Some people start working with SEO thinking it’s a “set it and forget it” deal.
Just choose the right keywords, get the right backlinks, and BAM!
Your website blows up and is the hottest thing on Google.
Unfortunately, it doesn’t work that way — good SEO is all about keeping up with your SEO rank data to make wise decisions for your website.
But how do you keep up with that ranking data?
SEO ranking reports are a crucial tool for any business that wants to track their SEO progress to make more informed decisions.
These reports provide valuable insights into how your website is performing on search engines like Google and Bing, highlighting areas where you can improve your search rankings and visibility online.
Today, we’ll take a deep dive into one of the most valuable features a rank tracker can offer you — the ability to generate beautiful, crisp SEO ranking reports for your clients or your own business.
This article will focus on HOW to generate stellar reports and WHY you need to prioritize reporting in your SEO strategy.
Let’s get started — we’ll cover:
- Why SEO Rank Reporting Is So Important
- How to Create the Perfect Report for Your Clients
- 20+ Rank Reports that Will Change Your Business Forever
- The Beauty of Unlimited Reports
- Frequently Asked Questions About SEO Rank Reporting
Why SEO Rank Reporting is so Important
If you can just open your SEO tool and check your ranks, do you need advanced reporting features?
YES, YES, and YES.
Let’s take a closer look at the 3 main reasons why you should be auto-generating rank reports.
The hardest part of SEO is staying on top of your constantly changing keyword rankings. Most SEO marketers get caught up wasting hours every week by manually checking their rankings by searching on Google and scrolling.
You can eliminate this hassle with automated SEO rank reports that you can share with your clients or team.
They neatly gather and organize all the crucial information you want with just a few clicks!
For example, you can tell ProRankTracker to send you a weekly update of all your URLs.
You can specify:
- Which URLs to include in the report
- What parameters to use when filtering results (search engine, device, etc.)
- The design of your report
Then, boom! All of this real-time data can be generated into an email, PDF, or spreadsheet and delivered to you or your team automatically — every week (or day or month).
Improve SEO Campaigns
Impressions, clicks, and conversions are all important for measuring your SEO success. But what HAS to come first before you can see any of those metrics go up? That’s right — your ranks.
When you have rank reports setup, you’ll know whether your rankings are going down or up on specific pages.
So, based on that data, you can figure out whether to double down on certain strategies or to improve strategies that have caused your rankings to drop.
Keeps You Up to Date
There’s a lot of data that marketers and businesses have to keep up with — it can he hard to track it all.
However, if your customers are finding you through search engines, you need to stay up-to-date with your keyword rankings.
SEO ranking report software allows you to do this automatically.
You’ll be able to keep your clients, executives, team members, or executives in the loop on your SEO wins.
Increase your SEO’s perceived value
If you want to increase your clients’ perception of the value you provide, you need the capability to send clients reports.
Reports accomplish 3 important goals for your clients:
- They keep your clients in the loop of how their page is performing.
- They increase client trust by maintaining openness.
- They help clients feel more invested in their SEO ranks, which increases their chances of staying with you long-term.
Keep an open and transparent communication channel, and it’ll show that you’re confident in yourself and the service you provide.
SEO rank reporting tools, like ProRankTracker, allow you to white label.
In other words, you can align your rank reports with your company’s or your client’s brand. This will also increase the perceived value of your SEO services.
How to Create the Perfect Ranking Report for Your Clients
Speaking of white-label reports, let’s spend a minute discussing how to create the perfect SEO ranking reports for your clients.
Sure, you could send your clients a quick email letting them know how their ranks are doing, but that doesn’t look very professional, and it’s a lot more effort than it’s worth.
Instead, you should use white-label reporting templates like those offered by ProRankTracker. You can customize every aspect of these reports to make them EXACTLY like your clients want them.
Let’s talk about how to do just that.
Step #1: Understand Their Needs
The first step in creating the perfect ranking report is communication.
Before you start designing your report, communicate with your client to understand their needs. Every business is different, and their goals will vary.
When you communicate with your clients, ensure you get the following information from them:
- How often they want to receive ranking reports
- How involved they want to be in their SEO strategy
- Their preferred method of receiving ranking reports (email, live website, mobile application, etc.)
- What data is most important to them
Knowing this information allows you to set up the PERFECT reporting schedule for them.
Step #2: Establish a Schedule
Based on the information you gathered from your client, you should be able to establish a slam-dunk reporting schedule.
Some clients will want daily reports. Others will be happy with weekly reports. Some may want 24/7 access to their ranks (we’ll talk about how to do that later in this article).
The main thing here is to tailor your reporting schedule to each of your client’s needs/wants.
Using an automated reporting tool like ProRankTracker, you should be able to set up a reporting schedule that’ll automatically send the appropriate reports at the correct times. This guarantees that you never miss a deadline, keeping the clients happy (and saving you time)!
Step #3: Customize Your Reports for Each Client
Your report should cater to each client’s unique needs. While you’re communicating with them, make sure you get a firm grasp on what they expect each report to include.
Do they want all their campaigns in a single report, or do they want each campaign in its own report? Do they want to focus on specific geographic regions or certain search engines?
Every client is unique, and your report should reflect that. Instead of using generic reports for each client, customize your reports to provide an in-depth view of whatever they need most at the time.
Step #4: Add Brand Customization to Every Report
Your client’s branding is essential. A report with no branding looks unprofessional and thrown together.
On the other hand, adding brand customization to your reports not only makes them more attractive but also establishes rapport between you and your client.
Ensure that each report contains your branding, logo, color scheme, and other customized elements. This will make your client feel that the report is coming directly from you, enhancing your credibility with your clients.
The 20+ Rank Reporting Tools That Will Change Your Business Forever
To make reporting easier, ProRankTracker provides more than 20 types of reports that you can further customize for you and your clients.
We’ll start with the main types of reports you can generate, move on to more advanced reports, and explain a bit about ProRankTrackers’s notifications system.
So, let’s begin the tour, shall we?
The first and most basic report is the Overview Report.
The Overview is the “bread and butter” report that’ll give your clients a sound, broad-level understanding of their current ranks.
This report shows your change over the last:
As your clients scroll through the report (which you can send directly to their inbox from ProRankTracker), they’ll see a detailed look at each of their URLs and tracked keywords.
You’ll get an easy-to-understand breakdown of rank, historical change, search volume, and ranking trend for each URL.
A report that you can’t customize is (almost) useless.
You can tailor this report any way you like.
For example, you can make the data table show every parameter available or go “minimalist” and deliver keywords and rank only.
Some clients prefer to see the ranks only while others want an in-depth report with every parameter available.
When creating this report, simply select everything your client wants in their reports.
You can see why the Overview report is one of the essential reports for your clients because it can include everything they want to take a look at.
Groups Summary Report
In ProRankTracker, you can organize your tracked URLs into groups.
You can later filter out all the URLs that belong to a specific group — this allows for quick navigation, and it’s a great way to keep your account ship-shape when working with multiple clients.
For example, you might have 1 client in the sporting industry and 1 in the fashion industry.
No problem, you can create 2 groups — 1 called “sporting” and the other called “fashion.”
Creating these groups allows me to access 1 particular client’s data quickly.
The Groups Summary Report generates a quick summary of all the groups that you’ve defined.
You can, of course, select which groups are shown in this report.
This report is more straightforward than the Overview Report, and it includes significantly less data.
Instead of showing details about every single URL, the Groups Report only shows high-level information about an entire group of URLs.
These reports can also be immediately downloaded as a PDF, CSV, or XLSX file or emailed and shared via Dropbox or Google Drive.
They’re good for a general outlook minus a mountain of details while still showing you whether a particular client’s ranks are trending up or down.
Tags Summary Report
In ProRankTracker, tags function identically to Groups but are assigned to tracked keywords instead of URLs.
The Tags Summary Report is the same idea as the group summary report but shows a summary of tags instead of groups.
Just like in the Groups Report, you can choose which tags will show up in the report and how you want to export the data.
ProRankTracker automatically generates notes when a URL or keyword undergoes a significant change.
For example, your URL may be featured in the Google Snack Pack or as a featured snippet.
It can be tough to keep track of these critical developments, and that’s where the Notes report comes in.
This report allows you to track these automatic notes (as well as any added manual notes) so you know precisely how each of your URL’s ranks has changed over time.
Daily Breakdown Progress Report
This report is somewhat similar to tracking stocks on the stock market.
First, the top of the report gives you an overview of how each of the keywords for a specific URL has performed in the last month (or whatever date range you specify).
As you scroll down, it shows the daily progress specific keywords have made in a detailed chart for each keyword.
You can make the graph show any period by defining a date range.
You can also add additional data to the graph like other search engines, devices, etc.
This report is also great for creating case studies of success stories to showcase to potential new clients.
For example, you can demonstrate how you took a website that initially struggled, not even being in the top 100, to ranking in the top 10.
Using this report, you can overlay how a keyword ranks on different search engines or different Google domains (like Google.com.au).
The Daily Breakdown report is essential for understanding how a URL’s keywords progress over time and comparing that data between search engines and devices.
Weekly and Monthly Breakdown Reports
The Weekly and Monthly Breakdown Reports function precisely like the daily breakdown but as a “zoomed-out” version.
This report allows you to make comprehensive periodic reports showing change over weeks or months.
The top of the report shows you a pie chart of the changes for the selected URLs alongside more detailed info about how your keywords are ranking.
As you scroll down, you’ll once again see graphs for each tracked keyword.
On the “zoomed out” Weekly and Monthly Reports, each chart shows each week’s or month’s top, bottom, and average positions.
As with the other reports, you can add comments to your generated PDF.
The Weekly and Monthly Reports are easy to generate with specific dates.
Just select the range you’d like to see by choosing “from” and “to” dates, then choose the URLs you’d like to view.
Not every campaign will immediately start showing results.
Most of them will probably take at least a few weeks before your clients begin noticing any real changes.
Since specific campaigns might take a while before they bear fruit, these types of reports allow you to show your clients long-term progress.
URLs Comparison Report
This report compares the current ranks of the same keywords among different URLs.
There are 2 super cool ways to use this report:
- Competitor analysis
- Refinement of your campaign
You can run a competitor analysis efficiently with the URL Comparison Report.
For example, if you were tracking the major book-related websites, you could choose the keyword “books.”
Then, compare that keyword between Amazon, Barnes and Noble, and Goodreads.
Or, you can refine your campaign (or your clients’ campaigns) by comparing how multiple URLs perform for the same keyword.
For example, your home page and your product page may both be trying to rank for the keyword “books.”
This report allows you to determine which page is doing better, which helps you understand how to target the right keywords around your websites.
To generate this report, select the URLs competing over the same keyword, then choose the keywords to compare.
The first thing you’ll see when you generate this report is a graph comparing how each URL is performing for each individual keyword.
In our example, we’re comparing more than 20 keywords, but you can choose to compare as many or as few as you want.
As you scroll, you can see a chart that displays a more specific comparison of the URLs and their keywords.
Once the report is generated, it remains active (unless you delete it), so you can check up on it any old time you’d like.
Different Search Engines Report
This type of report allows you to see how well specific keywords are doing among the different search engines (Google, Yahoo!, and Bing).
Unlike some of the other reports we’ve seen, this report compares CURRENT ranks instead of presenting a historical graph.
The primary purpose of this report isn’t to give an overview but rather to provide detailed insight into how you’re performing on various search engines.
Select a URL and choose your keywords to compare across multiple search engines to generate this report.
The chart generated by this report stacks your performance on each search engine on the same graph.
This presentation makes it easy to compare your performance quickly.
You can also scroll down to see the same information in table form instead of as a chart.
Again, once the report is generated, it remains active (unless you delete it), so you can check up on it as frequently as you like.
ProRankTracker will update it daily.
Different Locations Report
The Different Locations Report is ideal for businesses that want to improve their local SEO.
When local businesses add URLs for tracking in ProRankTracker, they should also add specific location data.
This report will compare how your keywords for a particular URL are performing in different locations.
To generate this report:
- Select the URL you’re tracking in multiple locations.
- Select the keywords to compare from the list
The report will plot your ranks from each location on the same graph — this handy feature provides a performance comparison of several target areas.
Different Devices Report
The Different Devices Report functions very similarly to the Different Locations Report but plots performance across different devices instead of locations.
You can compare your performance on:
- Android mobile
- Apple mobile
You generate this report in the same way:
- Select the URL to track across multiple devices.
- Choose the URL for which you want to generate a report.
- Select the keywords to plot on your graph.
The report will stack your keywords’ performance for different devices on the same graph.
People often underestimate the importance of local searches and understanding how your terms rank on mobile vs. desktop.
Translation — you CAN’T ignore these two important reports!
They’ll keep you in the know on how you’re performing across different locations and devices.
The benchmark report is another excellent report for capturing a wide-angle view.
There are 3 different benchmark reports:
- Compare 2 dates
- Compare 2 weeks
- Compare 2 months.
We’re talking about these 3 reports together because they each function in the same way.
This type of report allows you to compare all the ranks for a specific URL between 2 selected days, weeks, or months.
In other words, you can use 1 day, week, or month as a “benchmark” to help analyze how your rank changed between that selection and a later selection.
Using this report, you’ll grasp the big picture of a specific campaign performance over a given period.
For example, let’s say you track 32 keywords for Goodreads.com.
You’ll see the total changes for all 32 keywords between the 2 dates or periods in a single, unified report.
You’ll see which terms rose, which flopped, and which held steady.
Let’s look at each of these 3 reports to see how they work.
Here’s a comparison between September 25 and the same day in the previous month — this will give us a good idea of whether a URL is trending up or down.
Here’s the same URL, but it shows a comparison between the first week of August and the first week of September.
This report will give us a good idea of the overall performance of the URL across the 2 months.
If most of our ranks dropped in September, there’s probably an issue to address.
Here’s a final report showing August of 2020 vs. August of 2021.
Seeing a month-to-month comparison like this will help you track and understand the seasonal trends and fluctuations, as well as get a handle on your long-term performance.
If your graph is all green like this one, all your keywords have improved!
Presenting a chart like this to a client can help improve customer loyalty over time by showing them the effectiveness of your SEO services.
The data is also represented in a table, showing the top or average position for the 2 periods you chose to compare.
In the examples above, you can see in the specified period — some keywords rose in rank, some dropped, while others remained the same.
This is also an excellent report to include in a case study to see how successful a campaign has been over time. You can also show how a competitor dropped in ranks by comparison as the cherry on top.
“Rankings” Sections Reports
There are 5 total different Rankings Reports.
They’re similar, but each plays a vital role in search engine rank reporting for you and your clients.
Let’s quickly go over some background info to help you understand these reports if you’re new to ProRankTracker.
In ProRankTracker, the left-side toolbar is full of tabs that take you to other info about your current SEO campaigns.
Specifically, there are 5 “Views” that give you different perspectives on your current ranks:
- URL View
- Term View
- Daily View
- Full SERPs
When you generate a Rankings Report, it transforms any one of these 5 views into a customizable, brandable PDF report to send to your clients.
Let’s quickly look at each of these 5 reports.
1. URL View Report
The URL View Report functions precisely like an Overview Report — you even create it from the same page.
When creating an Overview Report, just tweak the settings and filters until you’re happy with them.
In other words, the Overview Report and the URL View Report are identical, but you can use filters and settings to make the report more or less detailed than your URL View page.
2. Term View Report
The Term View delivers a snapshot of all your keywords’ ranks for a single day.
It breaks down each keyword by the URLs targeting that keyword, giving you insight into your keyword’s performance across multiple pages.
3. Daily View Report
The Daily View Report is identical to the Daily Breakdown Report.
Similar to the relationship between the Overview Report and the URL View Report, the info included in your report depends on how you tweak the settings.
The Daily View Report and the Daily Breakdown Report give you a day-by-day report of specific keywords’ performance.
Use the settings and filters to include more or less info, depending on what your heart desires.
4. Dashboard Report
Your dashboard report gives you the broadest range of info about a campaign’s health.
If your clients aren’t particularly interested in details, but they still want to stay up to date on overall ranks and changes, the Dashboard Report will be your go-to.
The Dashboard Report includes:
- A 24-hour, 7-day, and 30-day change graph
- A current ranks graph
- Biggest rank jumps or drops in the last 24 hrs
5. Full SERP Report
The Full SERP shows you the entire search engine results page for a specific keyword.
To generate a Full SERP Report, select the desired URL and keyword, as well as the date range you’re analyzing.
ProRankTracker will generate a report showing the SERP for that keyword, making it a breeze to keep an eye on your competitors while staying on top of your own keyword performance.
We’ve covered the big 5 reports, but ProRankTracker also offers several SEO reporting tools that take these reports to the next level.
Let’s look at some of the cutting-edge reporting features that’ll change your understanding of your SEO.
ProRankTracker also offers Scheduled Reports.
You can schedule almost any report in advance to be generated daily, weekly, or monthly.
They’re fully customizable and downloadable like all other reports.
Another customization feature ProRankTracker offers is the ability to customize the email address from which the report is sent to your clients.
This makes you look like a pro.
Scheduled Reports are a fantastic way to keep your clients up-to-date daily on their campaign’s progress while saving you time through automation.
Smooth communication = happy, in-the-know clients.
Notifications are similar to Scheduled Reports, the sole difference being that these aren’t sent on a consistent schedule.
Instead, notifications are sent when a goal is reached, like nabbing the top position on the SERP.
Cue the confetti!
In other words, a Scheduled Report could be sent on the first Monday of every month, whereas a notification might only be sent when a URL drops 5 ranks for a specific keyword.
Once a pre-set trigger occurs, a report will be sent to preassigned emails or your Dropbox or Google Drive.
You’re entirely in control of what triggers a notification and what information that report includes.
Some potential triggers might be:
- When your keyword hits the top position on a SERP
- When you get into the top 10 for a keyword
- When a keyword increases or decreases by a set number of ranks
- When a keyword hits a specific rank of your choosing
This is one of the most valuable reporting features for an SEO campaign because you can use Notifications as strategy signals — to figure out what’s working and what’s not.
For example, the last thing you want is an important keyword to drop ranks without noticing. Notifications fix that issue without breaking a sweat.
Likewise, it’s great to be notified once a keyword rises to a particular landmark, such as entering a top 10 position.
At that point, you may choose to focus your efforts somewhere else if your keywords are in the top 10.
Shared Reports is a unique and ultra-awesome white-label feature you can use to “WOW” your clients.
Using the Shared Reports will bump your SEO service’s level of professionalism and originality up a notch.
Instead of the traditional avenue of emailing a PDF, the Shared Reports feature creates an interactive web page with the report data.
Read that again slowly — I-N-T-E-R-A-C-T-I-V-E W-E-B P-A-G-E.
- All data shown on the page is fully customizable. The report offers an overview of all term changes and includes a data table showing your chosen fields (rank, SE, search volume, etc.). The displayed data consists of all terms associated with a URL or a group of URLs.
- The generated link is unique and can even be encrypted with a password so only the people you choose can see it.
- You can set the link to expire in a certain amount of days.
- You can also allow the person viewing the page to download the data as a PDF, CSV, or XLSX file.
- This web page is updated daily — the person you share it with doesn’t need to be a PRT user and only needs access to that link to view the freshly updated data.
- This feature is entirely white-label — you’ll have the ability to generate a link with YOUR domain as the URL and with your logo, design, and details embellishing the shared report. Essentially, PRT remains hidden and acts as your backstage power and infrastructure (You rake in all the credit!).
This feature will impress your clients and help more hands-on clients feel like they’re up to the minute on their SEO progress.
MyRanks Client App
For those of you who want to blow your clients’ minds, this one’s for you.
MyRanks is a mobile app your clients can download that shows them their ranks.
Yep, you read that right.
You can have your own SEO mobile app!
The goal behind creating MyRanks was to ensure that your clients get new rank data right on their phones.
Utilizing MyRanks creates a “2-birds-with-1-stone” scenario…
It reassures your clients that their case is a top priority, and they can get a progress update on their SEO campaign by simply checking the app.
MyRanks has features like:
- The app is available for iOS and Android.
- YOU choose what data you want the users to see — share a single URL or a group of URLs. It’s up to you.
- The data is updated multiple times per day.
- The person viewing the app can download the data as a PDF, CSV, or XLSX file to their mobile device.
- This app is 100% white-label and can (and should) be embellished with your logo and company details. PRT works for you behind the scenes. You can quickly design the white label customizations for MyRanks through PRT Settings.
- Set up a username and password for your clients, colleagues, or boss, and they can download the app through the App Store or Google Play.
Showcasing MyRanks is another way to increase your perceived value among clients.
With sub-accounts, you can set up smaller ProRankTracker permission-based user accounts with unique usernames and passwords.
You’ll manage these under your main account, giving access to only specified data you have in ProRankTracker.
But a sub-account wouldn’t do you much good if everything has ProRankTracker logos.
And that’s why every sub-account will also have your logo and other white-label options.
Give access to this sub-account to colleagues or clients with their own username and password, and the logo they’ll see will be YOURS.
You can specify the data seen by each sub-account user — adjusting various permission levels allows your clients only to view limited data or to have full access and admin control over all data.
In addition to impressing clients, it’s also an excellent organizational solution for distributing workflow to your team and colleagues and delegating tasks.
Each campaign can have its own unique sub-account associated with it.
PRT values customization, as already mentioned throughout this post.
Let’s quickly go over how the customizing templates option works on PRT.
When you open the templates menu, you’ll see different options, including:
- Headers and footers
- Cover letters
When you’re done customizing the template, just name it and save it.
Afterward, each time you generate a report, you can select the template you want to use.
ProRankTracker will automatically style the report based on your customizations.
If you’re working with clients, you’ll eventually get a question something like this:
“Hey, we’re thinking about targeting this new keyword, what do you think?”
What do you do in situations like that where your client wants a quick opinion or some quick information, but you don’t have any data on that keyword?
Insta-Check is a credit-based solution that allows you to do quick SERP checks without using your monthly term limit. In other words, just pay for what you need, then save your leftover credits for future searches.
To make an Insta-Check report, just fill in the form with the information you want to check, then wait a minute or 2 for ProRankTracker to fetch the data from the SERPs.
You’re now the proud owner of a super fresh and 100% accurate report of the current SERP position for the keywords your client wanted to investigate.
Repeat this process as many times per month as you need, only replenishing your credits when you run out.
Frequently Asked Questions About SEO Rank Reporting
How do I get an SEO report?
The best way to get an SEO report is by using a powerful rank tracking tool like ProRankTracker or importing your data into Google Looker Studio. Make sure you tailor your report to your client’s needs to help them truly get the most out of your reports!
How do I track my SEO ranking?
Many people use all-in-one tools like Ahrefs, but the best way to track SEO rankings is with a dedicated rank tracking tool. ProRankTracker is one such tool, and it guarantees daily ranking updates with extreme accuracy.
What is the best SEO report software?
If you’re using a tool like ProRankTracker, you can use its native white-label reporting features. If you want even more flexibility with your reports, use an API in combination with Google Search Console and Google Analytics to create powerful visual reports in Google Looker Studio.
The Beauty of Unlimited Reports
One of the best parts of ProRankTracker’s reporting abilities is that you can send unlimited white-label ranking reports to your clients.
The truth of the matter is that you never know how many reports you might need to generate.
Having no limits to the number of reports you can generate gives you the freedom to experiment and your agency some serious scalability.
Ready to Start Generating SEO Rankings Reports?
With these reports at your fingertips, you’ll be able to identify areas of strength and weakness in your search rankings and make targeted changes that can help improve your results over time.
Whether you’re an SEO agency or just trying to stay on top of your own SEO, here’s a final piece of advice — don’t dismiss reporting when deciding which tool to use!
The right tool that includes generated reports makes your SEO easier, more effective, and more thorough.
Give several tools a try and see which one is right for you.
And there’s no better place to start than ProRankTracker’s 30-day free trial.