Permissions & Features
:::summarybox learn Control which features appear in the client sidebar Rename features to match your terminology Configure export and data permissions Review audit logs for compliance
Enabling and disabling features
- Go to Settings → White-Label → Features
- In the sidebar preview, toggle features on/off
- Required features show a lock icon and cannot be disabled
- Changes apply immediately to all clients
Quick actions:
- Required only: Disable all optional features
- Enable all: Enable all features
Renaming features
You can rename sidebar features to match your agency's terminology. For example:
- "Citations" → "Mentions"
- "Competitors" → "Market Position"
- "Perception" → "Brand Sentiment"
To rename a feature:
- In the Features section, find the feature you want to rename
- Click the edit icon next to the feature name (or double-click)
- Enter your custom label
- Press Enter or click away to save
To reset to default:
- Click the reset icon to restore the original name
Client permissions
Control what actions clients can take within the portal.
Data export permission
A single toggle controls whether clients can export data:
Can export data: When enabled, clients can:
- Export PDF reports
- Export CSV data files
- Download charts and visualizations
When disabled:
- Export buttons are hidden throughout the portal
- Clients can view data but not download it
When to disable exports:
- You want to control data distribution
- Client contracts don't include data exports
- Compliance requirements restrict data exports
Read-only access
All client access is read-only by default. Clients cannot:
| Action | Client access |
|---|---|
| View dashboards and data | Yes |
| Export data (if permitted) | Yes |
| Edit prompts | No |
| Add/remove competitors | No |
| Change brand settings | No |
| Modify tracking configuration | No |
| Invite other users | No |
All configuration is done in your main Trakkr account. Clients see the results but cannot modify settings.
Brand access
Clients only see brands you explicitly assign to them. Brand assignment happens when you invite the client.
Single brand access
Most clients access a single brand:
- Clean, focused experience
- No brand switcher needed
- All data relates to one brand
Multi-brand access
Some clients (like holding companies or franchises) need multiple brands:
- Brand switcher appears in the portal header
- Client can toggle between brands
- Each brand's data is completely separate
- Activity is tracked per brand
Managing brand access
To add a brand to a client:
- Go to Settings → White-Label → Clients
- Click on the client
- In the detail drawer, find Brand Access
- Add the brand
To remove a brand:
- Open the client's detail drawer
- Click Remove next to the brand
- Confirm removal
Permissions apply to all brands
Permissions (like export access) apply equally to all brands a client can access. You cannot set different permissions per brand for the same client.
If you need different permissions per brand: Create separate client accounts. For example, if a client should have full access to Brand A but limited access to Brand B, invite them twice with different emails or create two accounts.
Audit logs
Track all client and agency activity for compliance, security, and troubleshooting.
What's logged
Audit logs capture detailed activity:
| Event type | What's recorded |
|---|---|
| Authentication | Logins, logouts, failed login attempts, password resets |
| Navigation | Page views (which pages clients visit) |
| Exports | PDF and CSV exports (what was exported, when) |
| Admin actions | Permission changes, client invites, access revocations |
| Settings changes | Any changes to portal settings by agency admins |
Each log entry includes:
- Timestamp
- User (client email or agency admin)
- Action type
- Details (what page, what was exported, etc.)
- IP address
- Success/failure status
Viewing audit logs
- Go to Settings → White-Label → Logs
- Browse the activity timeline
- Use filters to narrow down:
- By date range
- By user
- By action type
- By success/failure
Exporting audit logs
Click Export CSV to download audit logs for:
- Compliance documentation
- Security reviews
- Client activity reports
- Troubleshooting
Retention settings
| Plan | Default retention | Maximum retention |
|---|---|---|
| Standard | 90 days | 90 days |
| Enterprise | 90 days | 730 days (2 years) |
Logs older than the retention period are automatically deleted.
To change retention (Enterprise only):
- Go to Settings → White-Label → Logs
- Find Retention Settings
- Set your desired retention period
Privacy and access
- Agency admins only: Only team owners and admins can view audit logs
- Clients cannot see: Clients have no access to audit logs, even their own activity
- No PII in exports: Exports include user emails but not passwords or sensitive data
Best practices
Start with minimal access
When onboarding a new client:
- Enable only the required features initially
- Disable exports until you know they need them
- Assign only the brands they need
- Add more access as they request it
It's easier to grant additional access than to take it away.
Match access to client type
| Client type | Recommended access |
|---|---|
| Executives | Dashboard only, no exports |
| Marketing managers | Dashboard + Perception + Citations, exports enabled |
| Analysts | Full access with all exports |
| Internal teams | Full access |
Document what clients can access
Be proactive about setting expectations:
- Tell clients what they can access during onboarding
- Explain why certain features are hidden (if they ask)
- Document any custom feature names you've set
Review access periodically
Every quarter, review:
- Which features are clients actually using?
- Are there inactive clients who should be revoked?
- Are export permissions still appropriate?
- Do audit logs show any unusual activity?
Troubleshooting
Client can't see a feature
Check these in order:
- Is the feature enabled?
- Go to Settings → White-Label → Features
- Verify the feature is toggled on
- Does the client have brand access?
- Features don't appear if client has no brands assigned
- Check their brand assignments in Client Management
- Is the client account active?
- Revoked clients can't access the portal at all
- Check their status is "Active" not "Revoked"
- Has the client cleared their cache?
- Feature changes may require a page refresh
- Have them log out and back in
Client can't export
Check these:
- Is export permission enabled for this client?
- Open client detail drawer
- Verify "Can export data" is enabled
- Is there data to export?
- Empty reports can't be exported
- Verify the brand has data
- Is the browser blocking downloads?
- Some browsers block automatic downloads
- Client may need to allow downloads from your domain
Client sees wrong brands
- Check brand assignments
- Open client in Client Management
- Verify the correct brands are assigned
- Check for duplicate accounts
- Search for the client's email
- Ensure there's only one account
- Verify they're logged into the right account
- Multiple browser sessions can cause confusion
- Have them log out and back in
Common questions
Can I have different features enabled for different clients?
No. Feature visibility is portal-wide and applies to all clients. If you need different feature sets for different clients, you would need separate teams with separate white-label portals.
Do renamed features affect reports?
Custom feature names appear in the sidebar and page headers. They don't currently appear in exported reports, which use standard terminology.
Can clients see each other's activity in audit logs?
No. Audit logs are only visible to agency admins. Clients have no access to audit logs and cannot see other clients' activity.
How long does it take for feature changes to apply?
Feature visibility changes apply immediately. Clients may need to refresh their browser to see the changes.
Next steps
- Overview - Return to white-label overview
- Client Management - Manage client access
- Branding & Customization - Customize the look and feel