Agency Center¶
Agency Subscriptions Only
This page only applies to users on Agency subscriptions. Individual plan users will not see the Agency Center in their sidebar.
The Agency Center is your hub for managing your travel agency team. It provides visibility into your subscription, seat usage, and team members.
Accessing the Agency Center¶
Users with the Agency Manager role will see an "Agency Center" link in their sidebar navigation. This link is not visible to agents or individual plan users.
Subscription Status¶
View your current subscription status at a glance:
- Active: Your subscription is current and all features are available.
- Trialing: You're in your trial period with full access to features.
- Inactive/Past Due: Your subscription requires attention. Visit Billing to resolve.
The renewal date is displayed when applicable.
Seat Usage¶
Monitor how many seats are currently in use:
- The progress bar shows your current usage (e.g., "3 / 5" seats, "60% full").
- When all seats are filled, the "Add Agent" button will be disabled.
- Contact billing to add more seats if needed.
Team Management¶
The Team Members table displays all agents in your agency:
| Column | Description |
|---|---|
| Email Address | The agent's login email |
| Role | Manager or Agent |
| Status | Active or Inactive |
| Joined | Date the agent was added |
Adding Agents¶
- Click "Add Agent" from the Quick Actions panel.
- Enter the agent's email address and assign a temporary password.
- Choose their role: Agent (limited to their own data) or Manager (full agency access).
- The agent will receive an email invitation to log in.
Managing Existing Agents¶
- Edit: Update an agent's role or reset their password.
- Activate/Deactivate: Toggle an agent's access without deleting their account. Deactivated agents cannot log in but their data is preserved.
Note
You cannot edit or deactivate your own account from the Agency Center.
Role Differences¶
| Capability | Agent | Agency Manager |
|---|---|---|
| View own clients/trips/briefs | ✓ | ✓ |
| Manage own data | ✓ | ✓ |
| View agency-shared items | ✓ | ✓ |
| Access Agency Center | ✗ | ✓ |
| Add/remove agents | ✗ | ✓ |
| Manage billing | ✗ | ✓ |
| Manage Agency Commissions | ✗ | ✓ |
Agency Sharing¶
Agency Managers can share certain resources with all agents:
- Knowledge Base Folders: Mark folders as "Shared with Agency" to make them visible to all agents.
- Suppliers: Shared suppliers are visible to all agents in the agency.
Shared items are marked with a people icon in the UI.
Commission Management¶
The Agency Center provides comprehensive tools for tracking and reconciling commissions across your entire team. The Commission Dashboard is organized into three tabs for a streamlined workflow.
Tab 1: Commission Bookings¶
View and manage commission-related bookings across your agency.
- Status Tracking: Monitor commissions through three states:
- Expected: Initial state based on booking costs and supplier settings.
- Received: Final state when payment is confirmed.
- Disputed: Used when there are discrepancies in supplier payments.
- Pending View: By default, the dashboard focuses on "Pending" items (Expected + Disputed) to keep your team focused on outstanding revenue.
- Filtering: Deep-dive into your data by filtering by Supplier, Agent, or specific Commission Status.
Tab 2: Supplier Payments¶
Record and reconcile incoming payments from suppliers.
- Add Payment: Click "Add Payment" to record a new supplier payment with:
- Select the supplier who sent the payment
- Enter the bank date and control amount (total received)
- Add optional reference notes
- Apply Commissions: After creating the payment, you'll be taken to the Application Grid where you can:
- View all eligible bookings for that supplier
- Select which commissions to apply against this payment
- See running totals of applied vs. remaining amounts
- Auto-Status: Payment status automatically updates based on application:
- Draft: No commissions applied yet
- Open: Partially applied
- Reconciled (Tolerance): Applied within tolerance threshold
- Reconciled: Fully applied
Tab 3: Agent Payouts¶
Track and process commission settlements to your sub-agents.
- Agent Summary: View each agent's total reconciled commissions awaiting payout.
- Expand Details: Click on an agent's row to see individual commission line items.
- Process Payout: Select commissions and record the payout date and notes.
- Payout History: View past payouts with full audit trail.
Sub-agent Commission Splits¶
Manage revenue sharing within your agency with precision:
- Agent Assignment: Assign any booking to a specific agent in your team to track their performance and earnings.
- Standard Splits: The system automatically applies the default commission split from your Agency Profile.
- Booking Overrides: For special arrangements, you can override the standard split on a per-booking basis.
- Calculations: The system automatically calculates the agency's net vs. the agent's share based on these rules.
Commission Reconciliation Report¶
For end-of-period accounting, the Commission Reconciliation Report provides:
- Variance Analysis: Visual indicators of discrepancies between expected and received amounts.
- Agent Settlement: A clear breakdown of what is owed to each sub-agent.
- Supplier Summaries: Aggregated performance and payment trends by partner.
- CSV Export: Export all financial data for integration with accounting software like QuickBooks.