Client Management

Inviting clients

There are two ways to invite clients to your portal: email invites and link invites. Both methods give clients access to your branded portal.

Email invites

The standard way to invite clients. You enter their email and they receive a branded invite.

To send an email invite:

1. 1Go to Settings → White-Label → Clients
2. 2Click Invite Client
3. 3Enter the client's email address
4. 4Select which brand(s) they should access
5. 5Optionally add a personal message
6. 6Click Send Invite

What the client receives:

• Branded email from your domain (if email branding is set up)
• Your portal name and logo
• A unique invite link
• Your personal message (if you added one)

Invite expiry: Email invites expire after 14 days by default. If the client doesn't sign up in time, you can resend the invite.

Link invites

Generate a shareable link that you can send via any channel (Slack, text, your own email, etc.).

To create a link invite:

1. 1Go to Settings → White-Label → Clients
2. 2Click Invite Client
3. 3Enter the client's email address
4. 4Select which brand(s) they should access
5. 5Check "Create link instead of sending email"
6. 6Click Create Invite
7. 7Copy the generated link

Key differences from email invites:

How billing works

White-label billing is per brand with active client access, charged at $49/month (or $41/month on annual billing).

Automatic billing

Billing is fully automatic:

1. 1When you invite your first client to a brand - $49/month is added to your subscription for that brand
2. 2When you revoke the last client from a brand - $49/month is removed from your subscription

You don't need to enable or disable white-label per brand - it happens automatically based on whether any clients have access.

Example:

• You have 3 brands: Nike, Adidas, Puma
• You invite a client to Nike → Nike now costs +$49/mo
• You invite another client to Nike → Still +$49/mo (per-brand, not per-client)
• You invite a client to Adidas → Adidas now costs +$49/mo
• Total: $98/month extra
• You revoke all clients from Nike → Nike drops back to $0/mo extra
• Total: $49/month extra

Client statuses

Clients move through different statuses based on their activity:

Status transitions

Pending ─────► Active ────► At Risk ────► Churned
   │             │             │
   │             │             └── Revoke ──► Revoked
   │             └── Revoke ────────────────► Revoked
   └── Revoke ──────────────────────────────► Revoked

Client account creation

When a client clicks their invite link:

1. 1Landing page: They arrive at your branded portal login
2. 2Sign up: They create an account (email and password)
3. 3Auto-link: Their account is automatically connected to your agency
4. 4First login: They see your welcome message (if configured)
5. 5Dashboard: They access only the brands you assigned

Client experience:

• They see your portal name, logo, and colors
• No Trakkr branding visible anywhere
• Seamless, professional onboarding

Multi-brand clients

If a client has access to multiple brands:

• A brand switcher appears in the portal header
• They can easily switch between brands
• Each brand's data is completely separate
• Activity is tracked per brand

Client list and filtering

The Clients tab shows all your clients with key information:

Columns displayed:

• Client name and email
• Status badge (Active, Pending, At Risk, etc.)
• Last login date
• Brand(s) assigned

Filtering options:

• All - Show all clients
• Active - Only clients with recent logins
• Pending - Invites not yet accepted
• At Risk - Clients who haven't logged in recently

Search: Type to filter by email, name, or brand name.

Understanding health scores

Health scores help you identify which clients are engaged and which need attention. Scores range from 0-100.

How scores are calculated

Score classifications

Configurable thresholds

You can adjust when clients are flagged as at-risk:

• At-risk days: Days without login before flagging (default: 14)
• Churn days: Days without login before marking churned (default: 45)

These settings are in Settings → White-Label → Features → Health Thresholds.

Client detail view

Click any client to open a detail drawer showing:

Overview section

• Status: Current status with badge
• Joined: When they accepted the invite
• Last active: Most recent login
• Expiry: For pending invites, when the invite expires

Brand access

• List of brands they can access
• Option to add or remove brands

Permissions

• Can export data: Toggle to allow/disallow PDF and CSV exports

Activity summary (for active clients)

• Total logins: All-time login count
• Logins last 30 days: Recent activity level
• Feature usage: Breakdown of which pages they visit most

Managing client access

Resending invites

If a client's invite has expired or they didn't receive the email:

1. 1Find the client (status: Pending)
2. 2Click Resend Invite in their detail drawer
3. 3A new invite email is sent with a fresh expiry

Copying invite links

For pending invites, you can copy the invite link to share manually:

1. 1Open the client's detail drawer
2. 2Click Copy Invite Link
3. 3Share via your preferred channel

Resetting passwords

If a client forgets their password:

1. 1Open their detail drawer
2. 2Click Reset Password
3. 3They'll receive a password reset email at their registered address

Revoking access

To remove a client's access entirely:

1. 1Open their detail drawer
2. 2Click Revoke Access
3. 3Confirm the action

What happens when you revoke:

• Client can no longer log in
• Their status changes to "Revoked"
• If this was the last client for a brand, white-label billing stops for that brand
• The client's account data is preserved (you can re-invite later)

Activity tracking

Trakkr automatically tracks client activity for your review. This helps you understand engagement without asking clients directly.

What's tracked

Where to see activity

• Client detail drawer: Summary of logins and feature usage
• Audit logs: Full activity log for compliance (see Permissions)

Privacy note

Activity tracking is for agency use only. Clients cannot see their own activity logs or the activity of other clients. This data is solely for helping you understand engagement.

Using activity data

Identify engaged clients:

• High login frequency
• Multiple features used
• Regular export activity

Spot at-risk clients:

• Declining login frequency
• Only viewing Dashboard (not exploring)
• No recent exports

Prove value:

• Show clients their engagement metrics in reviews
• Demonstrate ROI of the portal

Best practices

Onboarding new clients

1. 1Send a personal note along with the invite explaining what they'll find
2. 2Schedule a quick walkthrough call for their first login
3. 3Configure the welcome message to set expectations
4. 4Start with essential brands only - don't overwhelm with too much access

Maintaining engagement

1. 1Check health scores weekly - catch at-risk clients early
2. 2Reach out proactively - don't wait for clients to complain
3. 3Share wins - when their visibility improves, tell them
4. 4Ask for feedback - use the portal as a touchpoint for conversations

Managing many clients

1. 1Use filters to focus on specific statuses
2. 2Sort by health score to prioritize at-risk clients
3. 3Export client data for reporting to your team
4. 4Set up health digest emails for weekly summaries

Common questions

Can I invite the same email to multiple brands?

Yes. One client email can have access to multiple brands. They'll see a brand switcher in the portal.

What if a client already has a Trakkr account?

If the email is already registered, they'll be prompted to log in instead of creating a new account. Their existing account will be linked to your agency portal.

Can clients see each other?

No. Clients only see the brands you assign to them and cannot see other clients or their activity.

What happens to client data if I revoke access?

The client's account and activity history are preserved. If you re-invite them later, their history is retained.

Next steps

• Permissions & Features - Control what clients can see and do
• Branding & Customization - Customize the client experience