Sub-Agencies

Plan requirement: Pro or Agency. Sub-agencies are sold as a Pro and Agency plan feature. As of the current 0.x line the product does not technically block a Starter agency from creating them, but they remain a plan term under section 5.1 of the Terms of Service and we may enforce it — so don't design a Starter workflow around them. See Billing.

Sub-agencies let a larger operation organize hosts and staff into groups beneath the parent agency.

What they are #

A SubAgency is an optional grouping under a parent agency. Hosts (via their platform details) and staff can belong to a sub-agency.

Scoped staff #

Staff with the Manager role can be scoped to a sub-agency. Their queries are automatically filtered to only the records they can access, so the manager of a sub-agency called North Region sees that sub-agency's hosts and data.

The scope applies to the surfaces where it is easy to forget as well as the obvious ones: monthly statements (list, direct URL, and bulk actions), the conversations inbox and its deep links, dashboard widgets, the counts on navigation items, event participant lists and pickers, contact merging, uploaded documents and their CSV preview, reward redemptions, mission completions, manager goals, and the sub-agency and host pickers on the forms themselves. Where a count has to stay agency-wide to be truthful — an automation run — the number is shown in full and the names outside your scope are withheld, with the page saying how many were held back.

Creating, editing and deleting sub-agencies, and choosing who is in them, is for admins who are not attached to a sub-agency; being scoped to one is not the same as being able to manage them. A sub-agency can't be deleted while team members are in it: first move each of them to another sub-agency or remove them from the team. A deleted sub-agency comes back by undoing its deletion in the Audit Log. While it is deleted, its hosts get the whole agency's message campaigns, rewards, missions and onboarding sequences, and its own reach nobody; undoing the deletion puts both back.

Sub-agency admins #

An admin who works in one or more sub-agencies is the admin of those sub-agencies only. The sections that belong to the whole agency are not theirs, and they can't open them: Agency Settings, Getting started, Team & Invitations, Sub-Agencies, Roles & Permissions, Support access, API keys, Exporting your data, Billing, the Analytics, Revenue and Staff Performance dashboards, Support and Automatic messages. Deleting, permanently deleting and restoring a host, erasing their personal data and merging contacts are not theirs either. They can still delete a host's platform account in their own sub-agencies.

Records that belong to the whole agency #

An event, message template, message campaign, reward, mission, onboarding sequence, photo template, application form, document, compensation plan, level, custom field or inactivity rule with no sub-agency belongs to the whole agency. People attached to a sub-agency do not see these in the lists, and a message template of this kind is not offered to them when they send a message; they see their own sub-agency's records. Everyone else with access to that part of the app sees them (a recruiter sees only application forms that are theirs or are not tied to a recruiter). A sub-agency that wants a template of its own creates one with its sub-agency selected. A message campaign of the whole agency sends only to hosts with a platform account in no sub-agency, judged on those accounts, and a reward or mission of the whole agency is offered only to hosts with a platform account in no sub-agency, or with no platform account yet. An onboarding sequence of the whole agency onboards only hosts with a platform account in no sub-agency, or with no platform account yet. An inactivity rule of the whole agency acts only on hosts with a platform account in no sub-agency, judged on those accounts. A photo template of the whole agency is offered only for events in no sub-agency, and a sub-agency's only for that sub-agency's events.

In the Redemption Queue, a sub-agency manager whose role includes the rewards permission sees and handles the redemptions of their own sub-agency's hosts; for a reward of the whole agency, they see its name there but can't open it. Hosts still see their own rewards and missions in the host portal.

Copying the agency's items into a sub-agency #

An admin of the whole agency can give a sub-agency copies of the agency's own items: on the sub-agency's page, Copy from the agency lists the agency's message campaigns, rewards, missions, onboarding sequences, profile photo templates, compensation plans and inactivity rules that belong to no sub-agency, and copies the ones you choose. The copies belong to the sub-agency and start switched off, so you can review them before they reach its hosts; the agency's own items are not changed. The agency's message templates the copied campaigns and sequences use are copied with them, once each, so the sub-agency edits its own. A campaign or sequence that uses another sub-agency's template is not copied, and the notice names it. A compensation plan is copied with its tiers. An inactivity rule that starts one of the agency's message campaigns is copied only when you choose that campaign too, and the rule's copy starts the campaign's copy; otherwise the notice names the rule. A copied campaign keeps its WhatsApp number only when the number is the sub-agency's own; otherwise it is set to Automatic. A copied template is not approved for WhatsApp even when the original was: the copy says which ones, and each must be submitted to WhatsApp again before it can reach hosts outside the 24-hour window. One Undo of the copy in the audit log removes all the copies and the message templates copied with them, and leaves the agency's own items as they were; Redo brings the copies back. An admin of the whole agency can undo a copy, and so can the sub-agency's own admins. Admins attached to a sub-agency cannot copy. An admin of the whole agency can also copy the agency's levels and custom fields. These have no switch, so their copies apply at once. The levels are copied as one ladder, and only into a sub-agency with no levels of its own; otherwise the notice says so. A copied custom field starts empty: values entered under the agency's field don't carry over to the copy. A copied field that is required applies at once too: each form it shows on must have it filled in before it can be saved again.

WhatsApp numbers #

A sub-agency can have its own WhatsApp numbers, which messages to its hosts can go out on. Agency admins add them under Settings → WhatsApp Numbers, and so can staff of that sub-agency whose role includes WhatsApp numbers: Create.

Separate commissions #

Sub-agency commission is tracked separately on each statement, so a parent agency can account for both its own and each sub-agency's split. See Payouts & Commissions.