> ## Documentation Index
> Fetch the complete documentation index at: https://docs.koalr.ai/llms.txt
> Use this file to discover all available pages before exploring further.

# Shared taxonomy

> One set of topics and prompts your agency owns and every client site on it is asked, so clients compare like for like.

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.

## 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.

## Regional and nationwide clients

Write a place into a prompt with a **location fragment** in square brackets:

```text theme={"system"}
best executive coach [in {location}] for a founder
```

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.

## 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](/agencies/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](/agencies/billing). If applying the set would take your agency past its allowance, that site is left as it was and the reason is shown.

## The roster

Under the set, every site on it is listed with its town or **Nationwide** and a status.

| Status               | Meaning                                                                                                                     |
| -------------------- | --------------------------------------------------------------------------------------------------------------------------- |
| **Current**          | The site has the latest version of the set                                                                                  |
| **Behind**           | A change has not reached the site yet. Press **Sync now**, or it catches up overnight                                       |
| **Needs a location** | A regional site with no town, so prompts with a location fragment cannot be worded for it. Click the status to set its town |

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.

## 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.

## 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**.

## On the Agency Dashboard

Once a site on the set has run, the [Agency Dashboard](/monitor/multi-site-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.

## 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](mailto:support@koalr.ai) for a link.