For agencies

You manage AI visibility for a roster of clients, and every client wants the same thing: proof that they show up when someone asks an AI assistant for a recommendation, and a short list of what to do about it. Doing that one client at a time doesn't scale. MentionFlow is built to run a whole book of business from a single workspace — with pooled quotas, a cross-client rollup, scoped access, and client-ready reports that carry your name, not ours.

This guide walks the agency workflow end to end. Every feature it names is shipped today.

One workspace, many brands

A workspace owns your plan and pools its quotas; a brand (also called a project) is one client. You add each client as a brand in the same workspace, and your plan's brand allowance is what caps how many you can run:

Prompts are pooled across every brand, so a light client and a heavy client draw from the same pool — you allocate coverage where it matters rather than paying per-seat-per-client. See Plans and quotas for exactly how each limit is enforced.

Open on the whole book: the portfolio

When your workspace holds two or more brands, MentionFlow's post-sign-in director lands you on Portfolio rather than a single brand's overview — the cross-client rollup is your home. (Accounts with one brand open on Overview; a brand-new account opens on onboarding.)

Portfolio is one row per client, sorted biggest-mover-first, so the client who needs attention this morning surfaces to the top:

• Each brand is measured over its own newest-seven-collected-day window, so a client that collected yesterday and one that collected last week are each read against their own freshest data — no averaging a stale brand into a healthy one.
• The delta header cycles through movers, gains, and drops, and brands with missing data always sort last, so an empty client never masquerades as a top performer.
• A brand more than two days behind the portfolio anchor is flagged stale; never-collected and dormant brands get distinct em-dash tooltips, following the data-honesty rule.
• The open-actions count per brand uses the exact same definition as the Actions board, so the number you triage from equals the number on the client's own board.

Click any row to switch the active brand and drop into its Overview. The brand switcher moves you between clients without signing out.

The per-client working loop

Inside a client, the workflow is the standard measure → diagnose → act loop:

1. Measure. A monitor samples the client's market, engines, and prompts on your plan's cadence (daily on Growth, Agency, and Scale). The Overview headline — visibility, share of voice, sentiment, citation share — is the client's scorecard.
2. Diagnose. Competitors ranks the client against its rivals by Share of Voice and turns each losing prompt into a gap; Sources shows which domains and community threads the engines cited to get there.
3. Act. Actions is a persistent kanban of the highest-leverage fixes, scored by the recommendation engine and auto-closed when the data says the gap is fixed. Each card can spin up a content brief grounded in that client's own answers and knowledge base.

Because every metric traces back to a receipt — the verbatim answer an engine gave — you can always show a client the exact answer behind a number, which is the fastest way to end a "are you sure?" conversation.

Client-ready reports, under your name

The reporting hub at Reports is where the work becomes something you hand a client.

• The white-label client report assembles the client's metrics into a print-ready document at A4 and Letter, with charts rendered as server-side SVG so they print crisply. Add your agency's name to the footer with ?by=<Agency> in the URL, then Save as PDF from your browser's print dialog. There is no plan gate on the manual report.
• Scheduled reports wrap that same report in a recurring email. Each brand gets one schedule: pick weekly (fires with the first collection of the week, over the last 7 days) or monthly (fires on the 1st, over a rolling 28 days), add up to 10 recipients, and set it active. Only workspace owners and admins can change a schedule.

For a live, always-current data source instead of a document, the Looker Studio connector pulls visibility, share of voice, prompts, competitors, sources, and answers into a Looker dashboard you can co-brand.

Give clients a login without giving up control

MentionFlow has four roles. The one built for agencies is client viewer:

A client-viewer seat is how you hand a client a live view of their own reports without letting anyone change anything. Write access is derived from role on the server, so a client viewer who reaches an edit action is stopped everywhere, not just in a hidden button.

To keep a client's people inside their brand only, scope their access: an invite (or an existing member or client viewer) can be restricted to chosen brands in your workspace. Scoping is a member-and-client-viewer boundary only — owners and admins always have workspace-wide access, and MentionFlow refuses to create a "scoped admin" precisely because the access gates run on role. Full detail is in Workspace and members.

Every invite is a single-use link that expires after seven days and can never grant ownership. When someone opens it they see a confirmation screen — "Join workspace as role?" — and nothing happens until they confirm, so merely opening a link never enrolls anyone. Seat caps are re-checked at both invite creation and acceptance, so a burst of invites can't over-fill your plan.

An audit trail of who did what

Client work is accountable work, so the workspace keeps an audit log of access-relevant changes: member role and project-scope changes and removals; invites created, emailed, accepted, and revoked; API keys created and revoked; scheduled-report changes; password and email-verification events; billing changes; Google Search Console connect and disconnect; data exports; brand archive, restore, and delete; and workspace deletion. The log is fire-safe — a failure to record never blocks the change — with one deliberate exception: an invite acceptance that grants a membership is recorded atomically with the grant, so a new member can never join unaudited.

What this adds up to

One workspace, one bill, one pooled quota; a rollup that tells you which client to open first; a per-client loop that ends in a scored to-do list; and reports that carry your brand out to clients on a schedule. The honest reporting — Generated-not-Sent, em-dash-not-zero, receipts behind every number — is the part a client learns to trust, because it never inflates a quiet week into a good one.

Related

• Portfolio — the cross-client rollup you open on.
• Reports — the white-label report and scheduled delivery.
• Workspace and members — roles, client-viewer seats, scoping, and the audit log.
• Plans and quotas — brand, prompt, and seat caps per plan.
• Batch actions and search — manage hundreds of prompts across clients at scale.
• Looker Studio — a live, co-brandable data source.