Shares gives you a central dashboard where you can see, manage, and update every shareable link across all brands and report types. Instead of hunting through individual brands to find a link you sent a client last month, everything is visible and actionable from one view.
A share is a link that gives someone access to a specific piece of data: a visibility report, a tracking dashboard, a brand summary, or a sentiment audit. The recipient views it on a clean, white-labeled page without logging into Rank Prompt.
Most shares are snapshots: the data is captured when the share is created and stays the same until you refresh it. Scheduled report and Brand summary shares can be set to refresh on view, so the recipient always sees the latest data when they open the link.
There are 4 share types in the New share modal:
Share type | What it shows | Updates automatically? |
|---|---|---|
Report | A single completed visibility report | No, snapshot |
Scheduled report | A tracking dashboard for a schedule | Optional: refresh on view |
Brand summary | Brand overview across reports, SEO, and analytics | Optional: refresh on view |
Sentiment audit | Brand audit results | No, snapshot |
The Client portal is not a share type. It is a per-brand hub that lists the brand's active shares, and it is managed from Brand Settings > Client access or White label > Clients. See Client Portal.
Every share is created through the same modal, wherever you start from. It lets you:
Set an expiry window (7, 30, 90, or 365 days)
Protect the link with a password
Turn on "Always show latest data" (refresh on view) for Scheduled report and Brand summary shares
You can create a share from any report or relevant page:
Open the report, schedule, audit, or export you want to share
Click Share
Choose the expiry, an optional password, and refresh on view where available
Copy the generated link and send it to your client
From the Shares dashboard, New share first asks for the brand, the share type, and the item, then opens the same modal. The share is immediately added to Shares. If a verified agency domain is set up, the link uses your domain.
Access Shares from the agency sidebar, or from Tools > Sharing > Shares in brand mode (Agency Plus only).
The dashboard shows a table of all shares created in your account, with:
Share name / type - what kind of data is shared
Brand - which brand the share is for
Created date - when the snapshot was taken
Expiry date - when the link stops working
Views - how many times the link was opened
Actions - Copy link, Open, Settings (expiry, password, refresh), Revoke
You can also revoke links individually or in bulk directly from this dashboard, and export the table as CSV.
If the underlying data has changed and you want the share to reflect the latest information:
Find the share in Shares
Open Settings and click Refresh now
The snapshot is updated to the current data
The share URL stays the same, so anyone who already has the link now sees the updated data.
Note: Refresh replaces the snapshot entirely. The old data is no longer available via that link.
Note: Shares with refresh on view enabled do not need manual refreshing.
To give a client more time to access a share without refreshing the data:
Find the share in Shares
Open Settings
Choose a new window: 7, 30, 90, or 365 days
The expiry is set to today plus that number of days
Extending only bumps the expiry date; the snapshot itself is not changed. The same Settings modal sets, changes, or removes the password.
Click the Copy action next to any share to copy the URL to your clipboard.
To stop access to a share immediately:
Individually: click the revoke action next to any share in the table
In bulk: select multiple shares using the checkboxes and revoke them all at once
Revoking deletes the share. The link stops working immediately, the row disappears from Shares, and the share is removed from the brand's Client Portal. Create a new share if you need the link again.
All shares require an expiry window: 7, 30, 90, or 365 days. The default is 30 days. After the expiry date the link shows an "expired" message and the share disappears from the Client Portal. Expired shares stay in Shares so you can extend or refresh them.
Limits:
50 active shares per resource (a single report, schedule, or audit)
50 active Brand summary shares per user, per brand
Revoke old shares to free up room.
Shares | Client Portal | |
|---|---|---|
Data | One snapshot per link, refreshable; optional refresh on view | Lists all active shares for the brand plus pending reviews |
Access | Anyone with the link, no login; optional password | Anyone with the link, no login; optional client login on your domain |
Expiry | 7, 30, 90, or 365 days per share | 365 days, renewed with Refresh |
Best for | One-off deliverables, ad-hoc reports | Ongoing client self-service |
Branding | Your agency branding | Your agency branding |
No. Shared report pages are read-only.
Deleting a brand deletes its shares. The links stop working.
No. The Shares dashboard is an Agency Plus feature. Every plan can still create shares from report, schedule, audit and export pages, with expiry and password; Agency accounts get them branded.
Up to 50 active shares per report, schedule, or audit, and up to 50 active Brand summary shares per user for each brand. Expired shares do not count; only non-expired shares consume the limit.
No. Revoking deletes the share. Use Settings if you only want to change the expiry.
Shares and the Client Portal list shares created by everyone on the account, not only your own.
Only if refresh on view is off. With refresh on view enabled, the recipient sees the latest run each time they open the link.
Client Portal - Give clients one persistent link per brand
Agency Domain - Serve share links from your own subdomain
Portfolio Dashboard - Overview of all your client brands
Agency Mode Overview - Full Agency Mode feature list
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