Recommended Workflows

Overview

Consistent monitoring is the key to improving your brand's AI visibility. This guide outlines recommended workflows at different cadences so you can stay on top of changes without spending hours in the platform.

Pick the routines that match your goals, and adjust the cadences as your AEO strategy matures.

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Daily Check-in (2 Minutes)

A quick daily scan ensures your monitoring is running smoothly and catches any sudden changes before they compound.

What to Do

1. Open the Dashboard — Check the Mention Rate percentage, Sentiment Score, and Snapshots Today count. If Snapshots Today is zero by midday, your scheduled captures may not be running.
2. Glance at Schedules — Navigate to the Schedules page and confirm that automated captures completed successfully. Look for any failed or skipped runs.
3. Scan for Drops — If your Mention Rate has dropped significantly from the previous day, note which prompts or models are affected. A drop of more than 10 percentage points in a single day warrants deeper investigation.

Tip: Bookmark the Dashboard as your browser startup page. The daily check-in should take no more than 2 minutes once you know what to look for.

When to Escalate

• Snapshots Today remains at zero past midday — check your LLM configuration and schedule settings.
• Mention Rate drops below your established baseline — investigate specific prompt responses in the Snapshots page.

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Weekly Review (15 Minutes)

The weekly review gives you a broader perspective on trends and competitive positioning. Set aside 15 minutes at the start or end of each week.

What to Do

1. Review Analytics — Open the Analytics page and compare this week's visibility metrics to last week. Look for consistent upward or downward trends across your key prompts.
2. Check Sentiment — Visit the Sentiment page and look for any shift toward negative sentiment. A single negative snapshot may be noise, but a trend over several days is worth addressing.
3. Check Competitor Intelligence — Review Share of Voice changes. If a competitor's share is growing while yours is flat or declining, investigate what content they may have published.
4. Review Insights — Check the Insights page for new content ideas, discovered keywords, and external links that AI models are citing. These are opportunities for content creation.
5. Check Usage & Costs — Glance at the Usage page to confirm API costs are in line with expectations. Look for any unexpected spikes.
6. Export a Report (optional) — If you report to stakeholders, export a weekly summary from the Analytics page. This provides a clean view of visibility trends, sentiment, and competitive positioning.

Tip: Look at week-over-week trends rather than day-to-day fluctuations. AI model responses can vary from capture to capture, so weekly averages give a more reliable picture.

Key Questions to Answer

• Is my brand visibility trending up, down, or flat compared to last week?
• Has sentiment shifted in any direction?
• Are competitors gaining or losing Share of Voice?
• Are there new content opportunities in the Insights page?
• Are API costs tracking as expected?

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Monthly Deep Dive (30 Minutes)

The monthly review is your opportunity to step back, evaluate your overall AEO strategy, and make structural improvements.

What to Do

1. Review 30-Day Trends — Open Analytics and set the date range to the past 30 days. Look for long-term patterns that weekly reviews might miss. Identify your best-performing and worst-performing prompts.
2. Add New Prompts from Discovered Keywords — Check the Insights page for keywords and questions that AI models are surfacing organically. Add relevant ones as new prompts to expand your monitoring coverage.
3. Run Page Optimization — Select 2-3 key landing pages and run them through the Page Optimization tool. Review your AEO scores and implement any recommended changes.
4. Update Your Competitor List — Add any new competitors that have emerged in AI responses. Remove any that are no longer relevant to your market.
5. Review Team Access and Roles — Under Settings, verify that team members have appropriate access levels. Remove any users who have left the organization.
6. Review Usage & Costs — Check the Usage page for the full monthly breakdown. Review cost by model and provider to optimize your configuration.
7. Check Health Reports (Platform Admins) — If you have Platform Admin access, review the Health Reports page to verify all system components are running normally. Check for any degraded or critical status indicators.

Tip: Schedule your monthly review at a consistent time — for example, the first Monday of each month. This builds a habit and ensures you have a full month of data to analyze.

Monthly Checklist

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After Content Updates

Whenever you publish new content, update existing pages, or make significant changes to your website, run this workflow to measure the impact on AI visibility.

What to Do

1. Capture Manual Snapshots — Go to Snapshots > New Snapshot and capture snapshots for the prompts most closely related to your updated content. This gives you a "before" baseline if you have not already captured one.
2. Run Page Optimization — Run the updated page through the Page Optimization tool to see its current AEO score and identify any remaining optimization opportunities.
3. Compare Before and After — Once the snapshot completes, compare the new results to previous captures for the same prompts. Look for changes in:
   • Brand mention presence (are you now being mentioned where you were not before?)
   • Rank position (has your position in numbered lists improved?)
   • Sentiment (is the tone around your brand improving?)
4. Monitor Over the Following Week — AI models do not always reflect content changes immediately. Continue monitoring the affected prompts over the next 5-7 days through your daily check-ins.

Tip: Capture a snapshot before you publish content changes so you have a clean baseline for comparison. This makes it much easier to attribute improvements to specific updates.

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Putting It All Together

Consistency matters more than intensity. A brief daily check-in combined with a thorough weekly review will keep you well-informed and positioned to act on changes as they happen.