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If you're running Metricool for 3+ clients, role hygiene and white-label aren't optional. This walks through the agency-grade setup that keeps client data clean and your brand front-and-center.
Who this is forAgency owners or freelance social managers running 3+ client brands in Metricool. Especially relevant if a client has ever logged in and seen another client's data, or if reports go out with the Metricool logo instead of yours.
What you'll need
Step 1
Decide: one brand per client (standard) or one brand per client + sub-brands for product lines. Get this right before importing — restructuring later is painful.
Default: one Metricool brand per client. Simple, clean, separate reports.
Multi-product client: if a client has 3 product lines with separate social presences, decide whether each gets a separate brand or whether they're channels under one brand.
Channels under one brand = unified report. Separate brands = separate reports. Pick based on the client's reporting preferences.
Don't guess — ask the client at kickoff which view they want.
Step 2
Logo, colors, sender domain, email subject lines, login portal URL. Every touchpoint should feel like your agency, not Metricool.
Settings → White label → Enable.
Logo: upload 600x200px PNG with transparent background. Will appear on report covers, login screens, and emails.
Brand colors: primary (used in headers, dividers) + accent (used in highlights, CTAs).
Sender domain: configure DNS records (SPF, DKIM) on your domain so emails come from "reports@youragency.com" instead of "noreply@metricool.com." Metricool documentation walks through the DNS records.
Custom subdomain: optional but powerful — clients log in at "client-portal.youragency.com" instead of metricool.com. White-label illusion is complete.
Step 3
Admin (you), Account Manager (per-client lead), Editor (does the work), Approval (client-side reviewer). Map each teammate to one role per brand.
Settings → Team → Add member.
Roles per brand:
- Admin: full control. Limit to 1-2 people on your side.
- Account Manager: can change brand settings, run reports, but not delete the brand. Per-client lead.
- Editor: creates content, schedules posts, manages comments. Most of your team.
- Approval: reviews drafts before publish. Often the client-side stakeholder.
- Viewer: read-only. Useful for execs who want dashboard access without edit risk.
Default new members to Editor. Promote on demand.
Step 4
Per-brand invites mean a client only sees their own brand. Never grant cross-brand access.
Inside the client's brand → Team → Invite. Use the client's email.
Set their role to Approval (if they review content) or Viewer (if they just want reports).
Confirm scope is brand-only — client should NOT see other clients' brands.
Test the invite: log in as the client (or have them confirm) that they only see their own data.
If you've over-granted scope and a client sees another client's analytics, you have a contractual liability problem. Audit quarterly.
Step 5
Weekly digest + monthly deep-dive is the standard. Cadence and content should match the contract.
Reports → Scheduled → Add per client.
Weekly digest: 1-page summary, 5-8 KPIs, sent Monday morning.
Monthly deep-dive: 8-15 page full report, sent on the 1st with previous month context.
Quarterly business review: optional, sent end of quarter with strategic narrative.
Match your contract's reporting language exactly. Don't over-deliver a 30-page report when contract says 1-pager — over-delivery sets unsustainable expectations.
Step 6
New client = 15 minutes of repeatable work. Build a checklist + email template.
Build a checklist (in Notion, ClickUp, or wherever you live): (1) Create brand, (2) Connect channels, (3) Set time zone, (4) Invite client as Approval/Viewer, (5) Configure report template, (6) Schedule first weekly + monthly, (7) Send welcome email.
Build a welcome email template: explains what they'll receive when, how to log in, who to contact for questions.
After the 3rd client, this becomes muscle memory — 10-15 min per new client.
Step 7
Every quarter, review team list and client list. Remove ex-teammates, departed clients, and over-granted permissions.
Calendar reminder every 90 days: access audit.
Review team members across all brands. Anyone who left the agency: remove.
Review client invites: client churned or scope changed: remove or downgrade.
Review white-label settings: still matches your current branding?
Spend 30 min on this every quarter to prevent ugly surprises.
Common mistakes
Granting clients access to your master account
What goes wrong: Client logs in and sees every other client's brand. Contractual liability, reputation hit, possibly an NDA breach.
How to avoid: Always invite clients per-brand. Never share your master login. Verify scope by logging in as the client and confirming they see only their own data.
Skipping DNS configuration for sender domain
What goes wrong: Reports come from "noreply@metricool.com." Clients ask why your agency's name isn't on the email. Confidence in your service drops.
How to avoid: Set up SPF + DKIM on your domain. Configure the sender domain in Metricool. Test before first client report.
Not setting role-based permissions for your team
What goes wrong: Junior contractor accidentally deletes a client brand. 30 days of historical data — and the trust — gone.
How to avoid: Default everyone to Editor. Admin only for owners. Audit quarterly.
Forgetting to off-board departed clients
What goes wrong: Ex-client retains read access to their brand months after contract ended. Either they see ongoing work (if you continued internally) or you keep paying seats for unused brands.
How to avoid: Off-boarding checklist: revoke client access, decide whether to keep or archive brand, downgrade plan if needed.
Over-customizing white-label per-client
What goes wrong: Each client gets a different logo/color combo. Maintenance becomes painful. New team members can't tell which is which.
How to avoid: Single white-label for your agency. All clients see your branding. The unification IS the value.
Recap
Done — what's next
How to set up Metricool analytics and automated reports
Read the next tutorial
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