📋 Overview
Search Atlas gives you two main ways to share project data with clients: invite them as a Viewer so they can log in and explore dashboards themselves, or export and send a report for a one-time or periodic update. This article explains both options so you can choose the right approach for each client relationship.
👤 Option 1 — Add a Client as a Viewer
Assigning a client the Viewer role is the best choice when you want them to have ongoing, real-time access to their project data without being able to edit settings or campaigns.
- Log in to Search Atlas and open the relevant client project.
- Click your account avatar or the Settings icon in the top-right corner of the platform.
- Navigate to Team & Permissions (sometimes listed as Users depending on your plan).
- Click Invite User and enter the client's email address.
- Set their role to Viewer from the role dropdown. Viewers can see dashboards and reports but cannot modify any data or settings.
- Click Send Invitation. Your client will receive an email prompting them to create or log in to their Search Atlas account.
Note: The client will only see the project you invited them to — they will not have access to your other clients' projects.
📤 Option 2 — Export and Share a Report
Exporting a report is ideal for clients who prefer a polished PDF or for one-off progress updates rather than ongoing portal access.
- In the left sidebar, go to Reports → Report Builder (Report Builder) (URL: /report-builder/projects-list).
- Select the project and open the report you want to share, or click Create Report to build a new one.
- Customise the report by adding your agency branding, selecting the metrics sections relevant to your client, and setting the date range.
- When ready, click Download .CSV to export the report.
- Download the file and share it with your client via your usual communication channel.
You can also schedule automated report delivery so clients receive updates by email on a weekly or monthly cadence — go to Reports → Report Builder → Automated email reports tab (Report Builder).
🔄 Which Option Should You Choose?
- Viewer login access — best for clients who want live data, like to check rankings themselves, or are closely involved in their SEO campaign.
- Exported reports — best for clients who prefer simple, summarised updates or who are not comfortable navigating a platform.
- Both together — you can give a client Viewer access and schedule automated reports. This is a great way to keep them informed passively while still giving them the option to log in.
🔒 What Can a Viewer See and Do?
- Can view: project dashboards, keyword rankings, backlink data, traffic analytics, and any reports shared within the project.
- Cannot do: edit campaigns, change settings, add or remove users, access billing, or view other client projects on your account.
If a client needs more than read-only access — for example, to update target keywords — consider assigning them a higher permission role and reviewing your plan's user limits first.
💡 Tips for a Smooth Client Experience
- Before sending an invitation, make sure the project name is clearly labelled with the client's brand — it's the first thing they will see after logging in.
- Send your client a brief orientation note alongside the invitation link explaining what they can access and who to contact with questions.
- Use the white-label report settings in the Report Builder to replace Search Atlas branding with your agency logo before exporting or scheduling reports.
- Regularly audit your team and viewer list under Team & Permissions to remove access for clients you are no longer working with.
🛠️ Troubleshooting Common Issues
- Client didn't receive the invitation email: Ask them to check their spam or promotions folder. You can also resend the invitation from the Team & Permissions screen.
- Client can see other projects: Verify the invitation was sent at the project level, not the account level. Remove and re-invite if needed.
- Export button is greyed out: Ensure your report has at least one data section added. A blank report template cannot be exported.
- Viewer role not available: Some plans restrict the number of users or available roles. Check your current plan limits under account settings.
💬 Need More Help?
If you need further assistance, open the chat widget in the bottom-right corner of the platform and type human teammate to be connected with a member of our team.