improve your relationship with your most significant clients.

Again, this all comes back to COMMUNICATION. Figure out what your client’s expectations are early on so you know you can exceed them.

How to Use ProRankTracker Report Templates

We’ve been talking about how to maximize your reports’ effectiveness, but how do you create a report using a rank tracker?

ProRankTracker is one of the best agency rank-tracking tools available, and it offers more than 20 report and notification templates. In this section, we’ll show you how to use this software to create an excellent report for yourself or your clients.

If you aren’t already a ProRankTracker subscriber, I recommend signing up for a free trial so you can follow along with the tips below!

Create Your Report Templates

Before you can use report templates, you need to create at least one of them to apply to your reports!

To create a report template, go to the Templates menu in the Reports Center.

Templates in Report Center

Select “Add New Template,” then fill out the following:

  • Add your template name
  • Style your template with company colors
  • Add a header (optional)
  • Add a footer (optional)
  • Add a cover letter (optional)

Customize Rank Tracker Templates

But what if you want to set up reports to send with your logo, signature, logo, or another customization?

This is when it’s useful to customize your header, footer, and cover letter.

In each of these customizable sections of your template, you can add headers, text, dates, links, images, tables, and more.

When you’re done, click “Save” at the bottom.

That’s all there is to it! You can repeat this process as many times as you need to create multiple templates for future use.

Select Your Report

The first thing you need to do is select the report template you want to customize. As mentioned above, ProRankTracker offers 20+ white-label-friendly reports, so you have plenty of choices.

The reports fall into a few different categories:

  • Overview reports give you a bird’s-eye view of all your current ranks
  • Historical progress reports show you a chart of how your ranks have progressed over a selected period
  • Ranking comparison reports allow you to compare sets of ranks with a single variable changed (different URLs, search engines, locations, or devices)
  • Benchmark reports compare 2 dates, weeks, or months to help you understand how your ranks change seasonally
  • “Rankings” section reports allow you to turn your Rankings Views into exportable reports
  • Notifications are sent when certain changes occur (like rank increases or drops) instead of on a set schedule

Select Your Report

Select one of these reports to get started, but remember that you should use a combination of multiple types of reports for the best results!

Customize the Report

Now that you’ve selected your report, it’s time to customize it with the desired data (and in the order you want).

The first thing you need to do to customize your report is create a name, select a format, and create a schedule (which you should have from your communication with your client).

Customize the Report

Now, select one of the templates you made in step 1 to automatically apply it to the report you’re creating (and all future instances of the report as it automatically sends on its schedule).

Apply Your Template

In the lower sections of the report creation menu, you can select what data appears and in what order. Here, you can choose the groups and tags you want to include in the report and many other details, as shown in the photo above.

Once you’re done customizing your report, generate it to send it on the desired schedule.

Just repeat this process with all the reports you want to generate to create your custom report schedule!

Advanced Reporting Options

There are 3 advanced reporting options that ProRankTracker offers:

  • Live webpage reports
  • MyRanks mobile app
  • API access

The live webpage reports give your clients access to a webpage that contains your logo and a custom URL with their ranks, which are constantly updated to stay accurate. You can create these reports in the “Shared” tab of the reports page in ProRankTracker.

Advanced Reporting Options

Similarly to the basic reports you created earlier, you can select one of your report templates to apply to your live webpage report.

Shared Reports Template

The MyRanks mobile app works similarly to the live webpage report but within a white-label mobile app. This makes your company look very impressive by giving you your app for your clients to download on their phones!

mobile app

Finally, you can get access to the ProRankTracker API, which gives you infinite reporting options by allowing you to import your data from other tools (like Google Search Console or Google Analytics) or export your ProRankTracker data to powerful tools (like Google Looker Studio).


What is a ranking report?

A ranking report shows you up-to-date information about where your URLs rank for specific keywords on the search engine results page. Different reports display this data differently, giving you a fuller understanding of your ranking performance.

What is a rank tracker?

A rank tracker is a tool that is designed to track the position of your website or your client’s website on search engine results pages. Rank trackers can also provide detailed reports on your website’s ranking performance.

How do I monitor search engine rankings?

The best way to monitor search engine rankings is with regular ranking reports or with a highly accurate rank-tracking tool like ProRankTracker.


Creating effective reports is essential for any successful SEO campaign, but many people aren’t using their reports to their fullest potential!

By following the tips outlined in this article, you can deliver customized, informative, and engaging reports, giving you the edge with your clients.

You should now be able to deliver reports that exceed your clients’ expectations and help you grow your agency.

Happy reporting!