# Agency Setup Cookbook

> Manage multiple clients, brands, teams, reports, tracking links, and alert workflows.

> Set up Kommon Poll for agencies managing multiple clients, brands, campaigns, teams, reports, and alert workflows.

Use this cookbook when one organization runs monitoring for several clients or internal brand teams.

---

## 1. Goal

An agency setup should make it easy to:

- Separate client data.
- Assign ownership.
- Manage saved searches and tracking links.
- Reuse report formats.
- Route alerts to the right client or account team.
- Avoid quota surprises.
- Produce consistent reports across clients.

---

## 2. Team Structure

Use teams to separate work contexts.

Common models:

| Model | Use when |
| --- | --- |
| One team per client | Each client needs separate saved searches, quota context, and reporting setup. |
| One team per business unit | The agency manages multiple departments inside the same client. |
| One agency team with clear naming | Smaller agencies need simpler administration. |

Before creating projects, confirm which team should own the work. The active team affects saved searches, quota, tracking links, report formats, notifications, and account context.

---

## 3. Naming Conventions

Use clear names so teams can scan search history.

Recommended project names:

```text
[Client] - Brand Monitoring - [Market]
[Client] - Campaign - [Campaign Name]
[Client] - Crisis - [Issue Name]
[Client] - Competitors - [Category]
[Client] - Reviews - [Market]
```

Recommended tags:

```text
Client review
Escalate
PR risk
Support follow-up
Report example
Resolved
Competitor
Campaign
```

Keep tag names consistent across clients only when they mean the same thing.

---

## 4. Create Client Projects

For each client:

1. Switch to the correct team.
2. Create the saved project.
3. Add a description that states scope, included markets, excluded noise, and account owner.
4. Add topics for reporting and filters.
5. Connect or request sources.
6. Add Social Tracking links.
7. Choose Backfill 30 Days only for important supported sources.
8. Configure Notifications Center rules.
9. Create or assign PDF and Slide formats.
10. Run a test export.

---

## 5. Report Formats For Agencies

Create reusable team formats:

- Monthly client PDF.
- Campaign readout slides.
- Crisis update PDF.
- Competitor benchmark deck.
- Executive summary slides.

Use:

- **Sidebar -> Settings -> Report Settings -> PDF Formats**
- **Sidebar -> Settings -> Report Settings -> Slide Formats**

Remember that report branding is separate and belongs to each saved search or project. Use Search Settings -> Report branding for logo and accent color.

---

## 6. Alert Routing

Open:

**Sidebar -> Settings -> Notifications -> Notifications Center**

Recommended setup:

- Email summaries to client stakeholders.
- Slack alerts to the account team.
- WhatsApp alerts for urgent crises.
- Teams alerts for Microsoft-based clients.

For each alert, confirm:

- Correct team.
- Correct saved search.
- Correct channel.
- Correct recipients.
- Correct sentiment range or mention type.
- Whether daily or weekly summaries are enabled.

---

## 7. Team Management

Open:

**Sidebar -> Settings -> Account settings -> Teams**

Agency admins should:

- Review team membership regularly.
- Remove users who no longer need access.
- Reassign saved searches and tracking links before removing members when prompted.
- Change member roles only when the user should manage team settings.
- Keep ownership clear for each client workspace.

---

## 8. Quality Control Routine

Weekly:

1. Review quota and activity.
2. Check failed or noisy alerts.
3. Review high-priority mentions across clients.
4. Confirm report formats are still correct.
5. Remove old campaign tracking links.

Monthly:

1. Review each client's saved projects.
2. Confirm source tracking still works.
3. Update query exclusions.
4. Archive old reports.
5. Reassign assets if team ownership changed.

---

## 9. Best Practices

- Do not mix client work in the wrong team.
- Keep one owner per saved search.
- Use client-specific report branding.
- Use standard report formats for repeatability.
- Keep alert recipients minimal.
- Document what each topic means.
- Use Full Card Data CSV for analyst handoff.
- Review quota before large backfill or export work.

---

## 10. Checklist

- Team structure is defined.
- Naming conventions are agreed.
- Client projects are in the right teams.
- Tracking links are assigned.
- Report branding is configured per client.
- PDF and Slide formats are created.
- Alerts are routed to the right recipients.
- Member roles are reviewed.
- Asset reassignment process is understood.