Reporting Tool for Dental Marketing Agencies: How Crimson Media Saved 80+ Hours

Finding the right reporting tool for dental marketing agencies can change how an agency operates. For Crimson Media Group, that tool was Swydo. Shane Simmons spent his early career as a TV news reporter and anchor at ABC affiliates, learning what it takes to make people pay attention. After transitioning to the marketing department at Indiana University’s Kelley School of Business, he combined his broadcast background with brand strategy, and the combination clicked.

When a friend bought a dental practice with no digital presence, Shane stepped in as a favor. The human-centered approach he brought to dental marketing was unique, and referrals followed quickly. Crimson Media Group now serves dental practices from Alaska to Miami, built around relationship-based marketing: helping practices show patients who they are, not just what they charge. The agency has become a go-to reporting tool for dental marketing agencies looking to grow without losing the personal touch.

Manual reporting wasn’t cutting it

In the early days, reporting at Crimson Media was manual. The team exported data from Google Ads, Meta, and Analytics, then copied key metrics into a Word document, section by section.

Each 30-day client report took roughly an hour just to input the data, before the team had reviewed performance, explained what changed, or identified where campaigns could be improved. As the agency grew, that process became harder to justify. For any reporting tool serving dental marketing agencies, that kind of time drain is unsustainable at scale.

“You’re looking at around an hour every time we manually prepare a report for a client. Multiply that by 50 clients, and from an opportunity cost standpoint, it was costing us thousands of dollars a month.” Shane Simmons, Owner, Crimson Media

Keyword rankings added another layer of friction. Their tracking tool refreshed only once a week, which made it harder to spot movement early or respond with confidence during the week. And because numbers were copied by hand, credibility had to be earned every time a client spotted something unusual.

A Reporting Tool for Dental Marketing Agencies That Just Works

A contractor introduced Shane to Swydo around 2018 to 2019. He tested it alongside another platform, but the competitor never made it past the trial.

For a reporting tool built for dental marketing agencies, the setup experience matters as much as the features.

Shane connected Google Analytics first and saw every client account appear automatically. He recorded a Loom for his team, and they were up and running without formal onboarding or developer support. What had been an hour-long task per client became a process that took minutes. That ease of adoption is what separates a good reporting tool for dental marketing agencies from one that sits unused.

Daily keyword rankings, no more waiting

Discovering AccuRanker through Swydo’s integrations changed how the team monitored SEO. Instead of waiting a week for updated rankings, account managers could pull current keyword data any day of the week.

With daily refreshes, the team could spot ranking changes sooner and respond before issues became larger client conversations. Account managers use Swydo’s monitoring dashboards to compare current performance with the previous period and the same week last year, a year-over-year view that accounts for seasonality, which plays a real role in dental marketing. This is what a reporting tool built for dental marketing agencies needs to deliver.

“Having AccuRanker in our reports just makes everything simple, from rankings to Google Analytics and all our paid media in one place. Rather than needing to switch across multiple platforms, we can access our most vital marketing metrics within Swydo.” Shane Simmons, Owner, Crimson Media

Rankings, ads, and analytics all in one report

Through the Swydo and AccuRanker integration, keyword rankings sit in the same reporting workflow as Google Analytics, paid media, call tracking, and other client data. Account managers no longer treat rankings as a separate check in a separate tool. That unified view is what makes Swydo a practical reporting tool for dental marketing agencies managing multiple channels.

Data from Google Ads, Google Analytics, Meta Ads, CallRail, AccuRanker, and Google Sheets now flows into a single reporting environment. Shane estimates the team would spend three to four hours per client each month if they had to recreate today’s reports the old way.

“The reports are instant now, so it’s literally saved us hours. The majority of the time spent in Swydo is now analyzing the numbers.”

Shane Simmons, Founder and CEO of Crimson Media Group

Ten minutes to show a client their week

Beyond monthly reporting, account managers send clients a weekly email update highlighting wins and things to watch, all pulled directly from Swydo overview boards. The whole thing takes about ten minutes to put together.

Regular monthly review calls and weekly performance updates mean clients always know what is happening and why, and that consistency plays a direct role in retention. For a reporting tool used by dental marketing agencies, that communication layer is what drives long-term client trust.

Visuals made performance easier to explain

Crimson Media’s clients are dentists, not marketers. That matters when the agency needs to explain how paid social campaigns support search demand. Data visualizations in Swydo make it easier to tell that story without a spreadsheet getting in the way.

A pie chart showing how much website traffic came from paid social in the first 30 days of a campaign makes the point quickly. “When you see something taking up over 50% of that pie chart,” Shane said, “you’re like, okay, the message is getting out.“

97.8% retention, without a single long-term contract

In 2024, Crimson Media retained 97.2% of its clients. In 2025, that rose to 97.8%, nearly 98%, with no 12- or 24-month contracts in place.

“To retain at that level, you have to be able to show progress, build trust, and having a platform like Swydo makes it so easy to do that.”

By sharing live data and holding monthly performance reviews, Crimson Media demonstrates accountability to clients. Weekly updates reinforce that the team is actively engaged in their campaigns, making clients more likely to stay long before retention becomes a concern.

Scaling without adding manual data roles

Crimson Media now supports around 80 clients with five account managers. Centralized client data has helped the team manage that balance. Account managers no longer need to log in and out of Google Ads, Meta, AccuRanker, CallRail, and other platforms just to check performance or pull numbers.

“We’re able to save on just the pure number of people we have to hire because of the data that would need to be monitored and pulled.”

Instead of hiring mainly to cover manual data collection, the agency can focus on hiring people who add value to client work. That is the efficiency a reporting tool for dental marketing agencies makes possible.

Peace of mind from the top down

As an agency owner, Shane wants visibility without micromanaging. Swydo gives him one place to scroll through all client accounts, see what is working, and spot what needs attention.

“It has definitely made it much easier and much less stressful than it would have been had we still been doing things the old way.”

Crimson Media found what they were looking for in a reporting tool for dental marketing agencies and never had a reason to look elsewhere. “The first one we invested in is still the one we use to this day.”

Join Crimson Media and other dental marketing agencies who have chosen Swydo as their reporting tool for client performance and monitoring.

Simple. Smart. Swydo.