If you run blogs for five clients on your own, the hard part is not the writing. It is keeping five voices apart and knowing what state each blog is in. This post walks through a week that works: research on Monday, drafting midweek, approval and export on Friday. It also covers the setup that stops one client's voice rules from leaking into another's posts.
Set up one project per client
Everything below depends on one rule: one client, one project. A project is one website. When you create it, RankMill reads the site and builds a website profile, a markdown document about what the business sells, who it sells to and how it sounds. Every agent that works on that project reads that profile.
Each project also has its own writing rules. These are plain sentences every agent on the project has to follow, like "Keep paragraphs to three sentences or fewer". Because rules belong to the project, two clients can sound nothing like each other, even though the same agents write for both.
A few setup habits make the rest of the week easier:
- Give each project a colour and an emoji. With five clients in one list, you want to pick the right one at a glance, not by reading names.
- Add competitor URLs per client. They belong to that project and nowhere else.
- Read the website profile before the first hunt. The research pass is a first draft. Fix anything it got wrong in the editor, or ask for an AI edit and apply or reject the diff.
- Put client-specific rules in the project, not in your head. If a client hates the word "solution", write it down as a rule on that project.
Monday: research runs for every brand
Monday is for filling the pipeline. The job here is to end the day with approved topics for each client and a list of facts you still need.
Stagger the topic hunts
A topic hunt reads the website profile and comes back with five suggested topics, each with a title and an outline. Each project can hunt on its own cadence: off, daily, weekly, every two weeks or monthly, at an hour you pick. New projects start on weekly.
For a Monday review, set each client's hunt to weekly and pick an hour early enough that the results are waiting when you sit down. The calendar shows when each project is next hunting, so you can check nothing is switched off by mistake.
You can also start a hunt by hand whenever you like. Hunting topics does not spend credits, so if a client's batch looks thin, run another.
Answer the questions, or chase them
A suggested topic can arrive with up to four questions. These are the facts the agent could not find: a price, a customer name, a date, whether the client supports some integration.
You often do not know the answer, and the client does. So on Monday:
- Go through each client's topics and pick the ones worth writing.
- Answer any questions you already know the answers to.
- Collect the rest into one message per client and send it.
Questions are not a gate. You can approve a topic with them blank, and the writer will write the post so the missing fact is not needed, rather than making one up. That is fine for a lot of posts. For posts where the missing fact is the whole point, such as a pricing comparison, wait for the answer.
If you want that waiting to be enforced, turn on Human in the loop for that project. With it on, a post is never written until its questions are answered. It is a per-project switch, so you can turn it on for the client who is strict about facts and leave it off for the others.
Budget your credits across clients
Writing a post is the only thing that spends credits. Each team gets 100 credits a month in early access, shared across the team and reset on the 1st in UTC. A post costs 10, so that covers 10 posts a month.
Across five clients, that is two posts each per month if you split it evenly. If five clients need more than that, you can ask us to raise the allowance.
Everything else is free: profile edits, hunts, edit turns, audits, scheduling and publishing. So you can research and polish as much as you like and only pay when a post gets written.
Midweek: drafting inside each voice
Approve topics as answers land
When a client replies, paste their answers into the questions on each topic and approve it. The writer takes the topic, the outline, the answers, the website profile and the project's writing rules, and writes the full post in markdown.
Two other routes are useful for agency work:
- Write from an idea. A client sends you a title and a brief. Give it to the writer in their project, and add rules for that one post on top of the project's own.
- Import a post. A client has an old post they want in the new voice. Paste it or give a public URL, then pick Rewrite to keep the subject and facts and write it again in the project's voice. Pick Restructure if you only want it tidied into clean markdown with the wording left alone, or As is to store it untouched.
There is also a team setting that approves every new suggestion on its own. Be careful with it on an agency team. It applies across the team, so it would start writing for all five clients, not just the one you trust. It does have a spending floor, so automatic writing stops while you still have credits left for the posts you ask for by hand.
Edit in the client's voice, not yours
Open a finished post and tell the editor agent what to change in plain words. It remembers the conversation, so "make that shorter" on the third message still knows what "that" was. Each change comes back as a diff.
For small fixes, skip the agent and edit the post yourself in the block editor.
The risk midweek is you. After three hours on one client, your own habits start to creep into the next one. The agents follow each project's rules and profile. You do not have that safety net unless you build it. Two things help:
- Before you edit a client's posts, reread their writing rules. It takes a minute.
- If you catch yourself making the same fix twice, turn it into a writing rule on that project. Then the agents do it for you next time, and only for that client.
Keeping voice rules from bleeding across accounts
Voice bleed is when one client's rules or tone turn up in another client's posts. Here is where it usually comes from, and how to stop it.
Rules in the wrong place. A rule that only applies to one client should live on that client's project. A rule you add when writing from an idea applies to that one post only, so use that for one-off requests rather than changing the project.
Profiles that drift. If a client changes how they talk about themselves, update their website profile. It is only rebuilt when you ask, and every change is kept in a history, so you can see what moved and when.
Working in the wrong project. Most bleed is a click in the wrong place. Colours and emoji help. So do filters: the calendar, the Blogs table and the Activity history can all be narrowed to one project. When you are working on a client, filter to that client.
Chat carried over. The editor conversation belongs to the post you are editing. If a thread has wandered, clear it and start fresh.
Drift you did not notice. Run an audit on each project now and then. The auditor reads every finished post in the project at once and lists up to five problems, such as two posts that contradict each other or one that has drifted from the profile. Each finding becomes a task, and RankMill fixes them one post at a time. Audits are free, so there is no reason to skip them.
Friday: approval and export
Final review
Go client by client. Use the Blogs table filtered to one project to see every post for that client, then read the finished ones. Anything that needs a last change goes through the editor or the block editor. Check the project's Audit tab for anything still outstanding.
Schedule
Every post can carry a publish time. Set it from the post or drag it on the calendar. The week view is useful on a Friday, filtered one client at a time.
If a client wants a steady rhythm, switch on their publish cadence. Pick the weekdays posts go out on (in UTC), the hour, and how many posts each of those days takes, up to four. RankMill keeps the next two weeks of slots filled with posts the project already has. If it runs out, it goes looking for new topics. A slot with no post simply waits, and clearing a time takes the post off the calendar.
Export or publish
How the post leaves depends on where the client's blog lives.
- Download or copy the markdown. This works for any client. Each project sets its own frontmatter: an ordered list of fields filled by RankMill, fixed to a literal, or written by the agent from a description you give. Set it once per client to match their site, and every file comes out in the right shape.
- Publish to GitHub. Connect the RankMill GitHub App to your team, point the project at the client's repository, and a finished post goes out as a pull request. RankMill works out where the repo keeps its posts, writes the file, opens the pull request and merges it. The post counts as published when the pull request merges. The project's Publishing tab lists every pull request with its status and a Retry button.
If you edit a post after it has gone out, the app tells you the published copy is stale. You then push the change yourself. Nothing updates a pull request on its own.
Staying on top of five clients at once
A few views help you track all five.
- Working now shows what the agents are doing right now, grouped by project, with the credits and posts you have left this month at the bottom.
- Activity is the full history of every run, filterable by project, kind and status, with a plain sentence when one fails.
- Discord notifications can tell you when a post is written, a post fails, topics are found or a post is published. You choose which projects speak, and a project can have its own list.
One thing to think about: every member of a team sees every project in it. If you invite a client into your team to review posts, they will see your other clients too. Keep that in mind before you send an invite.
The shape of the week
- Monday: hunts have run, you pick topics, answer what you can and send the rest to clients.
- Tuesday to Thursday: approve as answers land, edit inside each client's rules, and turn repeated fixes into project rules.
- Friday: review per client, schedule on the calendar, and download or publish.
Keep one project per client and put every rule where it belongs. Then the agents handle five voices without mixing them up, and your job is the part only you can do: deciding what goes out.