Advanced Affiliate Management Tools

With Xola's Advanced Affiliate Management tools you can give your Affiliate or Partners more control of making their own Xola bookings, a Xola account view, use of credit line, ability to see their reporting, and much more. 

 

NOTE: This feature is in beta- if you would like access please contact support. 


What's covered in this article:

Affiliate Management

Affiliate Users

Affiliate Credit Line 


Affiliate Management

Xola's Affiliate Management feature will help you easily track reservations and partner commissions. Also, Affiliate Management will let you define each partner's commission level, discount applied for bookings they generate, communication and booking preferences, and more.

To learn more about how to start with the basic Affiliate Management feature and set up your partners, click here

 

Affiliate Users

With the Affiliate user grant access, you can give your Affiliates access to log in to a Xola account, make back-office bookings, manage bookings made by them and their team and look at their commission's report.

  1. Once the Advance Affiliate Management app is installed from the 
  2. Go Marketing > Affiliate Management > and click the gray pencil by the Affiliate.
    • Note: If this is your first time setting up an Affilite, click the green Create an Affiliate button at the top, and read here.
  3.  A Xola account Admin must toggle on "allow login access" under either an existing or new affiliate. Once this is Toggled on the Affilate will get an email asking them to set a password for their account.
    • To learn more about what the Affiliate sees when they log in or to give your Affiliate a guide to use this feature please, click hereScreen_Shot_2021-08-04_at_4.51.45_PM.png
  4. If you would like to see all the Affiliates you have granted login access to go to Settings> Grant Access> toggle on Show Affiliates
  5. This will show you all affiliates, who are pending confirming the access, and if they are a child Affiliate this will show who the parent Affiliate is.Screen_Shot_2021-08-04_at_5.06.27_PM.png
  6. If you are wanting to use the Redemption App, you can set the listings in which the Affiliate can use the Redemption App under the Permissions Tab.

Affiliate Credit Line 

Give your Affiliates the ability to make bookings with a credit line that you set for them. You can establish a limit to the line of credit for each Affiliate, and they can add their own funds to the credit balance. The Affiliate will have the option to add to the line of credit by using a Credit Card, Cash, ACH, Wire Transfer, Check, or Other. They will then use the line of credit to make bookings.  

Details of their credit line, their credit balance, and the ability to top-up their credit balance are available in Marketing > Affiliate Management on the Affiliates login and a Xola Admins login. 

To learn more about what the Affiliate sees when they log in or to give your Affiliate a guide to use this feature please, click here

To set up credit line with an Affiliate

  1. Go to Marketing > Affiliate Management > Global Settings
  2. In Global Settings, you will toggle on Allow Affiliates to make bookings on credit
    • Once this is toggled on you will be able to toggle on a warning to your Affiliate if the credit limit falls below a certain percentage. You can set this percentage within this setting as well. 
    • Note: These changes will be saved automatically. Credit_Line.gif
  3. Next, you will need to set up the credit limit for the Affiliate.
    • Remember: This is a line of credit, so whatever amount you set, you are giving to the Affiliate upfront to use for bookings. 
    • Credit Limits are set at the Parent level and can be used by all Child Affiliates. 
  4. Go Marketing > Affiliate Management > and click the gray pencil by the Parent Affiliate. 
  5. On the Bio page, enter in the amount you wish to give as a line of credit in the Credit Limit field. 
  6. Click Save

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Note: Please make sure you have Allow login access toggled on for your affiliate, so they can contribute to the Credit balance. 

How to add (top up) funds to the credit balance

  1. Go Marketing > Affiliate Management > and click the gray money by the Parent Affiliate. 
  2. A pop-up will appear and ask you the amount the Affiliate want to contribute, and the payment method. 
    • If the Affiliate would like to contribute by Credit Card, they can when they login to their user profile. See below. 

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How the Affiliate adds (top ups) the credit balance themselves

  1. The Affiliate will log into their login. 
  2. Go Marketing > Affiliate Management > and click the gray money by the Parent Affiliate. 
  3. A pop-up will appear and ask them the amount they want to contribute, and a Credit Card. 

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Note: To learn more about how the Affiliate uses the credit line to make bookings, click here. 

How to refund the Affiliates top up:

If you need to refund a top up that an Affiliate made: 

  1. Go to Purchses> Hit the blue Balance at the top> Find the top up (you may have to select a different date range) 
  2. Click on the top up once you found it> this will bring up a pop-up
  3. Fill in the amount and method you would like to refund
  4. Click Refund

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Reports

Affiliate Commissions Report:

You can see what the general state of affairs is with your affiliates - Who is selling the most of your tours? Do you need to shake down any affiliates for cash money? Are you behind in payouts to your affiliates?

  • Go to Reporting > Affiliate Commissions.
  • You can toggle into the Pending view to just see where you need to collect or pay affiliates 
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  • Collecting a Balance: Xola doesn't keep track of that transfer of money (we can't record when that PayPal payment or wire transfer or handover of cash occurs), but once that has happened, you can go in and click the Collect button. Then you will fill out the information in the next window so that this collection of cash registers in Xola reporting.
  • Paying Commissions: You can see if you owe commission money to any affiliates. You can send them money (in any way you would like) and once it's processed, you will go into Xola, click Pay and fill out the information in the next window so that this registers in Xola reporting.
  • To reconcile the commission individually you can click on the Affiltes name, this will bring up the report with each transaction. Click on which transactions you would like to reconcile, and click reconcile. 
    • You can use the Affiliates credit balance as a method of reconciliation
    • When you clicks on ‘reconcile’, if there is insufficient funds in the credit balance, Xola will display an error message "Insufficient credit balance to reconcile. Please select another method."

Transactions/Earnings Report: 

  • If you would like to know how much money your affiliates have been collecting in deposits, you can go to Reports > Earnings Report >and lands in the Cash Flow view. Set the date range and you can see how much has been taken in as an Affiliate Deposit. You can easily click on Realized Earnings for a similar breakdown.
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  • If you would like to export all of your bookings and see the affiliates listed, you can go to Reports Analytics > set the date range >Export Events. The CSV or Excel sheet will show the Affiliate Name and commission,  on that particular booking. 
  • Also, you will see all transactions that the Affiliate has made, in your transactions report.

    Note: For affiliates who use the Credit Line for a transaction, the method of payment will show as other.

Manage Affiliate Report:

Here you can see the hierarchy of your Affilites: 

  • Codes: Code given to your Affiliate to put into the checkout
  • Commission: The commission amount set 
  • Discount: The discount amount Taken
  • Credit Limit: The limit you set for the Affiliate
  • Credit Balance: The Balance the Affiliate has to use to make bookings with. 
  • Action: Edit, archive, or add to the credit balance.

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Emails sent to your Affiliate

Email sent to Affiliate when Credit Line is established: 

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Balance is low from the Global Setting you established: 

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When more funds are added to the Affiliates Credit Balance: 

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Affiliate Credit Line FAQ's

  • Q: What if you have a Credit Limit set and now this affiliate’s parent is changed to another affiliate, what will happen to the credit balance?
    • A: Balance not merged, nothing happens.
  • Q: Can you ever remove a Credit Limit for an affiliate? 
    • A: Yes, you can update the affiliate credit limit to $0 or allow the affiliate to exhaust this balance. 
  • Q: What happens to the Credit Balance for the affiliates if the toggle for the global setting is turned off later?
    • Q: It will make affiliate credit limit $0 for all affiliates with an affiliate credit limit set
  • Q: Is there a processing fee for Affiliate Top Ups?
    • A: Yes, the processing fee will be taken out of the transaction after the transaction been completed. Similar to how it works with other transactions on your account.  
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