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Once you’re past a handful of clients, the challenge shifts. It’s no longer about setting up individual Sites well — it’s about triaging across a portfolio of twenty or thirty without anything slipping through. This page covers the tools and habits that make that sustainable.

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The portfolio dashboard

The portfolio dashboard is the agency-specific landing page. It shows every client Site at once, with the signals that matter for triage:
  • Last scan — when the most recent scan completed, and how it compares to the previous one
  • Change flags — Sites where citation, share of voice, or sentiment has moved meaningfully since the previous scan
  • Scan status — which Sites have scans in progress, which are overdue, which haven’t been set up yet
  • Attention flags — anything that needs a human look: failed scans, broken connections, workflows that have stopped being used
If you look at nothing else in Onsomble during the day, this view tells you where to spend your next thirty minutes.

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A triage rhythm

A practical daily/weekly/monthly cadence for a portfolio of 15–30 clients: Daily (5–10 minutes):
  • Scan the portfolio dashboard
  • Follow up on any attention flags immediately
  • Note anything unusual to raise in the next client call
Weekly (30–60 minutes):
  • Open each client Site that ran a scan in the last week
  • Check the change comparison against the previous scan
  • Draft a short note for anything meaningful to share with the client
  • Plan the next round of actions for any client actively improving their AEO
Monthly:
  • Full portfolio review — look for patterns across clients in similar industries
  • Refresh competitor lists and prompt libraries for any client whose market has shifted
  • Review which clients are on which scan cadence — step actively-improving clients up to weekly scans, step steady-state clients down to monthly

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Switching between Sites

The Site switcher at the top of the dashboard is the fastest way to jump between clients. It lists Sites alphabetically, surfaces recently-visited Sites at the top, and includes search once the list gets long.
Consistent Site naming makes the switcher far more useful. Agencies that stick rigidly to “[Client business name]” — no internal nicknames, no project codes — find colleagues can pick up any Site immediately.

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Spotting clients who need attention

A few signals that should pull a client to the top of your attention list:
If a client’s citation count has fallen noticeably since the previous scan — especially across multiple models — something has shifted. Check what’s changed on their website or in the market. Occasionally it’s a model update rather than anything the client did; compare across the portfolio to tell the difference.
Negative sentiment is uncommon enough that it’s worth investigating immediately. Trace it to the specific AI responses driving it, see what’s being said, and work out whether the source is correctable.
If a competitor’s share of voice has risen significantly, someone is doing something effective. Look at recent AI responses for prompts that client cares about — what is the competitor being credited with?
Mechanical issues (failed scans, broken workflow connections) don’t move metrics but they stop you from collecting data. Resolve these first before anything else, because you’re flying blind until they’re fixed.
If a client’s action workflows have stopped being invoked, something broke or the workflow no longer matches what customers are asking. Either way, it’s worth a look before the next client review meeting.

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Finding patterns across clients

A portfolio view makes cross-client patterns visible in a way that single-client work doesn’t. Two patterns worth watching for:
  • Industry-wide shifts — if three clients in the same industry show a similar trend, that’s signal about the industry, not the individual client. Useful context for all three.
  • Recommendation overlap — if the same recommendation keeps appearing across clients (e.g. “publish comparison content,” “improve structured data”), you have a repeatable play your agency can template.
Both patterns are hard to see when you look at one Site at a time. The portfolio view is where they become obvious.

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Scaling the team with the portfolio

As the portfolio grows, so does the team. Two access patterns tend to work well:
  • Client-scoped practitioners. Each practitioner owns a specific subset of clients end-to-end. Good for depth of relationship and accountability.
  • Capability-scoped practitioners. Some practitioners focus on AEO research and reporting across all clients; others focus on workflow building across all clients. Good for specialisation.
Most agencies end up with a mix. See Agency setup for how to configure access.

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What’s next

Client reporting

Turn the work you’re doing across the portfolio into reports clients actually find useful.