Agents, sometimes referred to as Sales Representatives, are a type of user role within aXcelerate that can be linked to In-house workshops, public workshop enrolments or accredited enrolments in order to identify them as the source of any generated revenue. This source of revenue can then be tracked in sales reports and forecasting.

This is helpful for the Agents themselves as well as sales managers as they can track these figures against sales targets. The reports are also particularly useful for organisations that pay Sales Representatives on a commission basis. The commission received by Agents for each booking can be configured for individual Agents and enrolments.

Marketing

Tip: Agents are also able to make bookings on behalf of students directly into your system via the Agent Portal enrolment form. However, Agents must be created as users in your system before they will be able to do so.

Note: The permissions, accessibility and login credentials of Agent Users are managed from Settings > System Users where all user roles can be configured.

Add a new agent

Click Add New Agent
Search for a Contact to create as an Agent
Set a Commission rate
Click Submit

Tip: The system allows you to set how each Agent's commission is affected by GST.

Note: Contacts must first be created in the system, before they can be designated as an Agent or set up as an Agent User.

Note: If you have previously created a Sales Representative/Agent associated Custom Field, you will see it when adding or updating an Agent.

Update an agent's commission

Within the Marketing menu, click on Agents
Click the Update (pencil) icon next to an Agent
Make changes to the Agent's commission as required
Click Submit

Deactivate and activate an agent

Click the Deactivate icon next to an Agent
View deactivated Agents by selecting the Inactive tab above the list of Agents
Select the Activate icon next to the deactivated qualification you wish to reactivate

Delete an agent

Deactivate an Agent
View deactivated Agents by selecting the Inactive tab above the list of Agents
Click the Delete icon next to an inactive Agent
Click Ok when prompted to confirm the deletion

Note: Agents must be first deactivated before they can be deleted.

Create an agent as a user

Settings

System Users

Before Agents are able to gain access to your aXcelerate system via the Agent portal, they must first be created as an Agent user. Once created as a user, the contact will receive a username and password they can use to access the system. Contacts can be created as a user from System Users area of the system or from the Actions tab of their Contact Profile

Click Add New User
Search for a Contact to create as the user
Select an Agent User Role
Adjust the user's Permissions and available Default Widgets as required
Click Submit

Tip: Refer to the User Management help article for further information on general user management.

Note: An Agent User role must be created in your system before Agent Users can be created.

Assign an agent to a contact

Agents can be linked to students which will cause them to be applied as the Agent by default for all public enrolments.

Create or update a contact
Select an Agent to link to the contact
Click Submit

Assign an agent to a class enrolment

Create a new class enrolment
Select an Agent to link to the class enrolment
Set the Agent Commission rate
Click Enrol Contact
Complete the rest of the booking

Tip: To assign an Agent to an existing class enrolment, update the student enrolment and select an Agent.

Assign an agent to a public workshop enrolment

Create a new public workshop booking
Select an Agent to the workshop enrolment
Set the Agent Commission rate
Click Continue
Complete the rest of the booking

Tip: To assign an Agent to an existing public workshop enrolment, update the Student Status Log of a student's booking and select an Agent.

Assign an agent to an in-house workshop

Agents are able to be linked to an In-house workshop and apply to all enrolments related to the workshop.

Create or update an In-house workshop
Select an active Agent to assign to the workshop
Set the Agent Commission rate
Click Submit

Run Agent Reports

Reports are able to be run to view data relating to the revenue and commission generated by Agents in your account. These reports can be found under the Finance section of the Report Builder.

Reports

Report Builder

Choose an Agent Report
Select the Live or Warehoused report
Set the appropriate report filters
Configure the relevant display fields
Click Submit

The types of Agent reports available in the system are outlined below:

This report delivers all marketing opportunities and sales outcomes where a agent is involved by month. Pending opportunities are separated by the expected delivery month

This report delivers all marketing opportunities and sales outcomes where a agent is involved by the sale closed date. Pending opportunities with expected delivery spanning several months will be grouped together under the first expected month.

This report delivers a marketing opportunities summary grouped by agent and revenue stream.

This report will return the details of commissions both paid and unpaid to Agents.

Tip: It is recommended to utilise the Class Enrolments Warehoused report in conjunction with Agents Commissions to view all enrolments and the associated commissions that are owed. Please refer to our Report Builder help article for further information on running reports, setting report filters and configuring display fields.

Note: Opportunities need to be created for contacts and assigned to an Agent as the task owner for the Opportunity reports to run correctly. If an Agent is only linked to the enrolment and not the Opportunities, they will not appear in these reports.