DIY ChatGPT Ranking Report Template for Small Businesses

Why You Need a ChatGPT Ranking Report

From SERP to AI: the shift

We used to measure success by SERP positions. Page one. Top three. But what if people don’t click Google? What if they pop into ChatGPT and ask, “Where’s the best café near me?” Their answer might mention a competitor and never show your name. Ouch.

A ChatGPT ranking report tells you:
– When AI mentions you.
– Which queries trigger your brand.
– How often you appear in AI answers.

It’s the new frontier of AI Visibility.

The business impact

Visibility equals trust. Trust drives clicks. Clicks drive leads. Leads drive revenue.

But AI chat isn’t static. Answers change daily. You need an easy way to:
– Spot dips in mentions.
– Find new query opportunities.
– Optimise content for AI prompts.

That’s where our template shines.

How Our Free Template Works

We built an open-source Google Sheets solution. Here’s the gist:

1. Keyword list
   Jot down your core terms. “Best local bakery”, “affordable SEO tool”, “London gift shop”… you get it.

2. Prompt creation
   Turn those terms into chatty queries.
   “Hey ChatGPT, if I have two hours in London and love jazz, where should I go?”
   Longer, more natural phrases.

3. ChatGPT for Work plugin
   Use the GPT-for-Sheets extension. It pulls answers straight into your sheet. No copy-paste drama.

4. Brand search
   A simple formula checks if your brand name appears in the response. “Yes” or “No”.

5. Data crunching
   Calculate percentage visibility. Trend it. Share it.

In under an hour, you’ve got a living, breathing ChatGPT ranking report.

Step-by-Step: Building Your DIY ChatGPT Ranking Report Template

Grab a coffee. This is easy.

1. Install the GPT-for-Sheets extension

It’s free. A few clicks. Grants you the power to call ChatGPT from Cells.

• Browse to the Google Workspace Marketplace.
• Search “GPT for Sheets”.
• Click Install.
• Grant permissions.

Done? You’re ready.

2. Prepare your keyword list

In Column A, list 20–30 keywords. Think of terms your customers use. Include:
– “best vs cheapest coffee machine”
– “recommended CRM for small business”
– “compare dishwasher brands”

Pro tip: Use People Also Ask questions for inspo.

3. Generate natural language prompts

In Column B, wrap each keyword in a question. Example:

Cell B2: =GPT(A2)

This turns “compare dishwasher brands” into “ChatGPT, please compare top dishwasher brands for energy efficiency.”

Result? The AI answer drops right into your sheet.

4. Copy answers as text

Column C needs static text. Copy Column B → Paste Special → Values only. This freezes responses so your sheet doesn’t recalc every time.

5. Check for your brand

In Column D, add:

=IF(ISNUMBER(SEARCH("YourBrand", C2)), "Yes", "No")

Multiple brand names? Use:

=ArrayFormula(
  IF(LEN(C2:C),
     REGEXMATCH(
       C2:C,
       ".*(?i)("&TEXTJOIN("|", TRUE, Sheet2!A:A)&").*"
     ),
     ""
  )
)

Sheet2!A:A holds your brand variants. Now Column D marks every row a “Yes” or “No”.

6. Calculate visibility rate

Somewhere neat:

=PERCENTIF(FILTER(D2:D, D2:D<>""), "Yes")

Boom. You’ve got the percentage of AI answers where your brand shows up. This is the heart of your ChatGPT ranking report.

Visualising and Analysing Your Rankings

Numbers on a sheet are fine. But data comes alive in charts. Use:

• Microsoft Power BI
• Google Looker Studio
• Tableau

Just export your sheet weekly. Set your workspace to watch a folder. Drop the CSV, and voilà—automated dashboards. Spot trends. See peaks. Tackle valleys.

Why trend matters

AI models update. Prompt engineering evolves. Your brand’s presence will fluctuate. Tracking over time helps you:
– Tie content efforts to AI visibility.
– Discover seasonal patterns.
– Pitch new copy angles.

Top Tips for Better AI Visibility

These little tweaks pack a punch in your ChatGPT ranking report.

• Use natural language: AI loves context.
• Mention your brand in product descriptions.
• Collect PAA questions and include them in blog posts.
• Try “best vs” or “vs” keyword clusters.
• Leverage Maggie’s AutoBlog to auto-generate SEO-friendly content that targets those queries—no content team needed.

Maggie’s AutoBlog isn’t just for blogs. It can draft FAQ sections, product overviews, or even meta descriptions. It’s perfect for keeping your content pipeline full and your brand front and centre.

Explore our features

Beyond the Basics: Optimising for AI Visibility

Building the report is step one. Step two? Action.

• Audit your top 10 queries monthly.
• Refresh content with AI-friendly phrasing.
• A/B test prompts in your ads.
• Collaborate with your community—feedback drives keyword ideas.

Remember, this isn’t about clicks to your site. It’s about being the answer people trust in AI chats. Visibility in ChatGPT often translates into trust elsewhere.

Conclusion

A ChatGPT ranking report is no longer optional. It’s vital. Especially for small businesses aiming to punch above their weight in an AI-driven world.

Our open-source template makes it simple, transparent and cheap. You get:

• Step-by-step setup.
• Automated prompts.
• Easy brand tracking.
• Flexible reporting.

Combine this with Maggie’s AutoBlog to keep your content fresh and AI-optimised. And you’ll never be in the dark about whether ChatGPT is talking about you—or your competitor.

Ready to take control of your AI visibility?

Get a personalised demo