Client Management

:::summarybox learn Invite clients via email or shareable link Assign brands and manage access permissions Track client engagement with health scores How billing works for client access

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. When you invite your first client to a brand - $49/month is added to your subscription for that brand
2. When 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. Landing page: They arrive at your branded portal login
2. Sign up: They create an account (email and password)
3. Auto-link: Their account is automatically connected to your agency
4. First login: They see your welcome message (if configured)
5. Dashboard: 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. Find the client (status: Pending)
2. Click Resend Invite in their detail drawer
3. A 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. Open the client's detail drawer
2. Click Copy Invite Link
3. Share via your preferred channel

Resetting passwords

If a client forgets their password:

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

Revoking access

To remove a client's access entirely:

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

Maintaining engagement

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

Managing many clients

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