Overview: Agency Onboarding

    We offer personalized services to help your Agency get set up quicker, automate your Client's reporting, and get the most from your partnership with Databox. Learn more here.

In this article, we'll outline the recommended setup strategy for Agencies using Databox for their Client reporting. 

Each recommended step is designed to help you get completely set up while ensuring you have a greater understanding of tools available to help bring your reporting process to the next level. By completing these steps, you will also work towards achieving Certified Partner status.

HOW TO

How to set up your Agency + Client Accounts

Get your Accounts up and running in the most efficient way possible. Below, we'll outline the recommended way to configure your Agency and Client Accounts to get the most out of Databox right away.

HOW TO

Invite Users to your Agency Account

Your Agency Account is a space for your team members to create reports and manage Client data. Invite your team to this Account to give them the opportunity to use Databox as well. 

Resources: Help Doc #1 | Help Doc #2

Pro Tip: Team members added to your Agency Account can be given access to select Client Accounts or to all Client Accounts with 1 login. 

Add Client Accounts under your Agency Account

Think of your Agency Account as the "parent," and the Client Accounts as the "children" in a family tree. Each Client child is linked to the Agency parent, but the children are not connected to one another. In Databox, this setup allows for increased security, clear organization and a unique level of customization in Client reports. 

Resources: Help Doc

Pro Tip: An Account Owner email address must be associated with each Client Account you add. This is typically the main point of contact for that Client account. If you do not check the box that says Send login information to Client Account, you as the Agency user will receive the login credentials and the Client will not be contacted. If you still don't want to enter a Client's email address, you can add a dummy email address. Your agency is the overarching owner so it will not negatively affect the Client Account.

Connect Client Data Sources in Client Accounts

Each Client Data Source is its own unique connection. You should connect your Client's Data Sources in the respective Client Accounts to begin syncing data between the Data Sources and the Databox system. View a full list of Data Sources integrated with Databox here

Resources: Help Doc

Pro Tip: It's important that Client Data Sources are connected as soon as possible so data syncing can begin. Each Data Source has different limits in place for how much historical data can be accessed once the initial connection is made. Data that is synced is stored in Databox's own database so more historical data is generated once the Data Source has been connected for a longer period of time. Learn more about how much historical data each Data Source can initially sync here.

Add Client Goals in Client Accounts

Goals are key to making client reporting easy to understand and actionable. Learn how to set, monitor and report on Goals in the Databox app.

Resources: Help Doc #1 | Help Doc #2

Pro Tip: In order to set your team up for long term success, click on the Advanced Setup link in the Goal Setup window so you can add Goal values for future months, weeks, etc.. 

Add Client Alerts in Client Accounts

Automatically and proactively monitor your Goals and get notified about emerging trends using Alerts. Alerts can be sent out via email, push notification, or Slack. By default, these Alerts will go to you as the user configuring them. You have the ability to select additional recipients as well. Some Agencies set up Alerts to go directly to Clients, while others only go to Agency users.

Resources: Help Doc

Pro Tip: The condition % has increased or decreased by is best for monitoring emerging trends for key Metrics. We recommend setting Alerts for the top 3-5 Metrics per Client.

Add Client Scorecards in Client Accounts

Use Scorecards to stay up-to-date on key Metrics for a Client. These Scorecards can be sent out daily, weekly or monthly via email, push notification, or Slack. Similar to Alerts, you have the ability to select additional recipients of Scorecards. Some Agencies set up Scorecards to go directly to Clients, while others only go to Scorecards users.

Resources: Help Doc

Pro Tip: By default, Metrics selected in your Scorecard will show the comparsion percentage vs the previous period. Click on the gear icon to the right of the Metric to have the Metric compare to a Goal value instead. 

Configure the Client Performance Screen in Agency Account

Let's move back up to your Agency Account. The Client Performance screen was built to allow you to perform up-to-date health checks across Client Accounts. Select the top 5 metrics that you would like to monitor for your clients, and click on the KPI / Goal toggle to switch back and forth between views into KPIs and views into progress towards reaching your Goals. Use Tags to organize your Clients and get the optimal view into performance. 

Resources: Help Doc

Pro Tip: The column headers allow you to select a Metric to view for all of your Clients. To customize a cell on a Client-by-Client basis, click on the ... icon in the top right of one cell to choose a different Data Source and Metric to view for that client. This is also the way to add Custom or Calculated Metrics to the Client Performance page. 

How to create Master Templates in your Agency Account

Master Templates are Databoards that you build in your Agency Account to efficiently roll out your Databox reports to your Clients. If possible, try to split up your Clients into Reporting Groups based on the Data Sources they use, the services you provide, the Metrics you'll need to track, etc. You can build 1 set of reports for each Reporting Group, and then send copies of those Master Templates to the appropriate Client Accounts. At the Client level, the Databoard will repopulate with the Client's unique data and you can further customize as you see fit. 

HOW TO

Connect Data Sources in Agency Account

In order to start building your Master Templates, you will need to connect one of each Data Source you'll be using in your reports in your Agency Account. It is recommended that you connect your Agency’s Data Sources, but if you don't use all of the same software as your Clients, you use your Clients Data Source(s) in the Agency Account to build the Master Templates. 

For example, if your Client's use Facebook Ads but you do not have a Facebook Ads Account for your Agency, simply connect one of your Client's Facebook Ads Accounts in your Agency's Data Manager. This will ensure you have the ability to build all of the Databoards that you need for your Clients with data from the necessary Data Sources.  

Resources: Help Doc

Pro Tip: To ensure the Master Templates you build meet the needs of your Clients, you may want to use an external Planning Guide like this. This can allow for more collaboration on what's included in these reports, without having too many people involved in the actual building of the Databoards. 

Pull in a Template from the Template Directory

The public Template Directory is home to hundreds of prebuilt Databoards that aim to satisfy some more common use cases. Templates give you the ability to have some of the setup work done for you. Once you pull a Template into your Account it is yours to customize so the Templates that use may just be a starting point for the Master Templates that you plan to build.

Resources: Help Doc

Pro Tip: Use these Templates to see what other Agencies are reporting on, and get ideas on how you may improve or adjust your own reporting style. 

Add a Datablock from the Datablock Library

The Datablock Library consists of over 3,000 pre-built Datablocks which are combinations of Metrics and Visualizations Types based on the most popular use cases. To use one, simply drag and drop it onto the desired section of your Databoard. Once the Datablock has been added to the Databoard, you can customize it further as you see fit using the righthand Property Manager.  

Resources: Help Doc

Add a Datablock from the Visualization Library

If you want to start with a blank Datablock, you can drag and drop a blank Visualization Type onto your Databoard. You can then use the righthand Property Manager to map this Datablock to a specific Data Source and Metric, select significant Date Ranges, change comparison period, and more. The Property Manager differs depending on the Visualization, so it's worthwhile to test out the functionality of different Visualizations before building your Databoards. 

Resources: Help Doc

Build your Master Templates

Building your Master Templates takes time and effort, but it's a critical part of the process. Determining the appropriate Metrics for each Reporting Group allows us to produce valuable reports. Using the appropriate visualization for each Datablock allows us to convey our intended message or highlight key pieces of information. These Master Templates will be used in your reporting process moving forward, so don't rush through this step. 

Resources: Help Doc

Use Tags to keep your Databoards organized

First, you'll want to create a Tag for each of your Reporting Groups. You can then Tag your Master Templates to differentiate which Databoards should be used for each Reporting Group. Tags are Account-wide so any Agency user will be able to access these Tags. This makes it so the creator of the Master Templates isn't the only one who knows which Databoards need to be used to onboard a new Client with Databox.

Resources: Help Doc

Pro Tip: The same Tags are available for Databoards, Goals, Custom Metrics, Calculated Metrics, and Client Performance. Use these Tags to stay organized as an Agency and create optimal views for your team. 

Once your Databoards are built in your Agency Account, you can create a separate reporting deck for each Reporting Group by looping Daaborads together in Carousel Mode. This also allows you to use the Streaming URL to view the full report and ensure it meets the needs of that Reporting Group.  

Resources: Help Doc

Pro Tip: The column headers allow you to select a Metric to view for all of your Clients. To customize a cell on a Client-by-Client basis, click on the ... icon in the top right of one cell to choose a different Data Source and Metric to view for that client. This is also the way to add Custom or Calculated Metrics to the Client Performance page. 

Send Databoards to Client Accounts

Now that your Master Templates are built, it's time to start rolling these out reports to your Clients. Once a Databoard is accepted in the Client Account, it will repopulate with that Client's unique data. At this point, the Databoard is completely disassociated from the Master Template in the Agency Account, so you can further customize the Databoard to meet the needs of individual Clients. No changes made to Client Databoard will affect the Master Template, and no changes made to the Master Template will be reflected on the Client Databoard.

Resources: Help Doc

Pro Tip: If your Databoards are looped in Carousel Mode, you'll have the option to send the full Carousel of Databoards to a Client Account. 

How to customize and share your Databoards

Master Templates are Databoards that you build in your Agency Account to efficiently roll out your Databox reports to your Clients. If possible, try to split up your Clients into Reporting Groups based on the Data Sources they use, the services you provide, the Metrics you'll need to track, etc. You can build 1 set of reports for each Reporting Group, and then send copies of those Master Templates to the appropriate Client Accounts. At the Client level, the Databoard will repopulate with the Client's unique data and you can further customize as you see fit. 

HOW TO

Customize Databoards with logos, colors, etc.

Customization options are available from within the Designer. Customizing these reports for each Client is quick and easy, but it can make a big difference when introducing these reports with Clients. 

Resources: Help Doc

    Pro Tip: For paid plans, you can further whitelabel Databox. Learn more here.

Schedule Snapshots of Databoards

Scheduled Snapshots allow you to export Databoards as JPGs or PDFs. They can also help make Databox a regular part of your team and your Client's routine by automatically exporting your reports and delivering them via email at a specified day and time. Rather than waiting for your team to seek out the data, you can bring the data to them. 

Resources: Help Doc

Pro Tip If your Databoards are looped in Carousel Mode, you'll have the option to Schedule a Snapshot of the full Carousel of Databoards. 
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