white-labeled reports

How to Use White‑Labeled Analytics Reports on the Platform - Elevate Your Agency’s Presentation

Charles Higgins

Charles Higgins

— 10 min read
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Table of Contents

Introduction

We’ve built this step‑by‑step guide to help agencies and small teams deliver clean, branded analytics reports without extra design work. White‑labeled analytics reports let us share client wins, improve retention, and reinforce our agency brand—while saving time. In this guide we’ll walk through how to generate, brand, and deliver these reports inside the platform, explain what each option means, and share practical tips and templates so the reports look polished and professional on the first send.

Why White‑Labeled Analytics Reports Matter

Reports are more than raw numbers. They’re touchpoints that reinforce the value we deliver. When we present data in a clean, branded format it does three important things:

  • Builds trust: Clients instantly see the source as our agency, not the platform, which improves perceived ownership and professionalism.
  • Clarifies value: Selecting the right graphs and adding a short narrative turns metrics into meaningful wins that clients can understand quickly.
  • Saves time: We skip custom design work and still deliver polished materials, freeing us to focus on strategy and execution.

These reports are especially helpful for busy owners and decision makers who want concise insight without getting lost in dashboards. Delivering them as PDF downloads or via email from our agency domain gives us flexibility and increases deliverability and open rates.

Overview: What You Can Customize

Before we dive into the steps, here’s what we can control when generating a white‑labeled analytics report:

  • Date range: Choose recent windows like four, eight, 12, or 16 weeks, or expand to quarters, 12 months, or all time, depending on the story we want to tell.
  • Graphs and sections: Pick which metrics to include—impressions, actions, profile views, device usage, and more—so each report stays focused.
  • Branding: Upload our agency logo, add a headline and a short description that highlights goals and context for the recipient.
  • Entity selection: Select the client or business location the report covers to ensure accuracy.
  • Delivery method: Export as a branded PDF or send a polished email directly from our agency domain to up to 50 recipients.

Step‑by‑Step: Generate a White‑Labeled Report

Follow these simple steps to create and deliver a branded analytics report in a few minutes.

1. Navigate to Listings Analytics

Open the platform and go to the section that manages reputation and listings. From there, choose the listings tab and then the analytics subsection. This is where listing performance, profile views, and other visibility metrics live.

2. Start the Report Generator

Click the option to generate a report. This opens the report configuration screen where we select scope, content, and branding.

3. Configure the Time Range

Choose a date range that tells the clearest story for the client. Options typically include:

  • Last 4 weeks (fast wins)
  • Last 8 weeks (short trend)
  • Last 12 weeks (quarterly snapshot)
  • Last 16 weeks (longer trend)
  • Year to date, 12 months, or all time for big picture performance

Tip: For new clients use a four‑ to eight‑week window to show immediate impact. For long‑term reporting, pick 12 months to highlight growth and seasonality.

4. Choose Which Graphs to Include

We can select or deselect specific analytics graphs. Common sections include:

  • Total listing impressions: How often the listing appeared in search results.
  • Total listing actions: Actions taken from the listing such as calls, clicks, and directions.
  • Listing profile views: Visits to the business profile page.
  • Profile views by site: Breakdown of views across search engines and directories.
  • Listing device usage over time: Device trends that show mobile vs desktop engagement.

Only include graphs that support the narrative you want to deliver. Less is more: a focused set of charts helps clients quickly grasp what matters.

5. Apply Branding

This is where the report becomes ours. Upload our agency logo to replace platform branding. Add a clear, concise headline—for example, “August 2025 Listings Performance” or “Q3 2025 Local Visibility Snapshot.” Then write a short report description to highlight goals, context, or key calls to action.

Examples of report headlines and descriptions:

  • Headline: “August 2025 Local Listings Snapshot”
    Description: “This report focuses on listing impressions and profile actions. Goal: increase phone calls by 10% month over month.”
  • Headline: “Q3 2025 Visibility & Engagement Report”
    Description: “Comparing last 12 weeks to previous period to track improvements from recent optimization work.”
  • Headline: “Monthly Local Performance — Downtown Location”
    Description: “Highlights mobile traffic trends and profile views by platform.”

Keep the description short—one or two sentences—focused on what we want the client to notice.

6. Select the Entity

Pick the correct company, location, or entity from the drop‑down. This ensures the data and charts match the client we’re reporting on. If we manage multiple locations, generate a report per location for clarity, or combine them only when the client expects aggregated performance data.

7. Choose Delivery Method

Decide whether to export the report as a PDF or send it via email. Both options support white labeling, but each has practical differences:

  • PDF Export: Great for manual delivery, hosting internally, or attaching to proposals. PDFs are convenient for archives and client record keeping.
  • Email Delivery: Sends a client‑ready message directly from our agency domain. Best for scheduled reporting and ensuring the report lands in the client’s inbox with our branding.

8. Preview and Generate

Always preview the report to confirm the graphs, logo, headline, and description display correctly. When satisfied, click generate. If exporting, click download. If sending via email, move to the email configuration step.

Sending Branded Reports via Email: Best Practices

Email delivery is powerful because it keeps the reporting in our hands and boosts deliverability when sent from our domain. Here’s how to set the email up in a way that looks professional and avoids spam filters.

Email Setup Steps

  1. From email: Use a custom agency email (e.g., reports@ouragency.com). This preserves white labeling and increases trust with clients.
  2. Recipients: Add up to the allowed number of recipient addresses (the platform often supports multiple contacts and staff combined). Include primary decision makers plus any internal staff who need visibility.
  3. Subject line: Make it specific and action‑oriented. Examples: “August 2025 Listings Performance — Downtown” or “Monthly Local Listings Report & Next Steps.”
  4. Email content: Personalize the message with a short summary of the biggest win and one recommended next step. Keep it editable so we can tailor the message to each client.
  5. Preview and send: Review the final email view with the attachment or embedded report. When everything is correct, send it.

Practical Email Content Template

Use this short template when sending the report. It’s concise, friendly, and directs the client to the most important action:

  • Subject: “Monthly Listings Report — [Month Year]”
  • Body: “Hi [Client Name], attached is your [Month Year] Listings report. Highlights: impressions increased by X%, profile actions up Y%. Recommended next step: prioritize profile optimization for mobile users to capture the rising mobile traffic. Let us know if you’d like a short call to review.”

We should keep the body brief and always include a clear call to action—schedule a call, approve a change, or confirm priorities.

Choosing the Right Graphs and Interpreting Them

Not every client needs every metric. We should select graphs that align with the client’s goals and tell a simple story.

Key Graphs and What They Mean

  • Total Listing Impressions: Shows how often the listing appeared in search results. Rising impressions often indicate improved visibility or seasonal interest.
  • Total Listing Actions: Measures actions such as calls, clicks, and requests for directions. This is a proxy for user intent and conversion potential.
  • Listing Profile Views: Direct visits to the profile page. Combines with actions to show how many profile views translate to engagement.
  • Profile Views by Site: Breaks down where views are coming from—useful if we run multi‑directory campaigns or optimize for specific search engines.
  • Listing Device Usage Over Time: Reveals device trends. A mobile‑heavy profile means CTAs and contact methods should be mobile friendly.

When interpreting charts, focus on trends and actionable insights. For example, if impressions went up but actions did not, we should recommend improving the call‑to‑action or optimizing the profile content to convert impressions into actions.

Branding and Message: Small Details That Make a Big Difference

Branding isn’t just about the logo. The headline and description set context and control the narrative. When we add a short note about the goal or the performance period, clients are more likely to understand the value and take the next step.

Branding Checklist

  • Upload a clear, high‑resolution agency logo.
  • Choose a headline that includes the period and the entity.
  • Add a one‑line description with the primary metric or goal.
  • Choose only the graphs that support your narrative.
  • Preview the report on desktop and mobile to ensure readability.

Use Cases: When to Send What

Knowing when and how often to send reports prevents fatigue and increases impact.

Monthly Reports

Purpose: Regular updates and accountability.

  • Include: Total impressions, profile views, actions, and one device breakdown.
  • Frequency: Monthly.
  • Why: Keeps clients informed and gives time for changes to produce measurable results.

Quarterly Reports

Purpose: Strategic review and planning.

  • Include: Longer trends such as 12‑week or 12‑month comparisons, aggregated actions, and platform breakdowns.
  • Frequency: Quarterly.
  • Why: Helps clients assess strategy effectiveness and decide on budget or tactic changes.

Ad‑Hoc Reports

Purpose: Show results after a specific campaign or optimization.

  • Include: The specific graphs tied to the campaign goal—if the campaign targeted mobile users, highlight device usage.
  • Why: Demonstrates direct impact and supports quick decision making.

Automation and Efficiency

We can create a consistent process around reports to reduce manual work and increase reliability.

  • Template headlines and descriptions: Save a few standard headlines and descriptions so we can generate reports faster.
  • Recipient lists: Maintain up‑to‑date contact lists and staff recipients so we don’t miss stakeholders.
  • Scheduled reporting: If the platform supports scheduled sends, set monthly or quarterly sends to automate delivery.

By standardizing much of the setup, we spend less time on admin and more time on insights and strategy.

Permissions, Security, and Role‑Based Access

We must protect client data and control who can generate or send reports. The platform’s role‑based access lets us restrict reporting capabilities to agency users and admins so only authorized team members can send branded reports.

Practical Permission Tips

  • Grant report generation and sending rights only to staff who handle client communication.
  • Keep audit trails or logs where possible so we can track who sent which report and when.
  • Regularly review and update staff permissions when team members join or leave.

Troubleshooting and Common Questions

Even with a smooth process, a few common issues can arise. Here’s how we handle them quickly.

Report Looks Off or Graphs Missing

  • Confirm the correct entity and date range are selected.
  • Check that the graphs were selected in the configuration step.
  • Preview the report before generating to catch layout or data mismatches.

Email Not Delivered

  • Use the agency domain as the from email to improve deliverability.
  • Ask recipients to whitelist the from email if they report not receiving messages.
  • Check platform‑level email reputation settings if multiple clients report bouncebacks.

Logo or Branding Looks Pixelated

  • Use a high‑resolution PNG or SVG when possible.
  • Preview the PDF and the email to confirm clarity on both desktop and mobile.

Practical Examples: How We Use These Reports

Seeing real scenarios helps translate instructions into action. Here are three typical ways we use white‑labeled analytics reports.

Client A — Rapid Visibility Boost

Situation: A local retailer wanted to improve foot traffic during a seasonal promotion. We optimized their listing and promoted a mobile offer.

Report focus: Four‑week window, device usage, listing actions.

Outcome: We showed a 25% increase in mobile profile views and a 15% lift in directions requests. The report headline called out “Mobile traffic up 25% — recommend push on mobile CTA,” which led to a short optimization sprint and a follow‑up campaign.

Client B — Multi‑Location Brand

Situation: A chain with five locations wanted consolidated reporting for executive review.

Report focus: Aggregated impressions and actions by location with breakdowns by site.

Outcome: The consolidated report highlighted which locations were underperforming and where to invest local SEO resources. The quarterly report spurred a redeployment of budget that improved underperforming locations the following quarter.

Client C — Ongoing Maintenance and Support

Situation: A service provider preferred monthly check‑ins with simple, actionable updates.

Report focus: Monthly impressions, profile views, and one recommended action.

Outcome: The monthly report became a lightweight accountability touchpoint and removed the need for frequent status calls, saving time for both the client and our team.

Testimonials

"These white‑labeled reports changed how our clients perceive our agency. They look professional and make follow‑ups ridiculously easy." — Local Marketing Manager
"We cut our monthly reporting time in half by using branded PDFs and scheduled email sends. Clients actually read the reports now." — Operations Lead

FAQ

Who can generate these reports?

Typically, agency users and admins have access. We recommend limiting report generation and sending privileges to team members responsible for client communications to keep control and consistency.

Can we send reports from our own email domain?

Yes. Sending from a custom agency email improves deliverability and keeps the spotlight on our brand. Always use a professional, monitored inbox like reports@ouragency.com so replies are captured.

What is the maximum number of recipients?

The platform supports multiple recipients; check your account limits but plan for a capped number per send to avoid accidental wide distribution. If many stakeholders need the report, consider a short summary email with the PDF attached and a link to the archived report in a secure client area.

Should we include every available graph?

No. Include only the graphs that help tell a clear story aligned with client goals. Too many charts can overwhelm and dilute the message.

How often should we send reports?

It depends on client needs. Monthly reports are a solid default for most small businesses. Quarterly reports are useful for strategic discussions. Use ad‑hoc reports for campaign results or optimizations.

Can we automate these reports?

If the platform supports scheduled sends, set up monthly or quarterly schedules to save time. Otherwise, save our configuration templates and duplicate them when generating new reports.

How do we keep the reports consistent across team members?

Use templates for headlines, descriptions, and selected graphs. Maintain a central list of recipients and a standard email template so every client gets consistent messaging.

Final Checklist Before Sending Any Report

  • Confirm the correct entity and date range.
  • Select only the graphs that support your message.
  • Upload a clear agency logo and add a concise headline and description.
  • Use a custom agency from‑email for deliverability.
  • Preview the report on desktop and mobile.
  • Customize the email body with a one‑sentence highlight and a clear next step.

Conclusion

White‑labeled analytics reports are a simple, high‑impact way to communicate results, build trust, and free up time by avoiding custom design work. By choosing the right date range, selecting targeted graphs, applying consistent branding, and sending reports from our agency domain, we create polished, client‑ready reports that reinforce our value.

We recommend starting with a monthly cadence, using a concise headline and a one‑line description that points the client to the most important metric. Over time, these reports become the backbone of client communication—reducing support tickets, cutting down unnecessary calls, and making it easier for clients to understand and act on the work we do.

Let’s make reporting one less thing we worry about and one more way to show clients the results they care about.

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