Manage AI Visibility

Use Audience profiles in Manage AI Visibility Tracking to define the people, questions and AI platforms Wheremore should monitor. Each saved profile combines audience context with questions, monitoring settings and optional key features to track. Some messages refer to a saved profile as a configuration.

Overview

Setup has four parts:

1. Build an audience profile — describe the person you want to reach and the problem they are trying to solve.
2. Choose conversations — select suggested buyer questions or write your own.
3. Launch the configuration — review the tracked brand, then choose the project, AI platforms and processing days.
4. Manage monitoring — review, edit, pause or remove the saved configuration.

Wheremore processes the selected questions in the background on the chosen days. Saving a configuration does not produce every result immediately.

Access and scope

AI Visibility configurations are workspace-aware.

• The active workspace controls which projects and websites are available.
• A project is required when setting up tracking. It must be available in the active workspace.
• The tracked website or brand provides the subject whose AI visibility is measured.
• Only users with access to the relevant resources can view or change the configuration.
• Changing workspace reloads the available configurations and resets an unfinished audience-building session. Complete your work before switching.

Before you begin

Decide:

• which buyer or stakeholder you want to understand;
• the industry, organisation size and geography that shape their needs;
• the problem that causes them to search;
• the alternatives or competitors they may consider;
• the website or brand you want to track;
• which AI platforms matter to your audience; and
• how frequently monitoring needs to run.

Specific audience information produces more useful questions than broad descriptions such as “business owners” or “people who need software”.

Building an audience profile, generating questions and enriching questions with search data are separate chargeable operations. They can require available account credit. Selecting questions and saving tracking settings are separate steps; do not assume the AI work is free because the profile has not yet been saved.

Quick start

1. Open Manage AI Visibility Tracking.
2. Confirm the active workspace.
3. Select New audience profile if the builder is not already open.
4. Answer the audience questions, provide the brand to track, then confirm or enter its domain when prompted. Review the profile card.
5. Select Find their questions when available.
6. Review the selected questions, edit them or add your own. Optionally enrich them with real search data.
7. Select Continue to setup to open Set up tracking.
8. Enter a Profile name, confirm Track results for and select a Project.
9. Choose a Monitoring mode, one or more Platforms and the Processing days.
10. Optionally select Key features to track. Use Manage key items to create an item if needed, then select it.
11. Select Save and start tracking.
12. Review the saved profile in the list. Results arrive after background processing.

Build the audience profile

The Audience Profile Builder asks a short sequence of questions. Answer in the language you would use internally; Wheremore turns the answers into a structured profile.

The profile can include:

• Audience role — the job or stakeholder being represented.
• Industry — the market in which the audience operates.
• Company size — startup, small, mid-size, large or enterprise. Not applicable (consumer) is available when editing this field for a consumer audience.
• Geography — the region or market that affects the decision.
• Business problem — the immediate problem the buyer needs to solve.
• Competitors — existing tools, suppliers or approaches they may compare.
• Brand tracked — the company, product or website whose visibility is being measured.

Include important buying constraints in your answers and check that they are reflected in the profile card, particularly Business problem. Question generation uses the structured audience profile; do not assume every detail from the chat is retained as a separate saved field.

Write useful answers

Prefer concrete answers:

UK marketing directors at mid-size B2B SaaS companies who need to connect fragmented search and revenue data.

Avoid answers that are too general:

Marketing people who need analytics.

The profile card updates while you answer. Review it before continuing, as this context shapes the suggested questions. Select a populated audience field to correct it. For an individual consumer audience, describe the person and their needs; a company-size band is not required. You can say that you do not know any competitors or want to skip that question.

For text fields, press Enter or click outside the field to save the correction. In Business problem, Shift + Enter adds a line break. Company size saves when you choose an option. Check for an error before continuing; an empty edit does not clear a populated field.

Confirm the brand and domain

After the audience details are complete:

1. Answer the request for your brand or product name.
2. Review the suggested domain. Confirm it if correct, choose the intended domain if several are offered, or enter the domain when asked.
3. Check the Brand tracked field. The profile shows Complete once domain confirmation is finished.
4. Select Find their questions.

Completing the audience fields alone does not enable Find their questions. The brand and domain exchange must also finish. You can review the brand name again in Track results for during setup; changing that text does not change the linked domain.

Leave or continue an unfinished profile

Select Audience profiles to return to the list while keeping your current work on the page. The creation button becomes Continue audience profile, which reopens it.

Select Cancel to discard an unfinished profile. If you have made progress, a confirmation explains that your answers will be lost.

When the workspace has no saved profiles, the builder opens automatically and these return/cancel controls are hidden.

This in-page continuation is not a saved draft. Refreshing the page, leaving it or switching workspace can lose the unfinished setup. Only Save and start tracking creates the saved monitoring profile.

Choose the conversations to monitor

Wheremore generates bespoke questions from the completed profile. They are not a shared question library. Generated questions are designed to invite recommendations or comparisons of products, services and providers without naming your tracked brand. This measures whether the brand appears spontaneously in an answer.

Questions are grouped by buyer-journey phase:

• Awareness — discovering relevant categories, solutions and providers.
• Consideration — evaluating approaches and comparing options.
• Decision — choosing a provider or solution.

Select the questions that reflect genuine buyer searches. A balanced configuration should cover more than one phase where appropriate.

The builder initially selects up to three generated questions per phase as Recommended. Use Select recommended, Select all or Clear to change the selection, and Show selected only to review your chosen questions. Select Edit beside a question to change its wording, then Save. Use Edit audience to return to the profile.

Selecting Find their questions again generates a replacement set and resets the recommendations and selections. Keep a copy of any custom wording you want to reuse before generating again.

Write your own question

Select Write your own question beneath the relevant phase, enter the question and select Save. The new question is selected automatically.

Good questions:

• sound like something a buyer would naturally ask;
• contain enough context for a meaningful answer;
• focus on one decision or problem;
• do not force the tracked brand into every question; and
• include branded or competitor comparisons only when those are genuinely useful scenarios.

Every saved generated or user-written question receives its own stable identifier within the configuration.

A question that names your brand measures a prompted response about it. That is a different scenario from an unbranded question in which the AI chooses whether to mention it. Keep that distinction clear when selecting questions and interpreting results.

Question limits

Select no more than 100 questions when creating a profile. Saving retains only the first 100 usable questions, even if the selection screen lets you choose more. Write complete questions: empty or very short entries can be omitted. Review the saved question list after creation.

In the saved-profile list and editor, a question longer than 700 characters displays Not available for Google AI Mode — exceeds 700 characters. Shorten the question if you want to include it in Google AI Mode monitoring. Do not rely on the new-profile question-selection screen to display the same warning.

Enrich questions with real search data

When available, Enrich with real search data can add questions based on search evidence, including available search volume, People Also Ask (PAA) and AI Overview signals.

Select or add up to five competitor domains, then select Run. Review the additional questions and choose which to monitor. If enrichment fails, the original questions remain unchanged and Retry is available.

New enrichment suggestions start unselected. Select the ones you want to track. Turn off Show selected only if you cannot see the additions. Very similar suggestions can be omitted to avoid duplicating existing questions.

Enrichment helps prioritise questions, but a low-volume question can still be strategically important in a specialist or high-value buying journey.

Launch the configuration

Select Continue to setup after choosing at least one question. The Set up tracking window contains the settings below.

Profile name

Use a name that distinguishes the audience and purpose, such as:

• CMO — UK B2B SaaS
• PR Manager — Media Monitoring
• Ecommerce Director — Data Integration

Track results for

Confirm the company, product, brand or website Wheremore should look for in AI answers.

Use the real public identity that buyers and AI platforms are likely to recognise. Avoid internal project names.

Project

Select the project that owns the configuration. A project is required and must be available in the active workspace.

Projects linked to the confirmed website are grouped first. A single linked project, or the only available project, may already be selected. Check that it is the intended project before saving.

Monitoring mode

Choose one mode for the profile:

Google AI Mode always searches. It is unaffected by this choice and is not run twice when you select Model knowledge + always search.

Platforms

Select one or more of ChatGPT, Claude, Gemini, Perplexity and Google AI Mode. All five are initially selected; review the selection before saving. The monitoring mode determines how the first four use search. Search answers and citations vary by provider.

Each selected question/platform combination creates monitoring work. Choose the platforms that matter rather than selecting everything by default.

Google AI Mode uses the project's supported target country, defaulting to the United Kingdom when one is unavailable. Its sources can support sections of the overall answer without endorsing a named provider, so a response may contain useful citations even when no structured provider rank is extracted.

Processing days

Choose any combination of Monday to Sunday.

The default is Monday, Wednesday and Friday. Quick-fill options make it easier to select:

• All;
• Weekdays; or
• Mon/Wed/Fri.

The server processing schedule controls the run time. The selected days determine when the configuration is eligible to be queued; there is no separate user processing-time or timezone setting.

Key features to track

Key items are named product features, capabilities or differentiators, such as “Automated reporting” or “Multi-language support”. Under Key features to track, select the items relevant to this audience. This is optional, and the selected-feature count updates as you choose items. Choose no more than 10 items when creating a profile; only the first 10 distinct selected names are saved.

To maintain the available items, select Manage key items in the same window. The panel shows the visible items in the selected workspace, their usage counts and two totals:

• total counts all items in the panel.
• unused counts items with no saved configuration links.

An item’s uses count reflects saved configuration links, not how often an AI answer mentions it. Selecting an item in an unfinished setup does not yet increase its saved usage count.

Add a key item

1. Open Manage key items.
2. Enter a clear name in New key item… and select Add, or press Enter.
3. Close the panel to return to Key features to track.
4. Select the new item if you want to include it in this profile.

Adding an item saves it to the library immediately and refreshes the available choices. It does not automatically select the item or save the audience profile. Closing the setup window does not undo an item you have added.

Use a name that does not duplicate another visible item in the selected workspace. Names are checked without regard to capitalisation. The name field allows up to 255 characters; if a long name is rejected, shorten it. The panel accepts names only and has no description field.

Rename a key item

1. Select the pencil button labelled Rename beside an item you own.
2. Change the name and select Save, or press Enter.

The change is saved immediately and refreshes the item list and available choices. Configurations linked to that item use the same renamed record. Use the Cancel button to leave the name unchanged.

Items owned by another user show Shared instead of rename and delete buttons. You can select visible shared items for tracking, but only their owner can rename or delete them. Which items are visible depends on workspace access and the parent account’s sub-account sharing settings.

Delete a key item

1. Select Delete beside an item you own.
2. Read the confirmation. For an item in use, it states how many configurations use it and warns that it will be removed from all of them.
3. Select Delete to proceed or Cancel to keep it.

Deletion takes effect immediately. It removes the library item and, when it is in use, its links to those configurations. The configurations themselves remain. The item is also removed from the selection in the open setup window.

To leave an item out of the profile you are creating, clear its checkbox under Key features to track. This keeps the library item available for other profiles.

Save the profile

Review the settings and select Save and start tracking. After a successful save, the page returns to the audience profile list. Monitoring runs in the background on the selected processing days.

Understand the saved configuration table

The table shows:

• Profile;
• Platforms;
• Schedule;
• Questions; and
• Status.

Each row also has an expand control and action buttons.

Use the expand control to review:

• audience context;
• business problem;
• configuration settings;
• competition;
• key features; and
• questions.

Review the tracked website, selected AI platforms and current processing schedule in the expanded details.

The schedule shown in the expanded table should match the days saved in the edit window. The expanded question list provides phase filters and page controls so you can review a larger question set.

Enable or disable monitoring

Use the status switch to control future processing. The row displays Active when enabled and Paused when disabled.

When a configuration is disabled:

• pending jobs are cancelled;
• a provider request that is already running may finish;
• completed historical results are preserved; and
• no new work is scheduled until the configuration is enabled again.

Re-enabling the configuration makes it eligible for the next scheduled check that meets its processing-day and time settings. That can be later today if today is selected. It does not force an immediate run or repeat work already queued for the same question and platform that day.

Edit a configuration

1. Select the row's edit button or expand the row and select Edit profile.
2. Review the relevant tabs:

3. Select Save changes. A successful save closes the editor and refreshes the list.

Domain is shown for reference and cannot be changed in this editor. Changing the tracked brand text or project does not change that linked domain. Create a new audience profile if you need a different domain.

Selecting No project does not clear an existing project, and emptying an optional audience field can leave its previous saved value in place. Reopen the profile to check any intended removal; do not assume a blank field has removed the saved information.

Closing an editor with unsaved changes offers Keep editing or Discard. Changes to questions or feature checkboxes are not saved until you select Save changes.

When the configuration changes, Wheremore cancels its pending jobs so they cannot run with outdated questions or context. Provider requests already running can finish and remain part of the historical record. Future work uses the revised setup when it next becomes eligible; saving does not force a fresh run for every question.

Edit or remove questions

1. Open Questions.
2. Select the question's Edit question button, change its wording and select Save beside the question. This updates the open editor.
3. To remove a question, select its Remove question button.
4. Select Save changes to save the configuration.

Editing keeps the question within the same configuration. Removing it stops future scheduling once saved; it does not delete completed historical responses. Pending work based on the previous configuration is cancelled.

Add questions to a saved profile

For a question you write yourself:

1. In Questions, select + Write your own question under the relevant phase.
2. Enter the wording and select Add question.
3. Select Save changes to retain it. It is stored as a custom conversation.

For new generated suggestions:

1. Save any changes to your audience details first, then reopen the editor. Generation uses the saved audience profile, not unsaved edits in another tab.
2. Under Add more questions, select Generate from profile, then Generate.
3. Review and select the suggestions you want.
4. Select Add questions. The button includes the selected count when questions are selected.
5. Select Save changes to retain the additions.

For search-based suggestions:

1. Select Enrich from search data.
2. Enter one competitor domain and select Run.
3. Review and select suggestions, then select Add questions.
4. To search again after adding results, reopen Enrich from search data, enter another domain and select Run. Before adding results, Try another domain returns to the domain input; add any suggestions you want to keep before replacing the displayed results.
5. Select Save changes to retain the additions.

Saved-profile enrichment accepts one domain per request. The new-profile enrichment screen separately allows up to five domains. Dismiss closes a suggestion panel without adding its results.

As with generation, save changed audience details before running enrichment so the search uses the intended saved context.

Change tracked features

Open Features, select or clear the relevant key-item checkboxes, then select Save changes. Clearing a checkbox removes the item from this profile, not from the shared library.

Here, Manage key items opens the separate management page in a new tab. This differs from the panel inside new-profile setup. If you add or rename items there, save any pending profile edits and reopen the editor to refresh its choices.

Remove an AI platform

Removing a platform prevents new work being scheduled for it. Pending outdated work is cancelled, while already-running calls may finish.

Delete a configuration

Select Delete profile… from the row's three-dot menu or expanded details. The confirmation warns that deletion cannot be undone and that related data will be removed. Do not rely on historical reporting remaining available after deleting the profile. Use the status switch to pause monitoring if you expect to resume it later.

Before deleting:

1. Confirm that pausing it would not be sufficient.
2. Export or record any historical reporting you still need.
3. Confirm that you selected the correct workspace and configuration.

When results appear

AI Visibility monitoring is asynchronous:

1. The scheduler checks active configurations.
2. Eligible question/platform combinations enter the queue.
3. Provider workers process the requests and apply retries where appropriate.
4. Raw answers are saved.
5. Wheremore structures the responses for AI Visibility reporting.

The time required depends on queue volume, selected platforms and provider availability. A configuration can be correctly saved even though its latest results are still processing.

Recommended setup

• Create separate configurations for meaningfully different buyer groups.
• Use a clear core problem and geography.
• Keep the question set focused on real buying situations.
• Include awareness, consideration and decision questions where relevant.
• Use unbranded category, recommendation and comparison questions to measure spontaneous visibility. Treat deliberately branded questions as separate scenarios when interpreting results.
• Select only the platforms relevant to the audience.
• Start with Mon/Wed/Fri unless daily monitoring has a clear purpose.
• Review the expanded row after saving to confirm the schedule and platform selection.

Troubleshooting

No projects are available

• Confirm the active workspace.
• Confirm the project belongs to that workspace.
• Confirm your account has access to the project.

Create or obtain access to a project in the workspace before starting tracking. A project is required.

A setup button is disabled

• Find their questions becomes available after the audience details, brand and domain confirmation are complete.
• Continue to setup requires at least one selected question.
• Save and start tracking requires a Profile name, Track results for, Project, at least one platform and at least one processing day. Key items are optional.

The audience session has expired

An unfinished audience-building session can expire. If the page reports an expired session, refresh and start a new profile in the intended workspace. Continue audience profile only preserves work still available on the current page; it does not restore a saved draft after expiry.

Question generation or enrichment fails

Check the error shown in the builder or editor. Complete missing audience details, confirm the intended workspace and check account credit if a billing error is reported. For enrichment, provide a valid competitor domain. An unsuccessful request does not establish that no relevant buyer questions exist.

If you changed a saved audience profile before requesting more questions, select Save changes and reopen it before generating again.

Some selected questions are missing after creation

New-profile saving keeps only the first 100 usable questions. Review the saved list and check whether very short questions were omitted. Write complete questions and use the saved profile's Questions tab to make corrections, then select Save changes.

A question is unavailable for Google AI Mode

The list and editor display a notice when the question exceeds 700 characters. Edit it to keep the essential audience context and question within that limit, then select Save changes. This notice concerns Google AI Mode; it does not mean the entire profile is unavailable.

A key item is missing or cannot be changed

Confirm the active workspace and reopen Manage key items to refresh the list. Items available in another workspace may not be shown here. If an item is marked Shared, ask its owner to rename or delete it.

A key item name is rejected

Check for a visible item with the same name, including shared items. Changing only the capitalisation does not make a name unique. Use a distinct, shorter name if necessary.

A new key item is not selected

Adding an item saves it to the library. Return to Key features to track and select its checkbox, then save the profile. If more than 10 items were selected, review the saved profile: only the first 10 distinct names are saved during creation.

The saved schedule looks wrong

• Open Edit and save the intended days again.
• Reload the configuration table.
• Expand the row and check the saved settings.
• Legacy schedules can appear as Daily or Mon/Wed/Fri; newly saved custom selections should list their actual days.

A disabled configuration still produced one result

A provider call may already have been running when the configuration was disabled. It is allowed to finish as historical data, but no new work should be scheduled.

Edited questions have not run

Saving an edit does not force an immediate run. The configuration must be active and due under its processing schedule. A question/platform combination already queued that day is not automatically queued again, even if its pending job was cancelled by the edit. New questions or platforms can become eligible later on the same selected day.

Results are taking longer than expected

• Confirm the configuration is active.
• Confirm today is one of its selected processing days.
• Check that questions and platforms remain selected.
• Allow the background queue and response processor to complete.
• Temporary provider limits are retried by the worker.

A response contains no providers, sentiment or tone

An answer can be available while some extracted fields are missing or marked unknown. Available fields depend on the provider output and subsequent processing; not every provider supplies tone information. Review the answer itself. A missing extracted field does not by itself establish that the brand was absent from the answer.

What to do next

After the first monitoring cycle:

1. Open the AI Visibility dashboard.
2. Check whether the tracked brand appears in relevant answers.
3. Compare platforms and, where configured, knowledge-only and search results.
4. Review competitors, sentiment and citations.
5. Identify questions where the brand is absent or misunderstood.
6. Use the appropriate specialist content or search tool to improve the underlying evidence.
7. Keep the configuration stable long enough to measure whether visibility changes.