What an agent can do and how their commission is calculated
An agent is an outside intermediary who brings in clients. Their permissions are set one by one rather than as a single access level.
Permissions
| Permission | What it allows |
|---|---|
| Account access | Sign in to the system with their own account |
| Booking editing | Change bookings that have been created |
| Accepting money | Accept payment from the client |
| Accepting prepayment | Accept only a prepayment, not the full amount |
The permissions are independent: you can let an agent bring in clients and accept prepayments but forbid them from changing bookings.
Company employees can access agent settings. Only the “Main Administrator” can change the money-related permissions: “Can edit reservations”, “Account access”, “Can accept money”, and “Can accept prepayment”. Editing a booking does not by itself allow an agent to hand over or receive a vehicle or edit payments; those money actions are available to employee roles. An agent needs both “Can edit reservations” and “Can accept money” to extend a booking for a fee.
Commission
There are two types of commission:
- fixed — the same amount per booking;
- percentage — a share of a base that is configured separately.
The agent card lets you choose one option: entering a positive fixed amount disables the percentage field, and vice versa. In the edit form, you can set both values; the calculation then adds the percentage and fixed portions.
The percentage base is a setting, not a constant
For each agent you set what the percentage is calculated from:
- from the full cost (the default) — the base includes all receipts for the booking except deposits and the agent payouts themselves: extras, time, insurance;
- from rental only — the base includes only the rental payment.
The difference in money is noticeable, and you cannot work out the commission from the percentage figure alone — check the agent's settings.
Amounts already paid to the agent are deducted from the calculation, so the card shows the balance still due rather than the entire accrued commission.
An agent takes a seat in your plan
Like an employee, an agent counts toward your paid seats. If you try to add one over the limit, you will be offered a plan upgrade.
Two different cases
“Agent” covers two different roles, and they should not be confused.
| Who | System access | How they are tracked |
|---|---|---|
| Agent with access | Yes, sees their own bookings | The system calculates the commission |
| Referrer | No | By promo code or code word |
The second case is when a person simply brings in clients. There is no need to give them access; a code that links the booking to them is enough.
After adding
The agent receives an email with sign-in instructions. You do not need to send them anything separately.
The agent can switch between branches if the main administrator has enabled the “Can change company branch” permission.
Making the agent selectable in a booking
Agent selection in bookings is turned on by a separate company setting. While it is off, the agent exists, but you cannot link a booking to them.
Tip
This is the first thing to check if the agent exists but does not appear in the list in a booking.
Disabling an agent
A disabled agent loses access, but their bookings remain in reports. The commission history is not lost.
How to add an agent
The “Main Administrator”, “Branch manager”, and “Manager” roles can create agents.
- Open the agents section and create an agent: the “Nickname” field, first name, last name, phone, and email are required.
- Save. The agent receives an email with sign-in instructions, and their settings are created with default values.
- Open the card of the agent you created.
- Set the permissions one by one: account sign-in, booking editing, accepting money, accepting prepayment.
- Choose the commission type — fixed or percentage — and for a percentage set the base: from the full cost or from rental only.
- Turn on agent selection in bookings in the company settings — otherwise you cannot link a booking to the agent.
Permissions and commission are not asked for at creation
The add-agent form does not include them. An agent who is created and forgotten works on the defaults — check the card right after creating it.