Overview

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Submitted

What this page is

Every trade application, newest first — the work queue. It shows all applications by default (no date limit), because an application from three months ago still needs working.

How the filters combine

  • Search, status, type, customer, manager and the Submitted date range all apply together (AND). The counter on the right shows matches out of the total.
  • The date range filters on submission date, using the London day. Your choice is remembered on this device.
  • A drill chip (yellow pill, top-left) appears when you click a figure on Overview or Team — it adds a one-off filter such as “Activated in the window”. Changing any dropdown, the search box or the date range clears it, and so does the × on the chip.

Sorting

Click any column heading to sort; click again to reverse. ▲ = ascending, ▼ = descending. Default is Submitted, newest first.

Prospected vs Auto-assigned

Prospected
The application arrived through that manager’s own referral link — self-generated business. The credit stays with the originator for good, even if the application is later reassigned (the originator’s name is shown when it differs from the current owner).
Auto-assigned
Everything else: it came in through the general form or a campaign and was assigned to a manager by round-robin or by hand.

What each status means

New
Just submitted, nobody has looked at it.
In review
Being checked before assignment.
Assigned
It has an account manager but no recorded contact yet.
Contacted
The manager has ticked “Contacted customer”. Response time is measured to this tick.
On pipeline
Loaded on the pipeline and B2B.
Awaiting Sage
With accounts, waiting for a Sage code.
Active
Account activated and login sent — this is what counts as “Activated” in the stats, dated by the activation tick.
Rejected
Declined. Active + Rejected together make the approval rate.
Business↕ Type↕ Customer↕ Status↕ Source↕ Manager↕ Postcode↕ Submitted↕
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Regional Account Managers
Exhibition sign-up link
One link for every show — open it on each iPad. It asks which account manager is signing the customer up and tags the application with the exhibition name set in Settings → Exhibition (currently: …). People with the EXHIBITION tick appear in that dropdown.

What this page is

Everyone who can be assigned a trade application, with their region, referral link and dashboard access. Deactivated people stay on file for the audit trail.

Access levels

  • ADMIN — everything: every application, the Team tab with per-person sales and call figures, Settings, and who holds which role.
  • MANAGER — every application (view, assign, reassign, add, recover missing ones), this tab and Affiliates — but no Team tab, sales or call figures, and no changing anyone’s role. Only an admin can edit or deactivate an admin or manager.
  • No pill — an account manager: their own applications only, plus their own figures on Overview.

A manager can also be a working account manager: give them a region and a referral link and applications are assigned to them like anyone else.

Team

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Affiliate Scheme

What this page is

Everyone in the affiliate scheme — influencers, partners, resellers. Each affiliate gets a unique link code (their shareable link) and, optionally, a unique discount coupon in the webshop.

Adding an affiliate

  1. Click + Add affiliate and fill in name, email and type.
  2. Link code — leave blank and one is made from their email, or set something memorable (e.g. travdan). It becomes their link: …/go/travdan.
  3. Minimum 1st order value — the referred customer's first trade order must reach this before a referral fee is due. Set 0 for no minimum.
  4. Shop coupon (%) — enter a percentage and their coupon (e.g. TRAVDAN10) is created in the webshop automatically. It also catches sales when cookies can't (customer bought on a different device).
  5. Can log in — sends them a password invite for the affiliate portal, where they see their own clicks, referrals and sales (never customer contact details).

FAQ

What does Remove actually do?
Deactivates them and deletes their portal login. All history (referrals, sales, samples) is kept for your records. Their links stop crediting, and — important — their coupon stays live in the webshop, so deactivate it there too if the arrangement has ended.
Can I change their link code later?
Yes, but links already shared with the old code stop crediting them — treat the code as permanent once it's been shared.
Why is the coupon box missing when I edit?
They already have a coupon — it's shown on their card. One coupon per affiliate.
Copy link — where should they use it?
Anywhere: Instagram bio, YouTube description, email signature. Every click is counted and the visitor is remembered for 30 days.

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Trade applications that came via an affiliate link.

What this page is

Every trade application that arrived through an affiliate's link. Rows appear here automatically the moment the application is submitted — nothing to do on the capture side.

Recording the first order

  1. When the referred customer places their first order in Sage, click + 1st order on their row.
  2. Enter the date and the ex-VAT order value (Sage ref optional but useful).
  3. The Fee due? column works itself out: first order value vs the affiliate's minimum. Green ✓ = referral fee owed; red = below their minimum.

FAQ

What does UNRESOLVED mean?
The application carried a code that didn't match any active affiliate — usually a typo in a shared link, or an affiliate who was removed. The raw code is shown; if you recognise it, click Link to affiliate to credit it properly.
Which order counts for the fee?
The first one recorded (earliest date). Later orders don't change the tick.
Why is Fee due showing "—"?
No first order recorded yet.
Does this assign the application to a manager?
No — affiliate credit and manager assignment are completely separate. Assignment works exactly as before (manager links / manual assign).
When should the fee actually be paid?
House rule: once the account is Active and the tick is green — not on application.
Business↕ Affiliate↕ Applied↕ Status↕ 1st order↕ Fee due?↕
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Webshop orders credited to an affiliate — fed automatically from WooCommerce.

What this page is

Retail orders from the webshop that belong to an affiliate. Entirely automatic — every order arrives within seconds of being placed, and this list only ever shows affiliate-credited orders (normal shop orders are ignored).

How an order gets credited (the "Via" column)

  • COUPON — the customer used the affiliate's discount code at checkout. Strongest signal; wins if both are present.
  • COOKIE — the customer clicked the affiliate's link within the last 30 days on that device/browser.

Reading the statuses

PROCESSING / COMPLETED = paid. PENDING = awaiting payment. CANCELLED / REFUNDED = don't pay commission — these update automatically if a paid order is later refunded.

FAQ

A sale I expected isn't here?
The customer probably clicked the link on one device and bought on another (and didn't use the coupon), used a private/incognito window, or clicked more than 30 days before buying. This is exactly why every affiliate should push their coupon code as well as their link.
Is the total inc VAT?
Yes — it's the order total as charged in the shop, after discounts. Use it as a guide; commission calculations may want the ex-VAT figure from Sage.
What does UNRESOLVED mean here?
The order carried a code that doesn't match an active affiliate (e.g. they were removed after sharing links). The raw code is shown for the audit trail.
Can I edit rows here?
No — this is a mirror of the shop. Fix anything order-related in WooCommerce and the change flows through.
Order↕ Date↕ Affiliate↕ Via↕ Status↕ Items Total↕
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What this page is

A record of free product sent to affiliates — review units, demo kit, giveaways. Keeping it here means you always know what an affiliate has had from you, which matters when reviewing whether the arrangement is paying its way.

Recording a sample

  1. Click + Record sample, pick the affiliate.
  2. Pick the product from the list — or leave it and type a description for one-offs.
  3. Add courier and tracking ref when it ships so there's never a "did it arrive?" mystery.

FAQ

The product isn't in the dropdown?
Add it on the Products page first, or just use the description box.
Do affiliates see this?
Yes — their portal shows the samples sent to them (product, date, tracking), which saves the "has it shipped?" emails.
Affiliate↕ Product↕ Qty↕ Sent↕ Courier↕ TrackingNotes
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What this page is

News for your affiliates — product launches, price changes, campaign material. It's the one official channel, so nobody's working from an out-of-date WhatsApp message.

Draft → Publish

  1. + New update saves as a DRAFT — only admins see drafts.
  2. Click Publish when it's ready — it appears in every affiliate's portal from that moment.
  3. Unpublish pulls it back (typo, wrong date) without deleting it.

FAQ

Does publishing send an email?
No — updates appear in the portal only. Email announcements are still a manual job (deliberately, so the portal can't spam anyone).
Can I target one affiliate?
Not yet — updates go to all affiliates. Anything private belongs in a direct email.

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What this page is

Your own short list of products the affiliate scheme cares about — the ones affiliates actively promote. It's not the webshop catalogue and doesn't need to be complete; add products as campaigns need them.

What it's used for

  • Per-product links — on the Links page, choosing a product tags applications with it, or sends shop-link visitors straight to its page (the Shop page URL below is used as the destination).
  • Samples — the product dropdown when recording sent samples.

FAQ

Where do I get the Shop page URL?
Open the product on the webshop and copy the address bar.
Disable vs delete?
Products are only disabled (kept for history on old links and samples). Disabled ones disappear from the dropdowns.
SKU↕ Name↕ Shop page Active↕
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Settings
Exhibition
Current exhibition One link for every show — . Change the name here before each event; applications already taken keep the name they were tagged with.
Business rules

What this section is

Three company-wide rules that reshape every figure on the dashboard. They live in trade_settings and apply to everyone immediately — there is no per-person override.

New-business cut-off

An order counts as new business when it comes from a trade-application account and was placed within this many months of the application date. Everything else is existing business. The total revenue never changes — only the split does. Set 0 for no cut-off, in which case every order from a trade-application account is new business.

Calls metric

Which column of the phone data counts as “a call” for the monthly calls target on Overview, Team and every person page.

Company default targets

Applied to any manager with no explicit target for the month. Per-person targets are set in the next section.

New-business cut-off 0 = no cut-off — every order from a trade-application account counts as new business.
Calls metric Saved as soon as you change it.
Company default targets
Targets by person
Month

What this section is

The monthly target each manager is measured against. A manager with no explicit target for the month inherits the company default set above — the pill on their row says which.

Where the figures show up

  • New accounts drives “MTD vs target” on Overview, the Team list and each person page.
  • Calls drives “Calls MTD vs target”, measured against the phone data using the calls metric.

Targets are per month, so setting next month's does not disturb this month's history.

Sales import

What this section is

Linnworks B2B Wave orders are pulled in hourly and credited to a manager. An order is matched to a trade application by Sage reference, then email, then company name. Where there is no application, the rep named on the order is credited. Orders with neither are ignored.

Unmatched orders

Anything in the queue has a rep name the system does not recognise. Either add a mapping in the rep name map below, or link the order to a trade account by hand. Dismiss the ones that are not trade orders at all.

Full re-scan

Re-reads every B2B Wave order since 1 Aug 2026. Use it after adding a name mapping so the backlog picks it up. Manually linked orders are never touched.

The status line, the unmatched queue and the rep name map are below. They used to sit on the Team tab.

Missing submissions

What this section is

When a customer submits the trade form, it saves a copy to Netlify Forms first, then sends the full application (with the signed PDF) to the dashboard. If the PDF is too large, that second step is rejected — only the Netlify copy exists and the application never appears here.

The nightly check

At 02:45 UTC every night the two are compared. Any Netlify submission with no matching application is listed below and an email goes to enquiries@. Check now runs the same comparison for the last 30 days; Re-scan from… goes back further.

Recover

Re-creates the application from the Netlify copy, keeping the customer's original submission date, tagged ↺ Recovered. The signed PDF is attached when it can still be downloaded. The customer is not emailed unless you tick the box in the confirmation.

Dismiss

Hides the row without creating anything — for spam, duplicates and test submissions.

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Phone data

Where the numbers come from

  1. Nightly Gamma pull — the Akixi saved report for the previous day, written to one row per manager per day. This is the normal path and needs no attention.
  2. Key a day in by hand — for a night the pull missed, or an extension that was not yet mapped.
  3. Weekly fallback — pasting the weekly device report. Only used for weeks that have no daily data at all.
  4. Month backfill — one span row per manager for a whole month, for history before the nightly pull existed.

Matching

Rows are matched on the phone extension first, then on the name in the DESCRIPTION column (manager names, then the Linnworks rep name map). Extensions are edited on the Account Managers tab.

Rate limit

Akixi only serves report data once every six minutes per user. If a pull comes back asking you to wait, that is why — try again shortly.

Daily figures arrive automatically overnight. Everything below is for filling gaps and backfilling history.