This document serves to help you learn how to access and navigate the InstaReports application within your dashboard. Here, you’ll be able to quickly create and send various reports to your prospects regarding their site health, SEO scores, paid ad campaign performance, and much more.
What is an InstaReport?
InstaReports is one of our most popular prospecting tools. With this application, you’ll be able to make use of the contact information available in your CRM and generate reporting documents you can use to sell your services.
Our reporting software will automatically grade the performance of a user’s website or marketing efforts when you provide the necessary information. In addition to this score, the report will contain a list of errors present and the optimizations that your team can take to improve their online marketing presence.
Accessing the InstaReports Application
To access the InstaReports application:
Click on the app drawer in the top-right corner of your dashboard next to your profile picture.
Click on the InstaReports icon within the app drawer.
Navigating the InstaReports App
The default page of the application will feature eight (8) unique InstaReport templates for you to use. These templates include:
Digital Overview - This report provides a full overview of the client’s online presence including directory listings, business reviews, social media presence, website, SEO, Google Ads, and Facebook Ads. Each area receives an individual score, while the overall score aggregates everything in one convenient place.
SEO - This report provides an in-depth analysis of the client’s SEO performance online.
Google Ads - This report analyzes the user’s campaigns within Google Ads. It will examine keywords, campaign traffic, campaign costs, and performance versus competitors.
Facebook Ads - This report analyzes the user’s campaigns within Facebook Ads. This examines campaign traffic, campaign costs, and performance versus competitors.
Website - This report analyzes the business’s website including desktop, mobile, and tablet versions. This will provide tips for improving loading speeds, compressing images, reducing unused script size, and more.
Social Media - This examines your business’s social media profiles. We look at your average engagement and compare it to the industry average. This report will contain the numbers for both.
Reviews - This report scans for business reviews on Google, Facebook, and Yelp. We detect your average rating and compare it to the industry average.
Listings - Finally, the Listings report will search for all of your available directory listings online and detect any errors or inaccuracies. You’ll be able to glance at your listings and find exactly what you need to change to improve your score.
You can Preview any of these reports by hovering over the template and clicking on the button that appears. If you like what you see, you can begin building by clicking Build.
You can follow the step-by-step process for how to build an InstaReport here.
The second tab within the InstaReports application contains a table of every InstaReport your team builds.
Let’s go through each column found within the table:
This is the name of the company analyzed within the InstaReport.
This indicates the current status of the InstaReport build. This column also correlates to the Status filter that you can find by looking to the far left side of this page. This column will contain a one-word descriptor along with a matching color that corresponds to the filter options.
Built - The InstaReport was successfully built and is now available.
Queued - The InstaReport is currently in the queue and will be built soon.
Retrying - An error prevented the build from completing, but is now attempting to retry.
Failed - An error prevented the build from completing on both the initial attempt and the second attempt. If this error persists, please check to make sure your data is correct. If all else fails, please reach out to a team member for support.
You can use the filter options on the left to quickly sort your InstaReports for easier browsing. Check the box next to one or more Status options and the table will update automatically.
This is the phone number of the business featured in the InstaReport. This is also the number you entered if you set up a notification to send to the client or prospect.
This is the email of the business featured in the InstaReport. This is also the email you entered if you set up a notification to send to the client or prospect.
This shows how many days have elapsed since the completion of the InstaReport build.
While outside the table, the Activity Feed on the far right corresponds to your various reports. If you click on any report within the table, the Activity Feed will update automatically. This shows a few pieces of key information:
Queued - This will feature a green checkmark when the InstaReport is successfully queued. It will also show the exact date and time this took place.
Built - This will feature a green checkmark when the InstaReport is successfully built. It will also show the exact date and time this took place.
At the bottom, you will see a header titled View Tracking. This shows the name and contact details of whom you sent the InstaReport to for review. You can actually check to see if the user opened the InstaReport by looking at the circle on the left. A green checkmark will also populate here when the user accesses their report.
This also features three buttons you can use to quickly resend your email or SMS notification. The remaining button allows you to copy a link to the report, which you can use to share with others.
Finally, you can search for a specific InstaReport by utilizing the search bar located just above your Activity Feed.
The last tab contains a basic reporting breakdown for all of your InstaReports builds.
The left graph details all of your successfully Built InstaReports. The bolded number on the left shows the total number of InstaReports. The percentage in parentheses tells you how many attempted builds were successful versus how many failed. For example, if this shows 100%, that means all of your InstaReport builds were successful.
The second graph shows how many InstaReports were actually viewed. The bolded number on the left shows the total amount of views, while the percentage in parentheses compares your total views to total builds.
You can also hover over any point on either graph to see exactly how many builds or views you had on a specific day.
Further below, you’ll find the Industry Breakdown section. This utilizes the same counts featured in the graphs above, but details that data by each industry featured in your various reports.
The Report Type will show the industry, whereas Built and Viewed show the counts explained from the graphs above.
Finally, you can change the Reporting Date for your InstaReports by using the calendar widget located in the top-right corner of the page. You can select any of the pre-defined periods you’ll find on the left, or you can set a custom date by clicking once to set your Start Date and once more to set your End Date. The Reporting tab will update automatically.
The My InstaReports tab gives you the ability to edit the layout of your table. You can do this by clicking on the Manage Columns button found in the top-right corner to the right of the search bar.
A menu will appear that lists all of the available columns for your table. While we discussed the default four that appear above, we will give a brief overview of each here:
Company Name - The company analyzed in the InstaReport
Status - The current status of the InstaReport build
Phone - The phone number connected to the build that is used for notifications
Email - The email connected to the build that is used for notifications
Created - How long ago the report was created
Street - The street address of the business
Building/Apartment/Room Number - Additional address details
City - The city the business is located in
State - The state the business is located in
Zip Code - The zip code the business is located in
Country - The country the business is located in
Type - The type of InstaReport template used
Business Website - The business’s website
Industry - The type of business
Priority - This is an indicator that tells your sales team how urgent it is to prioritize this InstaReport for sales purposes. You can learn more about how we calculate Priority here.
The only mandatory fields include Company Name, Status, and City. You can choose to show or hide the additional fields by checking or unchecking the box next to the field name.
On the right, you can drag and drop the field names to sort your table into the order you like. You can also delete a column from your table by clicking on the X to the right of each value.
When you’re happy with your column customization, be sure to click Save.