Build a set
Choose a starting point. Each one opens a preview where you name the set and check every prompt, and nothing is saved until you press Create.- Paste prompts. One prompt per line, or two columns copied from a spreadsheet: the topic, then the prompt. A line starting with
#names the topic for the lines under it. Bullets and numbering are removed, and a line repeated in the same topic is dropped. - Copy from a site. Pick a client site. Its active topics and tracked prompts become the set; branded prompts are left out. If the site is regional, its town is turned into a location fragment where it appears, and the preview tells you so. For a site set up through the wizard, that is the area chosen there. The first five topics arrive ticked with five prompts each, so a site with more copies as 25 ticked prompts. Tick any others you want, edit a prompt’s wording with the pencil, or remove it with the bin; only ticked prompts go into the set.
- Suggest from a website. Enter a website and, if you like, an example place. Koalr reads the site and proposes up to five topics of prompts. Untick any you do not want, edit a prompt’s wording with the pencil, or remove it with the bin; only ticked prompts go into the set. With an example place, a prompt that names it gets a location fragment, shown as a Location chip in the preview. Not every question needs a place, so only some prompts carry one. Refresh suggestions reads the site again and replaces the list.
Regional and nationwide clients
Write a place into a prompt with a location fragment in square brackets:{location} inside the brackets.
Insert location types the fragment at the cursor, and every prompt with a fragment shows both wordings underneath it, so you can check them before saving. A prompt without a fragment is asked word for word by every client.
Put clients on the set
- A new client. In Add client, choose Use shared taxonomy under Prompts, then say where the client is based: Set it in the setup wizard, where the wizard asks for the client’s area, a town, city or region, or Nationwide. A whole country such as United Kingdom is not accepted. The setup wizard opens with the shared prompts already in place and locked, under Shared with your network. Leave Also suggest the client’s own prompts ticked for Koalr to suggest topics and prompts from their website as well; untick it and the site starts with the shared prompts only. The client can still ask for suggestions later with Refresh with AI on their Suggested tab, including for the shared topics.
- Several new clients. The Several client brands form has the same choice. Give each client a town, city or region, or Nationwide, or leave it blank: Koalr finds the place on the client’s website while it sets them up, and the roster asks you to confirm it before any shared prompt names a place. See Onboarding clients.
- Existing sites. Choose Apply to sites and pick them. Each site gets every prompt in the set, worded for its place. A prompt the site already tracks with the same wording is claimed rather than duplicated, so its history stays. A site set up through the setup wizard is worded for the area chosen there, or asked without a place if the whole country was chosen.
The roster
Under the set, every site on it is listed with its town or Nationwide and a status. A site with no place yet shows the place Koalr found on its website, for example Found on the site: Leeds. That place is not used until you confirm it, and the roster only asks you to when the set has a location fragment; otherwise the map pin sets it.
When more than one site has a place found on its website, Confirm all above the roster confirms every one at once and lists what happened on each site. Check each place is where the client works, not a head office.
The map pin on a site changes its place, or switches it between regional and nationwide. Its shared prompts are reworded straight away and keep their history.
The menu on a site moves it to another set with Move to another taxonomy, or takes it off this one with Remove from this taxonomy. Prompts the client was tracking before the set arrived stay as their own. The other shared prompts are switched off and move to the site’s Inactive tab with their history kept, or are removed if the site has not run yet. A moved site then gets the new set’s prompts, worded for its place. If the new set would not fit the site (a location prompt with no town set, or no room in your prompt allowance), the move is refused and nothing changes.
Change the set
Owners change the set from the tab. The header shows its version and when it last changed, and sites on the set follow each change.- Add a topic, or a prompt under a topic.
- Reword a prompt or rename a topic with the pencil. The prompt keeps its history on every site.
- Retire a prompt or a topic with the bin. On a site that has already run, the prompt is switched off and moves to the site’s Inactive tab with its history kept. On a site that has not run yet, it is removed. A prompt the client was tracking before the set claimed it goes back to the client as one of their own. A retired topic that holds prompts the client added themselves stays on that client’s site as one of their own topics, with those prompts.
Archive a set
Archive puts away a set you no longer use. If sites are still on it, Koalr takes it off every one of them first, the same way Remove from this taxonomy does, so move any client you still want to compare to another set before you archive. An archived set stays in the picker, read-only, and Restore makes it active again with no sites on it.What a client sees
On a client site’s Prompts page, shared prompts carry a Shared chip with a lock. They cannot be edited, deactivated, moved or deleted from the site, and shared topics cannot be renamed or removed. The client’s own prompts work as before, and clients can add them to a shared topic too. Refresh with AI on their Suggested tab suggests prompts for shared topics as well as their own. Their own prompts never enter the comparison on the Agency Dashboard. A filter switches between All prompts, Shared and Yours, and a topic holding both counts each, for example “12 shared, 3 yours”. Adding a prompt the agency already shares tells the client it is already tracked. Ask Kevin to change a shared prompt and he explains that the agency sets it. The setup review and the sign-off PDF list the shared prompts once, under Shared with your network, and the client’s own prompts under Your own prompts.On the Agency Dashboard
Once a site on the set has run, the Agency Dashboard compares your clients on the shared prompts under its Shared Taxonomy tab, which has four views: Overview, Sources, Prompt Matrix and Attention Queue. If your agency has more than one set, a picker chooses which set your clients are compared on. Every view follows the same choice, and Koalr remembers it next time. Members see only the clients assigned to them.- Overview. The front door for the shared portfolio. The banner shows three dials: the median client’s Prompt Visibility Rate on the shared prompts, how many shared prompts are won, meaning the median client is at or above the portfolio’s good-performance boundary, and how many clients have a page cited by AI on the shared prompts. Beside them, Kevin’s Insight Stream turns the stored results into short observations; click one to ask Kevin about the evidence. Below the banner, eight tiles each sum up one part of the portfolio and open the view that holds the detail: What is working (the client pages cited most over the past week, shown as citations a day, with a Transfer-ready badge where other clients lack a comparable page and New, Rising or Falling where a page has moved), Needs attention (what moved most in the Attention Queue, and the clients furthest behind), Visibility by engine (the median client’s visibility on each AI platform, strongest first), Shared topics, Prompt wins and gaps (the strongest shared prompts and the widest gaps, as two separate lists; each row opens its Prompt Matrix row), Cohort mix (how many clients sit in Recover, Accelerate, Scale and Protect, and the first few clients in each), Who AI cites instead (the outside domains cited most, and how citations split between client sites, competitor sites and other sources) and Source types. Until enough clients have a result, a tile shows the client count instead of a percentage.
- Sources. Every domain and page cited on the shared prompts across your clients over the past week, in Domains and URLs views (switch between them on the same row, after the slash), ranked and searchable, with client pages marked. Each row shows its citations for the week, how many days it was cited and a New, Rising or Falling mark against the week before, and the URLs table can sort by Days or Change. Open a domain or a page for its cross-client detail. Both views open with Kevin’s Top Tips: up to five short observations from the same stored results. They can point to an outside website most of your clients are cited alongside and name the clients who are not (with their cohort when they all share one), shared prompts where competitor sites are cited and no client page appears yet, and a client page other clients could learn from. They also show how citations split between client sites, competitor sites and third parties. Click a tip about a domain or a page to open its detail, or ask Kevin a question in the box below the tips.
- Prompt Matrix. Opens with Kevin’s Top Tips: up to five short observations the rest of the page does not spell out, such as a shared topic that fell across your clients or the topic with the most room to grow. Tap a tip to jump to its row in the detailed matrix; a tip about a topic opens on that topic’s first prompt. A line under the tips gives the two periods compared and how many comparable clients they cover. Ask Kevin a follow-up in the box below the tips. Below Kevin, every site on the set is a column, with its place, Nationwide or No location under the name, best performer first. The shared prompts are the rows, grouped by topic, with a Location chip where a prompt holds a location fragment. Each cell has a dot per platform: mentioned, not mentioned or not tested. The Median column beside each prompt shows the median client’s visibility on it over the last 7 days: half your clients score this or higher. It is the number the Prompts won dial uses, and Filter sites does not change it. The dots show each site’s latest run, so a row’s dots can differ from its Median. Switch to Visibility % for a score per site instead, swap Site › platform to nest the columns the other way, and use Filter sites to find a client. Heatmaps beneath it show the median client’s visibility by topic and by prompt, across engines and across cohorts. The cohort heatmap fills in once the set has a few weeks of results, and says so until then.
- Attention Queue. Material rises and falls for a client, a shared topic or an engine, and proven content patterns: client pages cited on the shared prompts over the past week that other clients could learn from. Each pattern shows its citations a day and how many days of the week it was cited, so a page cited every day ranks above one that appeared once. A page is marked New when it was not cited the week before, Rising or Falling when its citations a day moved clearly against the week before. Use New and rising beside the search to see only those. Only a proven content pattern can be sent to a client’s Action Centre.