Permissions & Features
:::summarybox learn Control which features appear in the client sidebar Rename features to match your terminology Configure export and data permissions Review audit logs for compliance
Enabling and disabling features
- Go to Settings → White-Label → Features
- In the sidebar preview, toggle features on/off
- Required features show a lock icon and cannot be disabled
- Changes apply to the shared portal menu for all clients
Quick actions:
- Required only: Disable all optional features
- Show all: Enable all features
Renaming features
You can rename visible sidebar features to match your agency's terminology. For example:
- "Citations" → "Mentions"
- "Competitors" → "Market Position"
- "Perception" → "Brand Sentiment"
To rename a feature:
- In the Features section, find the feature you want to rename
- Hover over the feature and click the edit icon, or double-click its name
- Enter your custom label
- Press Enter or click away to save
To reset to default:
- Click the reset icon to restore the original name
Client permissions
Control what actions clients can take within the portal.
Data export permission
There are two places to check before an onboarding call:
- Features → Allow data export controls PDF and CSV export for the portal.
- Clients → client detail → Can export data records whether that client may export.
Turn off the portal control when no client should download reports or raw data. Turn off the client setting when only a specific client should be view-only.
When to disable exports:
- You want to control data distribution
- Client contracts don't include data exports
- Compliance requirements restrict data exports
Read-only access
Portal pages are read-only. Clients cannot:
| Action | Client access |
|---|---|
| View dashboards and data | Yes |
| Export PDF or CSV data (if permitted) | Yes |
| Edit prompts | No |
| Add/remove competitors | No |
| Change brand settings | No |
| Start checks or modify tracking configuration | No |
| Invite other users | No |
All configuration is done in your main Trakkr account. Clients see the results but cannot modify settings.
Brand access
Clients see only brands granted by an invite. You can select one or more named brands, or grant a whole brand group.
Selected-brand access stays tied to those brands. Group access follows the group, so a brand added later becomes visible to that group client without another invite.
The Clients list separates Brand access and Group access. Open a record to review its scope and export setting. To remove access, revoke the client record or cancel the pending invite. Create a new invite when a different scope is needed.
The client's export setting belongs to that access record. The portal-wide feature and export settings apply to every client using the portal.
Audit logs
Track all client and agency activity for compliance, security, and troubleshooting.
What's logged
Audit logs capture detailed activity:
| Event type | What's recorded |
|---|---|
| Authentication | Logins, logouts, failed logins, password resets, and session events |
| Navigation | Page views |
| Exports | PDF exports, CSV exports, report generation, and data downloads |
| Admin actions | Client invites and status changes, brand access, permissions, branding, and feature changes |
| Security and system | Denied access, rate limits, suspicious activity, email delivery, and retention cleanup |
Each log entry includes:
- Timestamp
- User (client email or agency admin)
- Action and category
- Target and brand context, where present
- IP address
- Success/failure status
Viewing audit logs
- Go to Settings → White-Label → Logs
- Browse the activity timeline
- Open Advanced filters to narrow the list by actor type, category, date range, and success or failure
- Select a row for the full event context, including changes where Trakkr recorded an old and new value
Exporting audit logs
Click Export CSV to download audit logs for:
- Compliance documentation
- Security reviews
- Client activity reports
- Troubleshooting
Retention settings
The default retention period is 90 days. The settings shown in the portal range from 30 days to 730 days. Logs older than the selected period are deleted during cleanup.
To change retention:
- Go to Settings → White-Label → Logs
- Find Log retention below the log table
- Choose a period and save
Privacy and access
- Agency admins only: Only team owners and admins can view audit logs
- Clients cannot see: Clients have no access to audit logs, even their own activity
- Exports contain account context: Treat the CSV as sensitive because it can contain user emails, IP addresses, and event details
Best practices
Start with minimal access
When onboarding a new client:
- Enable the required features and only the optional views covered by the client agreement
- Disable exports until you know they need them
- Assign only the brands they need
- Add more access as they request it
It's easier to grant additional access than to take it away.
Match access to client type
| Client type | Recommended access |
|---|---|
| Executives | Required features, Results, no raw-data export |
| Marketing managers | Required features, Perception, Pages, and Results |
| Analysts | All relevant features with agreed exports |
| Internal teams | Full access |
Document what clients can access
Be proactive about setting expectations:
- Tell clients what they can access during onboarding
- Explain why certain features are hidden (if they ask)
- Document any custom feature names you've set
Review access periodically
Every quarter, review:
- Which features are clients actually using?
- Are there inactive clients who should be revoked?
- Are export permissions still appropriate?
- Do audit logs show any unusual activity?
Troubleshooting
Client can't see a feature
Check these in order:
- Is the feature enabled?
- Go to Settings → White-Label → Features
- Verify the feature is toggled on
- Does the client have brand access?
- Features don't appear if client has no brands assigned
- Check their brand assignments in Client Management
- Is the client account active?
- Revoked clients can't access the portal at all
- Check their status is "Active" not "Revoked"
- Has the client cleared their cache?
- Feature changes may require a page refresh
- Have them log out and back in
Client can't export
Check these:
- Is export permission enabled for this client?
- Open client detail drawer
- Verify Can export data is enabled
- Is portal export enabled?
- Go to Settings → White-Label → Features
- Verify Allow data export is enabled
- Is there data to export?
- Empty reports can't be exported
- Verify the brand has data
- Is the browser blocking downloads?
- Some browsers block automatic downloads
- Client may need to allow downloads from your domain
Client sees wrong brands
- Check brand assignments
- Open client in Client Management
- Verify the correct brands are assigned
- Check for duplicate accounts
- Search for the client's email
- Ensure there's only one account
- Verify they're logged into the right account
- Multiple browser sessions can cause confusion
- Have them log out and back in
Common questions
Can I have different features enabled for different clients?
No. Feature visibility is portal-wide and applies to all clients. If you need different feature sets for different clients, you would need separate teams with separate white-label portals.
Do renamed features affect reports?
Custom feature names appear in the portal menu. Exported reports keep the standard names.
Can clients see each other's activity in audit logs?
No. Audit logs are only visible to agency admins. Clients have no access to audit logs and cannot see other clients' activity.
How long does it take for feature changes to apply?
Feature visibility changes apply immediately. Clients may need to refresh their browser to see the changes.
Next steps
- Overview - Return to white-label overview
- Client Management - Manage client access
- Branding & Customization - Customize the look and feel