Everything you need to know about working with agents directly in BookSpot. This article provides a comprehensive overview of how to manage your agents and outlines the functionalities available to them.
Managing Agents
Invite an Agent
To invite an agent, go to Settings > Users > Invite New Agent.
Once the agent has been invited, we recommend sending them the link to the article "Introduction Agent", which contains a short guide with everything they need to get started.
If there are multiple people from the same company, they need to share one agent user and login.
Set Commission and Select Products
Step 1: Specify Standard Commission in the Invitation
When creating an invitation for an agent, enter the standard commission. The standard commission is the default commission that applies unless product-specific commissions are set.
The settings are configured per agent and can be adjusted at any time.
Note: Any changes made afterwards to an agent will affect the reports and apply to all reporting periods.
Step 2: Assign Product Access
In the invitation, select which products the agent should have access to. This can be adjusted later if needed.
Step 3: Configure Product-Specific Commission (Optional)
Under Product Connection> Commission Type, there is an option “Product specific”.
Enter the commission rate for each product you wish to customise. That commission rate will be used for that product instead of the standard commission.
Step 4: Invite the new agent ✅
Assign Bookings to Agents
You can manually assign bookings to an agent, for example if agents send bookings via email and you, as the administrator, enter the booking into Bookspot. This ensures the commission is correctly calculated in the reports.
For manually created bookings, you can select the agent directly in the payment step when creating the booking. You can also assign an agent to a booking afterwards by editing the booking details.
Make Corrections to Bookings
If something has gone wrong, for example the wrong agent, product or price, you as an administrator, always have the permission to correct the booking directly in the system. You can easily find bookings for a specific agent by searching under the History tab.
Please note: If the receipt or confirmation is not sent automatically after changes have been made, it’s important to let the agent know that this will need to be done manually.
Reports on Agent Sales
To get an overview of all your agents' bookings, go to Reports > Agent Sales.
The commission set in the system is used only for report calculations and not when creating bookings. This means the commission will only appear in the Agent Sales view and in the downloaded report. The commission active at the time of download is applied to the totals for the bookings.
What an Agent Can Do
Organisation Details and Commission
The agent fills in their organisation details, which can be viewed under the user profile. The agent cannot proceed until all required information has been completed.
Creating Bookings
Agents can create bookings directly within the system and, if necessary, make corrections or adjustments to existing bookings they have created. Administrators also have the ability to manually modify bookings made by agents.
If you wish to receive a notification when an agent creates a booking, this can be configured as a trigger under Automated Messages.
Views and Reports
The agent has access to the Manifest, Calendar and History tabs, but only the agent’s own bookings are visible. There is a report feature that allows the agent to view their commission, booking history and relevant statistics.
Payment
The agent does not have access to the payment step during the booking process; instead, "Agent" is recorded as the payment method.
Limitations – what an agent cannot do
Send messages via the system
Change product prices
Process returns
Any questions?
Don’t hesitate to contact our support team – the easiest way to reach them is via the chat bubble in the bottom right corner when you're logged into BookSpot. 🎉