In short: this is the working month an SEO agency can run on RankThat, written by people who run their own client sites on it. It covers how to set up your client roster in the first week, a week-by-week routine that keeps every site moving, what to put in front of clients, how the plans map to agency size, and what RankThat doesn’t do, so you can decide whether this SEO software for agencies fits how you work.
Week one: getting your client roster in
The goal for the first week is simple: every client site added, connected and audited, with history in place so next month’s report has something to compare against. You can do it in this order.
Day 1: add the sites and connect Google. Create one project per client website. For each one, connect Google Search Console and Google Analytics 4. Search Console gives you clicks, impressions and positions for every query; GA4 gives you visits and conversions. Both feed the report and the portfolio view of search performance, which puts this month’s clicks against last month and last year for every site on one page.
Day 2: install the Bridge plugin on WordPress clients. The plugin is free. Download the free plugin from the project’s settings, upload it in WordPress, and connect it. This is what lets RankThat apply fixes, and on service-business sites it also counts enquiries: contact form submissions and taps on phone, email and WhatsApp links, each with where the visitor came from. No names, emails or messages are ever sent. Sites behind a strict firewall work too, because the plugin pulls approved changes rather than RankThat pushing them in.
Day 3: keywords and history. Add each client’s tracked keywords to the Rank Tracker with the right location, on desktop and mobile. If you’re moving from Semrush, send us your position tracking export and we import it so the ranking history carries over. Set each project to daily or weekly tracking.
Day 4: people. Invite your team. You can give someone access to specific sites, or to “all sites, including new ones”, which saves a step every time you sign a client. Invite clients to the read-only client portal if they want to log in and look.
Day 5: baseline audits. Run a full Site Audit on each site. Don’t fix anything yet beyond emergencies (a stray noindex, a site-wide robots.txt block). The point of this week is a clean baseline.
Add competitors for each client in week one too. Alerts compare a competitor’s pages with what RankThat saw before, so the sooner they’re added, the sooner changes show up, and a month of “they published three new service pages” is useful context for your first report.
Who sees what
| Role | Can do | Typical person |
|---|---|---|
| Client | View their own sites, read-only | The business owner or marketing manager |
| Editor | Work on the sites they’re given: review fixes, edit reports, write content | Account managers, SEO specialists, freelancers you subcontract |
| Admin | Everything, including people and settings | Agency owner, operations lead |
Give Editors “all sites, including new ones” only if they really work across your whole roster. Most agencies scope account managers to their own clients.
The monthly loop, week by week
This is the routine we’d suggest for an account manager with ten to twenty sites. Adjust the order to your billing dates.
| Week | Focus | What you do in RankThat |
|---|---|---|
| 1 | Reports | Each month’s report is drafted automatically at the start of the month. Read each one, edit the commentary, approve it and send it yourself |
| 2 | Fixes | Work through the audit findings. On WordPress, review drafted fixes in batches (titles, redirects, schema, alt text) and apply them; each can be undone in one click, and RankThat re-checks the live page afterwards |
| 3 | Growth | Open Opportunities for pages close to page one, ranked by potential clicks, and for keyword cannibalization. Brief or write content for the best gaps |
| 4 | Watch and plan | Review competitor alerts and ranking movements. Note what you’ll tell the client next month |
A few habits make the loop work across many sites:
- Fix by type, across the site, not page by page. Approving 60 rewritten titles in one review takes minutes. Doing them one at a time in WordPress is how fixes wait months.
- Read the competitor alerts weekly. You’re told when a tracked competitor publishes, changes or removes pages, or starts covering your client’s topics. That’s often the earliest warning of a ranking drop.
- Use the Claude connector for quick questions. Connect Claude to RankThat and ask “which of my sites lost the most clicks this month and why?” It reads audits, rankings, Search Console and reports, and can draft fixes for you to review.
What to report, and how
Clients don’t read impression charts. They want to know if the phone rang, whether they’re more visible than last month, and what you did for the fee. RankThat’s monthly reports are drafted in plain English around exactly that.
| Report section | Where the number comes from | What the client hears |
|---|---|---|
| Enquiries | Calls and form submissions counted by the Bridge plugin | “You had 42 enquiries from search, up from 35” |
| Clicks from Google | Search Console | Whether more people found the site |
| Rankings | Rank Tracker, with share of voice and a 12-week trend | Which money keywords moved |
| Work completed | Fixes applied, content published | What they paid for |
| Context | Fair comparisons: per day, month on month, year on year | Why a short month or a seasonal dip isn’t bad news |
The comparisons matter more than they sound. February has fewer days than January; a landscaper’s December will always trail July. Comparing per day and year on year stops you explaining the calendar every month.
Reports are white-label, carrying your agency’s name and logo, and they’re never sent automatically. Every report waits for someone on your team to review and approve it. Our monthly SEO report template shows a structure that works if you want to compare it with what you send now.
Signing a new client mid-month
New clients rarely sign on the first of the month. When one does sign mid-month, run the week-one steps for that site alone: project, Google connections, Bridge plugin, keywords, competitors, baseline audit. Then fold it into the normal loop.
Two things make the first report better. First, Search Console keeps about 16 months of data, so the report can compare against the months before you started even though RankThat is new to the site. Second, the baseline audit gives you a before picture. When the client asks what changed in month one, you can show the issues found, the fixes applied and the re-check that confirmed each one is live.
A prospect who hasn’t signed yet can get a quick look from the free Website SEO Checker: one page, 20 checks, no account needed. It’s a fair way to open a conversation without promising anything.
Pricing fit
Every plan has a 14-day free trial. You pick a plan and enter a card through Stripe, and you’re not charged until the trial ends. Paying yearly costs 10 months’ price.
| Plan | Price | Fits | Cost per site |
|---|---|---|---|
| Professional | $99 a month ($990 a year) | A small agency or a consultant with up to 5 client sites: 1,000 keywords per site, 50 audits a month including full site audits, 3 team members per site, AI visibility and local SEO tracking 4 times a month | About $20 a site with 5 sites |
| Enterprise | $199 a month ($1,990 a year) | Any agency past 5 sites: unlimited projects, keywords, audits, AI articles, AI tracking and team members | About $10 a site at 20 sites, under $5 at 50 |
Most agencies land on Enterprise. If you’re testing with a handful of clients first, start on Professional and change plans from Billing when you add the sixth. See pricing for the current plan details.
Honest limits
RankThat is built around the monthly work of an SEO agency, not everything an agency sells. Before you move your clients, know these:
- Automatic fixes need WordPress. On other platforms you still get the audit, rankings, reports and portal, but your team applies the fixes. There are no Shopify or Wix apps.
- No ads or PPC tools. If you manage Google Ads, keep your ads reporting where it is.
- No public API for pulling RankThat data into your own dashboards.
- Sites with strict bot protection need RankThatBot allowlisted before an audit. We never try to get around firewalls. On WordPress, the Bridge plugin’s pull mode avoids the problem for fixes.
- No live chat support, and the interface is in English only.
Agency setup checklist
- One project per client site, Search Console and GA4 connected
- Bridge plugin installed and connected on every WordPress client
- Keywords added with the right location and device; Semrush history imported if you have it
- Daily or weekly tracking chosen per project
- Competitors added for every client
- Team invited with the right role and site access
- Clients invited to the portal (optional)
- Baseline full audit run on every site
- Agency name and logo set for white-label reports
- A recurring calendar block for week one: review and approve reports