Overhear Client Keyword Set and Scan Cadence Setup (Onboarding)

Overhear Client Keyword Set and Scan Cadence Setup (Onboarding)

1. 01

   Create the Overhear workspace and buy the first prepaid credit pack

   Pick the pack that matches the pilot client's expected scan volume: $10 for 6,000 credits, $25 for 16,000 credits plus 1,000 bonus, or $50 for 35,000 credits plus 5,000 bonus. Credits never expire, so an agency can hold one balance across several client accounts instead of buying per retainer.

2. 02

   Load the client's keyword set before touching scan intervals

   Enter brand name variants, competitor names, and the 3 core topic terms the client cares about. Keep the list tight on the first pass: every keyword multiplies credit burn on each scheduled run, and a bloated list is the fastest way to drain a pack in week one.

3. 03

   Assign source priorities across X, Reddit, LinkedIn, YouTube, Hacker News, and the web

   Not every client needs all six sources. A B2B retainer usually earns its keep on LinkedIn and Hacker News; a consumer brand leans on X and Reddit. Disable sources that will only return noise so the mention feed stays reviewable inside the delivery window.

4. 04

   Set the scan interval against the client's conversation density

   Choose hourly, six-hour, or daily cadence. Hourly suits crisis-prone accounts and burns credits fastest; daily is the default for steady-state brand monitoring. Record the chosen interval in the client's onboarding doc so the retainer scope and the credit estimate stay aligned.

5. 05

   Run one test scan and validate the AI mention labels

   Check that buying intent, complaint, bug report, question, and praise labels land correctly on real posts. Mislabeled mentions usually trace back to ambiguous keywords, so tighten phrasing rather than accepting a noisy feed. This validation step is what separates a usable client report from a raw dump.

6. 06

   Build the categorized mention report template

   Segment the report by mention type and sentiment, matching the structure the client will see every cycle. Include the per-scan cost receipt from the usage dashboard so the agency can show credit consumption against the retainer line item without a separate reconciliation.

7. 07

   Hand off to the delivery owner with the credit balance and cadence written down

   Log the starting credit balance, the scan interval, and the keyword list version in the client file. When the balance drops below roughly a week of scans, the delivery owner reorders a pack before the next scheduled run rather than after a missed cycle.