Reports

What are reports in Ranksphere?

Reports let you save a snapshot of how a business location is performing.

You can use them to review rankings, check website performance, track Google Business Profile activity, or share results with clients.

Once you generate a report, Ranksphere saves it so you can open, download, or share it again without creating a new one.

Where can I find my reports?

1. Go to Locations.
2. Open the location you want to review.
3. Select the Reports tab.

You'll find your previously generated reports here, along with the option to create new ones.

What types of reports can I create?

Ranksphere supports five report types.

Each report focuses on a different part of your business's performance.

For example, you might use a Rankings report to show a client how their Google Maps positions have changed, or a Google Business Profile Performance report to show how many people called or requested directions.

If you want to share a general overview without going into every detail, you can create a Summary report.

To learn more about the data included in reports, see Local Rank Tracking, Website Performance, and Google Business Profile Performance.

How to generate a report

You can create a report from the Reports tab of any location you have permission to manage.

Step 1: Open Reports

1. Open your business location.
2. Go to Reports.
3. Click Generate report.

Step 2: Choose your report type

Select the type of report you want to create.

The available settings depend on the report type.

For Website Performance and Google Business Profile Performance, you can choose a preset date range or set your own start and end dates.

Step 3: Choose whether to include AI Insights

Some reports let you add a written summary generated by AI.

Turn on Include AI insights if you want Ranksphere to explain the results and suggest areas for improvement.

AI Insights are available for:

• Rankings
• Website Performance
• Google Business Profile Performance

Citations and Summary reports do not have an AI Insights option.

Including AI Insights uses an additional 100 AI credits.

Step 4: Generate your report

Review your settings and the credits or allowances required.

Then click Generate report.

Once the report has been generated, it will be saved in the location's Reports tab.

You can return to it whenever you want to view, download, or share the same report.

How to schedule reports automatically

You don't need to create every report manually.

Ranksphere lets you schedule certain reports to generate automatically at regular intervals.

This is useful if you want to receive regular reports without creating them each time.

Which reports can be scheduled?

Rankings reports must be generated manually when you need them.

The other four report types can be scheduled to run automatically.

Where can I schedule a report?

You can set up a report schedule from the Reports tab by selecting the Schedule option when generating a report.

You can also schedule reports from their own sections:

How to set up a recurring report

1. Open the location you want to report on.
2. Go to Reports and select the scheduling option, or open the relevant report section.
3. Choose the report type.
4. Set how often the report should run.
5. Choose the start date and time.
6. Decide whether the schedule should continue indefinitely or stop after a set number of runs.
7. Save the schedule.

Available report frequencies

Scheduled reports use your workspace's time zone.

You can check or update the time zone under Settings → Workspace.

For more information, see Account & Workspaces.

What happens when a scheduled report runs?

Each time a scheduled report runs, Ranksphere:

1. Generates a new report.
2. Saves it to your location's Reports tab.
3. Emails the report to you.

Each scheduled run uses one saved report from your allowance, just like a manually generated report.

If you've enabled AI Insights, the report also uses 100 AI credits each time it runs.

What happens if I run out of saved reports?

If your location's scheduled report is due but your workspace has no saved reports available, Ranksphere skips that run.

The schedule remains active and continues on its next scheduled date.

The same applies if the location has been paused. Reports won't generate while the location is paused.

For more information about pausing locations, see Locations in Ranksphere.

How are reports counted?

Each Ranksphere plan includes a monthly allowance for saved reports.

Generating a new report uses one of these allowances.

Saved reports included in each plan

Your saved report allowance is part of your Ranksphere subscription.

You can check how many reports you've used and how many remain under Settings → Credit Usage.

Does every report use one saved report?

Yes. Each time you generate a new report, Ranksphere uses one saved report from your allowance.

However, reports that include AI Insights also use AI credits.

For example, if you generate a Rankings report with AI Insights, it uses one saved report and 100 AI credits.

If you generate the same report without AI Insights, it uses only one saved report.

You won't be charged again for viewing, downloading, or sharing a report you've already generated.

Do scheduled reports use the same allowance?

Yes.

Each scheduled report uses one saved report every time it runs.

If AI Insights are enabled, each run also uses 100 AI credits.

For example, a weekly report with AI Insights will use one saved report and 100 AI credits each time it generates.

For more information about AI credit usage, see AI Credits.

What happens when I run out of saved reports?

If you've used all the saved reports included in your plan, you can purchase more or upgrade to a plan with a larger monthly allowance.

Purchase additional saved reports

Ranksphere offers an additional pack of:

To purchase:

1. Go to Settings → Billing → Add-ons.
2. Find the saved report pack.
3. Purchase the additional reports.

Your plan's included allowance is used first.

Once that allowance runs out, Ranksphere starts using your purchased pack.

Purchased saved report packs are valid for 30 days from the purchase date.

You can also upgrade to a higher plan if you need a larger monthly allowance.

For more information, see Billing, Plans & Add-ons and Report, Schema & Crawl Credits.

How to share a report

You can share a saved report with anyone using a public link.

This is useful when you want clients or other people to review the results without giving them access to your Ranksphere workspace.

How to create a share link

1. Open the location's Reports tab.
2. Select the report you want to share.
3. Turn on Enable share link.
4. Copy the link and send it to the person you want to share it with.

Anyone with the link can open and view the report online.

Shared reports are view-only, which means the person viewing the report cannot edit it.

They also don't need to sign in to Ranksphere.

Can I stop sharing a report?

Yes. You can revoke access whenever you want.

1. Open the report.
2. Select Revoke to disable its share link.

Once revoked, the previous link stops working immediately.

Will my shared reports appear in Google Search?

No. Shared report pages are not indexed by search engines.

This means they aren't intended to appear in search results.

However, anyone who has an active share link can open the report.

How to share a live ranking heatmap

Apart from sharing a saved report, you can also share an individual keyword's live ranking heatmap.

This has its own short share link, separate from a generated report.

To share a keyword heatmap:

1. Open the location.
2. Go to Rankings.
3. Open the keyword's ranking results.
4. Use the share option to create a link.

You can send this link to someone who needs to view the ranking heatmap.

You can also revoke the keyword's share link whenever you no longer want it to be accessible.

For more information about ranking results and heatmaps, see Local Rank Tracking.

How to download reports as PDF

You can download any saved report as a PDF.

This is useful if you want to email a report to a client or keep a copy for your records.

How to download a report

1. Open your location's Reports tab.
2. Find the report you want to download.
3. Open the report.
4. Select Download PDF.

Ranksphere will provide a PDF version of the saved report.

Downloading an existing report does not use another saved report credit.

What branding appears on the PDF?

Downloaded PDFs never show a Ranksphere web address.

If you're on the Growth or Agency plan, your reports can use your own branding, including your logo and colors.

This allows you to share reports with clients under your own brand.

For more information, see White-label & Custom Domains.

White-label reporting

White-label reporting lets you share reports using your own business or agency branding instead of Ranksphere's.

This feature is available on the Growth and Agency plans.

With white-label reporting, your reports and share links can display your:

• Business or agency logo
• Brand colors
• Custom branding

You can also use a custom report domain.

For example, instead of sending clients to a Ranksphere-branded report page, you can use a report address connected to your own domain.

To learn how to set this up, see White-label & Custom Domains.

Who can view, generate, and share reports?

Your workspace role determines whether you can view reports, create new ones, or share them.

Owners and Admins can manage reports for all locations in their workspace.

Members can view, generate, and share reports for the locations shared with them.

Can Guests view reports?

Guests don't have access to the Reports tab by default.

However, the Workspace Owner can give Guests permission to view reports inside Ranksphere from Settings → Permissions.

Guests cannot generate or share reports through the workspace.

How can I share a report with a client?

You don't need to invite a client to your workspace just to show them a report.

You can:

• Send them a public report link.
• Download the report as a PDF and email it.

This allows clients to review reports without using one of your workspace's team seats.

For more information about workspace access, see Users, Roles & Permissions.

Quick guide to managing reports

Frequently asked questions

What types of reports can I create?

Ranksphere supports five report types:

• Rankings
• Citations
• Website Performance
• Google Business Profile Performance
• Summary

Each report focuses on a different part of your business's performance.

Which reports can include AI Insights?

AI Insights are available for Rankings, Website Performance, and Google Business Profile Performance reports.

Citations and Summary reports do not have an AI Insights option.

Does a report with AI Insights use one of my monthly saved reports?

Yes.

A report with AI Insights uses one saved report and 100 AI credits.

A report without AI Insights uses one saved report and no AI credits.

Does viewing or downloading a report use credits?

No.

Once you've generated a report, you can view, download, or share it again without using another saved report.

Only generating a new report uses your saved report allowance.

Can I choose the date range for a report?

Yes, for certain report types.

Website Performance and Google Business Profile Performance reports let you choose a preset date range or set custom start and end dates.

You can also choose daily, weekly, or monthly detail.

Summary reports let you choose the report period.

For Rankings reports, you select a keyword and two scans to compare.

Can I schedule reports to generate automatically?

Yes.

You can schedule Summary, Citations, Website Performance, and Google Business Profile Performance reports.

Available frequencies include Daily, Weekly, Bi-weekly, and Monthly.

Rankings reports cannot be scheduled. You'll need to generate those manually.

Will scheduled reports be emailed to me?

Yes.

Each time a scheduled report runs, Ranksphere emails it to you and saves it in the location's Reports tab.

Each run uses one saved report, plus 100 AI credits if AI Insights are enabled.

What happens if my scheduled report doesn't run?

A scheduled report is skipped if there are no saved reports available or if the location is paused.

The schedule remains active and continues on its next scheduled date.

Can I stop someone from viewing a shared report?

Yes.

Open the saved report and select Revoke to disable its share link.

The old link stops working immediately.

You can also revoke a shared keyword heatmap link separately.

Do clients need a Ranksphere account to view reports?

No.

Anyone with an active public share link can view the report without signing in.

You can also download a PDF and send it directly to the client.

Can I add my agency branding to reports?

Yes, if you're on the Growth or Agency plan.

You can use your own logo and colors on shared reports and PDFs.

You can also set up a custom report domain.

See White-label & Custom Domains.

Where can I see how many saved reports I have left?

Go to Settings → Credit Usage.

You'll see how many saved reports you've used and how many remain in your current allowance.

What happens if I use all my saved reports?

You can purchase an additional pack of 50 saved reports for $8 from Settings → Billing → Add-ons.

You can also upgrade to a plan with a higher monthly allowance.

Can Guests access the Reports tab?

Not by default.

The Workspace Owner can give Guests permission to view reports from Settings → Permissions.

Guests cannot generate or share reports through the workspace.