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A shared taxonomy is a set of topics and prompts that your agency owns and puts on client sites. Every site on the set is asked the same questions, so a client tracking sixty prompts and a client tracking thirty are compared on the same ground. Clients keep adding prompts of their own alongside it. It lives in Agency Admin, Shared taxonomy. Owners build and change sets. Members see the tab read-only, with only the sites of the clients assigned to them.

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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.
  • 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. Remove any you do not want. Refresh suggestions reads the site again and replaces the list.
A set holds up to 50 topics and 250 prompts. Once your agency has a set, the buttons read New from paste, New from a site and New from a website, and a picker switches between sets.

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Regional and nationwide clients

Write a place into a prompt with a location fragment in square brackets:
A client with a town is asked the prompt with their town in place. A nationwide client is asked it without the fragment. Both count as the same prompt. Each prompt can hold one fragment, with {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.

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Put clients on the set

  • A new client. In Add client, choose Use shared taxonomy under Prompts, then give the client’s town or city, or tick Nationwide. 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.
  • Several new clients. The Several client brands form has the same choice, with a town or Nationwide for every client. 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 can be on one set at a time. The locations of a multi-location client are set up once for every city, so they cannot take a shared taxonomy. Shared prompts count towards your pooled prompts. If applying the set would take your agency past its allowance, that site is left as it was and the reason is shown.

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The roster

Under the set, every site on it is listed with its town or Nationwide and a status. The map pin on a site changes its town, or switches it between regional and nationwide. Its shared prompts are reworded straight away and keep their history.

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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 set cannot hold the same prompt twice, and that includes a regional and a nationwide wording of the same question.

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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. 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.

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On the Agency Dashboard

Once a site on the set has run, the Agency Dashboard compares your clients on the shared prompts.
  • Overview. A Shared taxonomy chip with a lock shows how many prompts are shared, and every number on the tab is computed over those prompts only: the trend, client performance, the performance matrix and the rankings. Sites that are not on the set are left out. Switch All prompts on to see every prompt each site tracks. If no site on the set has run in the period you picked, the Overview shows every prompt and says Shared view unavailable, showing every prompt.
  • Prompt Matrix. Every site on the set is a column, with its town, 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. 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. The matrix reads each site’s latest completed run, whatever period the Overview is set to.
A retired prompt leaves the Prompt Matrix straight away, while its past answers stay in the Overview’s history. Members see only the clients assigned to them on both tabs.

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Build a set before you have an account

Koalr can send a prospective agency a private link to build its shared taxonomy before signing up. On that page, paste prompts or suggest them from a website, choosing your country so the suggestions use its spelling. Save, then Download PDF for a copy of what was saved. Choose Create your agency account on the same page. When the agency is set up, the set is waiting under Agency Admin, Shared taxonomy, and the link stops opening; carry on editing there. Email support@koalr.ai for a link.