Do not send a dashboard screenshot without a conclusion. A five-minute report should help a teammate decide what to inspect next without suggesting that a handful of answers proves a business result.
The one-page format
| Section | Write this |
|---|---|
| Main observation | One sentence with the raw count and rate: “Mentioned in 4 of 6 completed probes (67%), up from 3 of 6 (50%).” |
| Comparison check | Confirm that questions, active engines and tracked brands stayed the same. If not, label a new baseline. |
| Supporting detail | List completed probes, failures, mention rate, tracked share, tracked-domain citations and first appearance separately. |
| One next action | Name one page or fact to inspect, an owner and a review date. |
The example is illustrative. Its brands, counts and action are invented so you can see the format without treating it as Cuebase or merchant data.
Define the numbers before the meeting
- Completed probes: saved successful results. Failed probes stay in a separate count.
- Mention rate: answers naming a tracked brand ÷ completed probes.
- Tracked share: a tracked brand's mentions ÷ all mentions among the fixed tracked set.
- Tracked-domain citation rate: completed answers with a returned URL matching the entered root domain ÷ completed probes.
- First appearance: first position among your tracked names, not an overall ranking.
Keep citations and mentions apart. A matching source domain does not prove that the text recommended a product, and a mention does not prove a shopper clicked.
Use Cuebase for the metric record
In Share of Voice, keep the tracked questions and competitors stable, choose Run probe now, then choose Export CSV. The export is long-format: one brand per saved probe, with run time, question, category, engine, brand, merchant flag, mentioned, cited and position. It does not include raw answer text or a product-fact verdict.
If a probe fails, write it down. Do not write a zero for it. If you add a question, competitor or engine, say “new baseline” rather than calculating a week-over-week change.
Download the template
Use the blank CSV for the meeting note and the filled version as an arithmetic example. Both have the same columns, including a place to state comparability and a single next action.
For the metric definitions behind the template, read what to count and the AI share-of-voice guide. See Cuebase's paid AI visibility tracking →