SEO Team Management for Agencies and In-House Teams

Shared logins. Teams share one account because it is easy, then cannot tell who changed what or revoke one person's access without changing everyone's.

Scattered information. Rankings in one tool, audits in another, client logins in a password manager, reports in email. New team members need a tour of six systems.

Client access. Clients want to see progress. Giving them a login to a tool full of other clients' data is not an option, and screenshots every month are time-consuming.

Offboarding. When someone leaves, you need to know what they had access to.

A team workspace solves these by giving each person their own access, keeping client data in separate projects, and recording activity.

Projects

Each website or client is a project with its own keywords, audits, competitors, backlinks, reports and integrations. The number of projects depends on your plan.

Inviting people

From the team settings you invite someone by email and choose a role. They receive an invitation, see a preview of what they are joining, and accept it to get access to your workspace.

Roles

• Team member: works inside your workspace's projects.
• Client: intended for the people you report to, such as a business owner who wants to see progress.

You can change someone's role or remove them. Team size limits depend on your plan.

Account logins vault

Agencies often hold logins for client systems (hosting, directories, social accounts). The account logins feature stores them per project and keeps the secrets hidden by default. To reveal a stored password, you request a one-time code by email and verify it; the reveal is temporary and can be locked again. This is meant to reduce casual exposure, not to replace a dedicated enterprise password manager.

Activity

Each project has an activity feed so teammates can see what has happened recently.

Reporting to clients

White-label reports and report emails mean clients receive polished updates, scheduled automatically where your plan includes it.

• Run many client sites from one login.
• Give each team member their own access.
• Give clients visibility without giving them your tools.
• Keep client platform logins in one controlled place.
• Remove access immediately when someone leaves.
• Send branded reports on a schedule.

A sensible setup takes about half an hour.

A ten-person agency

Each account manager has their own login and works on assigned projects. Clients receive monthly white-label reports and a few get client access to look at rankings themselves. When a contractor leaves, the owner removes them in seconds.

An in-house marketing team

A marketing manager invites two colleagues to the project and a director as a client-role user so the director can follow progress without editing anything.

A freelancer with a virtual assistant

The freelancer invites an assistant to handle routine reporting without sharing the main login.

Agencies with multiple clients and staff. Consultancies with part-time contributors. In-house teams reporting to executives. Web design agencies managing ongoing SEO care plans.

The difference is accountability and safety.

Benefits

• Cleaner access control than shared logins.
• Everything about a client in one project.
• Client visibility without extra work.

Limitations

• Two invited roles only.
• No task assignment or approval workflows.
• The login vault is a convenience feature, not a substitute for a dedicated password manager.
• Limits depend on plan: projects, team members and report emails.

1. One project per site.
2. Individual accounts for everyone.
3. Give clients the lowest access that meets their needs.
4. Review membership regularly.
5. Keep sensitive credentials out of notes and chat.
6. Use scheduled reports to set expectations.

• Sharing a single login.
• Leaving former contractors with access.
• Mixing several client sites in one project.
• Storing passwords in plain notes.
• Giving clients more access than they need.

Decide access by job, not by seniority. A practical starting point:

Two limits to plan around: the product has two invited roles, and access is organised around your workspace rather than per-project permissions. If a client must never see another client's data, do not invite them into a workspace that contains that data; use emailed reports for them instead.

A repeatable checklist keeps projects consistent.

1. Create the project with the exact domain and a clear name.
2. Run a baseline audit and an AEO analysis; save the results.
3. Add 15 to 40 keywords with the right location and device; mark local keywords as Maps keywords.
4. Add three to five competitors.
5. Connect Google Analytics and Search Console if the client grants access.
6. Add client platform logins to the vault, if you are given them.
7. Run the first rank scan.
8. Set up the monthly scheduled report and its recipients.
9. Invite the client contact with the client role, if appropriate.
10. Record the baseline date in your notes so reports can reference it.

When a team member or contractor leaves, or a client ends the engagement:

• Remove their access in the team settings the same day.
• Check the vault for logins they could reveal and rotate any passwords that matter.
• Reassign their projects and scheduled reports.
• Revoke any Google connections they authorised, if the connection was under their personal account.
• Export reports and data the client is owed before removing the project.
• Record what was handed over.

Individual accounts make this quick. Shared logins make it impossible to know who has what.

The vault stores client platform logins (hosting, directories, social accounts) per project, hides them by default and requires an emailed one-time code to reveal a stored password; the reveal can be locked again. Good practice:

• Store only what you need. Prefer granting access through each platform's own delegation features where they exist, and use the vault for platforms that do not offer it.
• Use unique, strong passwords for each client platform.
• Prefer accounts with multi-factor authentication where the platform offers it.
• Do not store primary email or banking credentials.
• Review the vault when people leave.

It is a convenience feature to avoid credentials living in chat and spreadsheets, not a substitute for a dedicated enterprise password manager.