Add Your First Client Site to Captivar

A site in Captivar is a single domain you want to track. Every client website you manage becomes one site. Captivar identifies each site by a short tracking ID like TMP-XW6Q1733, which the tracker script reads when it loads on the visitor’s browser.

This article walks through adding the first site — yours or a client’s — and explains the choices that affect downstream features.

How sites work in Captivar

Before you add anything, three things are worth knowing.

A site is the unit of billing, the unit of access, and the unit of branding.

• Billing. Your plan defines how many sites you can have. The Free plan allows one, the Agency plan allows fifteen, Enterprise is unlimited. Sites count against the owner’s plan, not the team member’s plan — adding team members does not multiply your site limit.
• Access. Each site has an owner (you) and zero or more team members or clients granted access. A team member sees every site on your account by default; a client sees only the specific site you granted them.
• Branding. Custom branding is configured once per agency, then applied to every site that agency owns. Clients see your brand, not Captivar’s, when viewing their site’s portal.

You can add a site in two ways. Either way works, the difference is who set it up:

1. You add the site — most common. You enter the domain, name, and basic info. The tracking ID is generated. You install the script yourself or hand it to your client to install.
2. An admin invited you — only relevant if Captivar staff onboarded you manually. The site is already registered; you just receive an email with portal credentials.

This article covers the first case.

Before you start

Confirm two things:

• You have not exhausted your plan’s site limit. Free has one slot. Founder has one. Starter has three. Agency has fifteen. If your account is full, the Add Site button will be greyed out — the only fix is upgrading your plan.
• You have the client’s domain. The bare domain (example.com), not the full URL. Subdomains are fine if that’s where the tracker will live (go.example.com).

You do not need write-access to the client’s website at this stage. The tracker script gets installed in the next article — adding the site here is purely a configuration step.

Adding the site, step by step

1. Open the Sites page. In the dashboard sidebar, click Sites. If your account has no sites yet, the page shows an empty-state card with a prominent Add your first site button. If you already have sites, the button is in the top-right of the list.

2. Click “Add site.” A modal opens with four fields: site name, domain, owner type, and time zone.

3. Enter the site name. This is for your reference inside the dashboard — usually the business name (e.g., “Milan’s Legal” or “Brightside Dental”). It is also the default display name shown to the client in their portal until custom branding overrides it.

4. Enter the domain. Use the bare domain, no https://, no trailing slash — for example, milanslegal.com not https://www.milanslegal.com/. The tracker accepts requests from any subdomain of this domain by default, so you do not need to add www separately.

5. Choose the owner type. Pick Agency-owned if this is a client’s site that you manage. Pick Client-owned if the site belongs to a direct end-user who happens to be on your account. For most agencies, every site is Agency-owned. The choice affects which branding is applied: agency-owned sites inherit your custom branding; client-owned sites do not.

6. Pick a time zone. Defaults to your account’s time zone. Change it to the client’s time zone if different — this affects how analytics days are rolled up, when reports are sent, and how booking slots are displayed to the client’s visitors.

7. Click “Create site.” The platform generates a unique tracking ID (e.g., TMP-XW6Q1733), creates the site record, and drops you on the site’s detail page.

What you see after the site is created

The site detail page has several tabs. Right now, all of them are empty — you have not installed the tracker yet, so no visitors have been recorded. The tabs you will use most often:

• Overview — KPIs (visitors, sessions, leads, catch rate). All zeros for now.
• Visitors — list of identified visitors. Empty.
• Pages — top pages viewed. Empty.
• Leads — Kanban pipeline of captured leads from forms or chat. Empty.
• Receptionist — configuration for the AI chat widget. The receptionist is not enabled by default — you turn it on per site.
• Forms — embeddable forms for this site. None yet.
• Bookings — calendar configuration and confirmed bookings. None yet.
• Settings — notification emails, IP exclusions, privacy controls, tracking pixel options.

The most important number on the page right now is the tracking ID at the top. You will paste this into a script tag on the client’s site to start collecting data.

Setting the basics before the tracker fires

Two settings are worth configuring before you install the tracker, because they affect what gets captured from the first visitor onward.

Internal IP exclusions

Open the site’s Settings tab and look for “Excluded IPs.” Add the IP addresses of anyone on your agency team who visits the client’s site regularly — your own office IP, the client’s office IP, anyone testing the install. Their visits will still be processed but flagged as internal, and the dashboard hides them by default. This keeps your analytics clean from day one.

You can find your current IP by visiting https://api.ipify.org in a browser.

Notification recipient

Also in Settings, set the Notify email field. This is the address that receives a notification when a lead is captured — either via a form or by the AI receptionist. Default is your agency email, but for client-owned sites you may want this to be the client’s email so they hear about leads in real time.

What about removing a site?

You can soft-delete a site from the site detail page — Settings tab, scroll to the bottom, “Delete site.” Soft-delete marks the site inactive but preserves all collected data for 30 days. You can restore it from your account’s “Archived sites” view. Hard-delete (permanent) is admin-only and requires emailing support.

Soft-deleted sites do not count against your plan’s site limit.

What happens next

You have a site registered, you have its tracking ID, and you have the notification email pointed to the right inbox. The site is dormant — it will receive nothing until the tracker script loads on the client’s actual website.

The next article walks through installing the tracker. The whole install is one HTML tag, and it works on any platform — WordPress, Webflow, Squarespace, Shopify, custom React, plain HTML. Plan on ten minutes from copying the script to seeing the first visitor land in your dashboard.