How to report Instantly campaign results to clients when every client has its own workspace

Instantly’s agency model is built around workspaces: separate environments for each client, reached through one login and a dropdown. According to Instantly’s own guide to client workspaces (January 2026), leads, campaigns and stats cannot be shared between workspaces, and each workspace has its own dashboard.

That separation is good for client isolation. It is also why there is no built-in answer to “how are all my clients doing this week?” Each workspace shows one client at a time, and Instantly’s analytics page lets you view or export emails sent, replies, positive reply rate and bounce rate for each workspace, but turning those exports into something a client can read is still your job.

Independent evidence on how widespread this pain is was thin when we researched this. Most of what we found came from vendor comparison pages, which are promotional, plus individual agencies describing the home-built dashboards and automations they use. Treat this article as a practical guide to the options, not as proof that every agency struggles with it.

Before choosing a tool, decide what the report must do. A client who pays for outbound wants to know three things: is work happening, is it producing conversations, and is anything wrong. A short report that answers those clearly beats a long one nobody reads.

A minimum viable report

• Activity: emails sent and prospects contacted, so the client sees volume.
• Response: replies, with automatic replies such as out-of-office messages excluded or at least labelled, and reply rate with its definition written next to it.
• Outcomes: positive responses as your team has marked them. Say who marks them.
• Health: bounces, and any mailbox or sending issue you are already fixing.
• Freshness: the date and time the numbers were last updated.

What to leave out unless you can defend it

Open rate is the usual trap. Instantly’s own article on open tracking (March 2026) explains that Apple pre-loads images whether or not the recipient reads the email and that security scanners can fire the tracking pixel with no human involved. A number that can be inflated by software is hard to explain to a client later.

Meetings and revenue belong in a report only if you have a reliable source for them, such as your calendar or the client’s CRM. A guess presented as a result damages trust faster than a gap.

These are the approaches we found agencies using or vendors offering. They are not mutually exclusive, and the right one changes as you add clients.

1. Manual exports and screenshots

Export or screenshot each workspace’s analytics, paste into a slide or document, add commentary. It needs no setup and works for one or two clients. The cost is time: every client, every reporting period, and the screenshot is out of date the moment you take it.

2. A shared spreadsheet or custom dashboard

Pull each workspace’s numbers into a spreadsheet, or automate it with a no-code tool or the Instantly API and put a dashboard on top. This gives you one view across clients and full control over definitions. It also makes you the maintainer: formulas break, an API change or a missing field can silently produce a wrong number, and you need to decide how clients get access without seeing each other’s data.

3. Instantly’s agency portal

Instantly offers a white-label agency portal. Per its help article, it is available on the Hyper Growth and Light Speed plans, runs on a subdomain you point at Instantly with a CNAME record, and lets you give each client access to sections such as Campaigns, Unibox, Analytics, CRM and Blocklist. Two limits matter for reporting:

• Clients with Campaigns access can see all campaigns in the workspace, so you cannot limit a client to a chosen subset.
• The portal is configured per workspace, and Instantly does not send the invitation, so you share the link yourself.

The portal gives clients a live view of Instantly itself. That suits clients who want to explore. It is less suited to a curated summary, because the client sees the tool’s own interface and terminology. Plan details can change, so check Instantly’s current pricing page before deciding.

4. A reporting layer built for agencies

Tools in this category sit on top of your sending platform, collect the numbers from every client, apply one consistent set of definitions, and give each client a view you control. General-purpose agency dashboard builders also exist; check whether they offer a native Instantly connection before you commit, because without one you are back to CSV imports.

This table is our assessment from vendor documentation and is a starting point, not a benchmark. Effort depends on your client count and tools.

Whichever route you take, answer these before sending a link:

1. Can this client see any other client’s data? It should be impossible, not just unlikely.
2. Can you limit the view to specific campaigns, or does the client see everything in the account?
3. Can you revoke or replace the link if it is forwarded to the wrong person?
4. Does the client see internal detail you would rather keep to yourself, such as unfinished tests or mailbox troubleshooting?
5. Is the page kept out of search engines?

Share only what you would be comfortable explaining on a call. If a number needs a paragraph of caveats, show the caveat or leave the number out.

Weekly summaries work for most engagements, with a monthly review for the bigger picture. Daily numbers rarely change decisions, and they invite clients to react to noise on small sends.

Whatever the cadence, show when the data was last refreshed. Note that Instantly reports in UTC (stated in its analytics help page), so a report cut at the end of a local day can differ from the dashboard by a few hours. Two sets of numbers that disagree because of time zones or refresh timing are an easy way to lose a client’s trust if you cannot explain the gap.

Klaroh is a reporting and visibility layer for cold email agencies, in private beta. It does not send email and it does not replace Instantly. It connects to Instantly with an API key and, today, Instantly is the only supported source.

For the problem in this article, here is what it does now:

• Shows campaign results, replies, mailbox status and domain checks across your clients in one workspace.
• Gives each client a private report link. You choose which metrics, which campaigns and which sections that client sees, and you can rotate the link.
• Defines each metric once, shows the definition, and withholds a metric it cannot support instead of showing zero.
• Shows when data was last synced.

And what it does not do:

• It is not real-time. Data syncs on a daily schedule and when you open the app, and the last sync time is shown.
• It shows lifetime-to-date numbers, not a chosen date range, so “last week” is not something it can show today.
• It does not report open rate, meetings or revenue.
• Custom domains and custom colours are not available; your logo and agency name are.

If that matches how you want to report, see how the product looks or join the beta waitlist.