Creating and emailing reports

A report is a saved set of analyses for one website. You can send it by email on a schedule, download it as a PDF, or share it as a public link. This article shows how to create and send reports, what Whitelabel does, and who can do what.

Reports are available on every plan. They don’t use any credits, because they only show monitoring data that has already been measured. How many reports you can save per workspace depends on your plan: 1 on Essential, 5 on Advanced, and unlimited from Premium. The list in the Reports dialog shows the count, for example “2 von 5 Reports gespeichert” (2 of 5 reports saved). Once the limit is reached, you can’t create another report; the list then shows “Das Report-Limit deines Tarifs (5) ist erreicht. Lösche einen Report oder wechsle den Tarif.” (The report limit of your plan (5) is reached. Delete a report or switch plans.) with the Tarife ansehen (View plans) link.

Building a report

You set up a report’s content and its delivery in the same window, in two steps, Aufbau (Build) and Versand (Send):

1. In the Scoreboard, open the Overview and click Weitere Aktionen (More actions, the three-dot icon) at the top right.
2. Choose Reports verwalten (Manage reports). The Reports dialog lists the reports for the selected website.
3. Click Neuer Report (New report), or Report anlegen (Create report) if the list is empty. The window opens at the Aufbau step.
4. Turn on the blocks you want on the left. The preview is on the right. Use Filter hinzufügen (Add filter) to limit the report to specific models, topics, tags, prompts, or “Nennt Marke” (Mentions brand). Under Views, you can apply saved filters from the Overview.
5. Click Weiter (Next). At the Versand step, enter a Name and set the recipients and delivery; see below. Zurück (Back) returns to the build step and keeps your entries.
6. Click Report erstellen (Create report). Only then does KI Score save the content and the delivery together.

When you create it, the report starts with the cards you have shown in the Overview under Dashboard-Einstellungen (Dashboard settings) and with the filters currently set there. Later changes to the Overview don’t change the saved report.

These blocks are available:

• Diagramme (Charts): Kennzahlenleiste (KPI strip), Share of Voice, Erwähnungsrate (Mention rate), Zitationsrate (Citation rate), and Position im Verlauf (Position over time)
• Weitere Karten (More cards): Modelle (Models), Themen (Topics), Sentiment, Meistzitierte Domains (Most cited domains), Eigene Seiten (Own pages), and Quellentypen (Source types)
• Eigener Inhalt (Custom content): your own formatted text, such as an interpretation or your contact details. You write it at the Versand step under Eigener Inhalt (optional) (Custom content (optional)). It appears as its own section in the report, also in the PDF and on the public page.

Under Sonstiges (Other), Wettbewerberlinien (Competitor lines) adds your competitors to the trend charts. In the custom content and in the email’s introduction, you can insert the placeholders Website, Zeitraum (Period), and Report-Link (Report link). KI Score removes scripts and external content; images over https are kept.

Note: KI Score, KI-Readiness, AI traffic, and fanouts aren’t available as blocks. A report only shows the Scoreboard’s monitoring data.

Scheduling delivery

At the Versand step, you set up delivery by email. There is no other channel.

1. Enter the Empfänger (Recipients).
2. Choose the Rhythmus (Frequency: Wöchentlich (Weekly), Monatlich (Monthly), or Quartalsweise (Quarterly)), the Wochentag (Day of the week) or Tag im Monat (Day of the month, 1st to 28th), the Uhrzeit (Time), and the Zeitzone (Time zone).
3. If you like, write a text under Einleitung (optional) (Introduction (optional)) that appears in the email above the analysis.
4. Click Report erstellen (Create report), or Report speichern (Save report) when editing.

Wöchentlich is available from the Advanced plan. On Essential, the step shows the notice “Wöchentlichen Versand gibt es ab Advanced. Monatlich und quartalsweise bleiben wählbar.” (Weekly delivery is included from Advanced. Monthly and quarterly remain selectable.)

There is no separate on/off switch for delivery: as soon as recipients are entered, delivery is active. Without recipients, the report is only saved. On the right, the E-Mail-Vorschau (Email preview) shows what the email will look like, including sender and subject.

With Testempfänger (Test recipients) and Test-E-Mail senden (Send test email), you send the current draft once as a test, PDF included. The draft needs a name and at least one block for this. Delivery schedules aren’t affected. Vorschau und Test (Preview and test) in a report’s three-dot menu opens it directly at this step.

Each delivery uses the current measurement data. The period follows the frequency: weekly covers the seven full days before sending, monthly the last full calendar month, and quarterly the last full quarter, each compared with the week, month, or quarter before it. The frequency also sets the period of the preview, the PDF, and the public link.

For each report, the list in the Reports dialog shows the number of blocks in the Charts column; under Versand (Delivery), the frequency, day, time, recipients, and Nächster Versand (Next delivery); and Zuletzt geändert (Last updated). A report without delivery appears there as Nur gespeichert (Saved only). Clicking a row opens the report at the build step. The three-dot menu of a row contains Vorschau und Test (Preview and test), Bearbeiten (Edit), and Löschen (Delete).

Changing or removing delivery

Open the report with Bearbeiten (Edit) and go to the Versand step with Weiter (Next):

• Change: Adjust the recipients, frequency, or time and save.
• Remove: Versandplan entfernen (Remove delivery schedule) deletes the delivery when you save. The same happens if you remove all recipients. The report is kept as Nur gespeichert (Saved only).

The window has no switch for pausing a delivery. When you delete a report, its scheduled deliveries are dropped as well.

The delivery log

For a saved delivery, the Versand step has a Versandprotokoll (Delivery log) button. It shows the most recent delivery slots with time, recipients, and status: Versendet (Sent), Nicht versendet: keine Messung im Zeitraum (Not sent: no measurements in the period), or Fehlgeschlagen (Failed) with the error message. Versendeten Stand öffnen (Open delivered version) shows the report exactly as it was sent.

If there was no measurement at all in the period, KI Score sends nothing. The bell in the Scoreboard also tells you whether a report was sent; see Reading notifications in the Scoreboard.

What the email contains

Each recipient gets a separate email, so no one sees the other addresses. It contains the brand, the period and comparison period, a headline, the most important changes as tiles, your introduction, and your custom content. It also has the Open report button, which links to the version that was sent, and the full report as a PDF attachment. The email is in the account owner’s language.

Passing a report on once

There is no one-time send without a delivery schedule. If you only want to pass a report on once, share the PDF or the public link. Test emails are marked as tests, so they’re only suitable for checking.

PDF and public link

The top of the window has PDF exportieren (Export PDF) and, for a saved report, Öffentlicher Link (Public link):

• PDF exportieren downloads the report as a PDF. For a new report, KI Score prints the draft without saving it.
• Öffentlicher Link copies a link that anyone can open without signing in. Search engines don’t index it.

For a saved report, both use the report as last saved; unsaved changes in the window aren’t included yet. The PDF and the link show the data as of the end of the report period. Later measurements don’t change it. Each click on Öffentlicher Link creates a new link with the current data.

You can’t revoke individual links in the interface, and links have no expiry date. When you delete a report, all shared links of that report stop working.

Whitelabel: reports in your own branding

Whitelabel is available from the Premium plan. Under Einstellungen (Settings) → Whitelabel, you add a Logo (PNG, JPEG, or SVG, at most 512 KB, SVG without scripts or external content) and an Absendername (Sender name). Your logo then appears in the header of the email, the public link, and the PDF. Without a logo, the header shows your sender name; without a sender name, your workspace name once you have renamed the workspace, and otherwise “KI Score”. A new logo also applies to links you have already shared. There is one whitelabel per workspace, so it applies to the reports of all websites. Below Premium, the page shows the notice “Whitelabel gibt es ab Premium” (Whitelabel is included from Premium) with the Tarife ansehen (View plans) link. Your saved logo and sender name stay visible, but reports, links, PDFs, and emails appear in the KI Score branding.

Whitelabel has limits:

• Emails still come from KI Score’s sender address. The sender is shown as “{sender name} via KI Score”, or “KI Score” without a sender name.
• Custom colors aren’t available. Reports keep KI Score’s neutral look.
• Public links run on the KI Score domain. Custom domains aren’t available.
• The email footer says “Sent on behalf of” with your workspace name (your sender name until you rename the workspace), the data date, and “Data provided via kiscore.ai”. The footer of the link and the PDF shows the data date and “Data provided via kiscore.ai”.

After a move to a smaller plan

If there are more reports than the new plan allows after a downgrade, KI Score doesn’t delete anything. The reports created first stay active, and the others rest: they carry the Ruht (Resting) badge in the list and can be read and deleted, but not edited or sent. A weekly delivery schedule also rests on Essential and only sends again after an upgrade; monthly and quarterly deliveries keep running. An upgrade reactivates everything right away.

Who can do what

What you can do with reports depends on your role in the workspace:

• With write access to Auswertungen (Analytics), for example with the Admin and Editor roles, you create, edit, and delete reports, set up, change, or remove delivery, send test emails, open the delivery log, and use PDF exportieren and Öffentlicher Link.
• The Whitelabel settings can be changed by anyone with write access to Marke und Wissen (Brand and knowledge), again for example with the Admin and Editor roles.
• With the Mitglied (Member) role, you can see the reports and their delivery in the list and the Whitelabel settings, but you can’t change them.
• With view-only access, for example with the Viewer role, you can also see the reports and their delivery in the list and the Whitelabel settings without changing anything.

If your access is limited to specific websites, you only see the reports of those websites and not the Whitelabel page. To learn about the roles, read What can admins and members do?.