As soon as you click on the YITH > Affiliates menu item, you will see the admin Dashboard where you can always keep track of all your affiliate details. Let’s see what you can track on this powerful page.
You will find two filters on top, one to select the dates and compare time intervals and the other one to choose if showing the data of all affiliates, one specific affiliate or compare two of them.
Leaderboards – products and affiliates
In the second part of the dashboard you will find two leaderboards, one for the top products and the other for top affiliates.
Go to YITH > Affiliates > Affiliates list to check all your registered affiliate users. You will see here everyone who applied as an affiliate and you can also filter this view by affiliate status.
From this screen, you can filter by name, email addres or token ID (minimum 3 characters) to find one specific affiliate.
Additionally, you will also be able to change the affiliate status either form the bulk actions or from the actions available for single affiliates:
Change status to approved
Change status to rejected
When you change the affiliate status to rejected or banned from the affiliate’s actions, you will be able to set a custom message for this specific affiliate from a dedicated popup and explain why the affliate’s profile is being rejected or banned. Please, note, this option is only available if you do not set any general message from the Registration options.
Finally, you can also quickly create a payment record from this screen for the whole balance by clicking on the Pay now button. This payment will be available in the Commissions Payments tab.
Create a new affiliate
By clicking on the + Add affiliate button, you can create a new affiliate. You will have two options, either select an existing user or create a new user and enable it as affiliate without leaving the page.
From this page, you can also export a CSV file with all your affiliates or the filtered ones, for example if you filter by Accepted affiliates only or by one specific affiliate.
If you want to see and update the details of an affiliate’s profile, go to the Affiliates list page and click on the pencil icon in the affiliate row.
From this page, you will be able to see a comprehensive summary about your affiliate’s activity.
Here you can see:
total earnings: this is the total earnings of the affiliate and it includes both paid commissions and the active balance (not paid commissions)
total paid: this is the total of commissions paid so far
refunds: this is the total of refunded commissions, that is commissions generated from orders that have been refunded (please, note, paid and pending payment commissions cannot be refunded).
active balance: this is the total earnings that are still to be paid. You can quickly create a payment record from this page by clicking on the “Pay now” button.
Referral link generator
This is a compact version of the link generator that the affiliate sees on the affiliate dashboard on the frontend. The admin can generate the affiliate referral link in just one click.
Latest commissions, payments, associated users
In this section, you will find three tabs:
1. the latest 5 commissions generated by the affiliate and their current status
2. the latest 5 payment records and their status
3. the associated users: these are the users whose purchases will always generate commissions for this affiliate. These users are associated if the permanent commissions option is enabled. For more details, please, refer to this page.
From this section you can change the status of your affiliate between:
New request: this is when the affiliate submits an application, so, no options are available yet, no commissions are generated and so on.
Accepted and enabled: the affiliate will be able to see the dashboard and fully take advantage of the affiliate programme
Rejected: this is the status of an affiliate whose application has been rejected. No way to use the affiliate programme.
Banned: this is the status of an affiliate who is no longer allowed to use the affiliate programme and will not be able to submit an application again. Some of the sections of the affliate dashboard can be hidden from Affiliate registration > Registration options.
Also, you can see and update the affiliate token, which is by default the user ID. It supports also alphanumeric characters, so, for example, you can replace this ID with a meaningful text, like a name. This is the affiliate ID that the user will see in the Affiliate Dashboard > Link Generator tab.
Finally you can also update the affiliate rate and override the general rate. Leave it empty, if you want to use the default rate. If you want to update the affiliate rate, we highly recommend creating a rule from the Affiliates > Rates page, so you can combine more rules and easily understand how they are prioritized.
Here you can edit the affiliate’s info that includes both the information added through the affiliate registration form and the payment info for each available gateway activated. This info can also be edited by the affiliate from the Settings tab in the Affiliate dashboard on the frontend and in the affiliate’s info in the payment details.
From this page you can create some rules that will override the general affiliate rate (that you set up in the Commissions & Payments options tab), and so create very specific rates based on the selected product, role or user.
Thanks to the rules, you will be able to create custom percentage rates based on specific conditions:
User: you can set custom rates for one or more affiliate users
Product: you can set custom rates for one or more products, variations included
Product category: you can set custom rates for one or more product categories
User role: you can set custom rates for one or more user roles
User/product: you can set custom rules for a combination of product and affiliate user, so for example, apply a 50% rate only for affiliate “Susanne” when somebody buys “Luxury watch” product through her affiliate link. Also product variations are supported.
As you can see, the rules are of different types and based on this, the priority of the rules will be set. The rule priority order is the following (sorted from highest to lowest priority):
Example: a product rule will always have priority over a category rule, but a product rule set on a variation will have priority over a rule on the parent product.
Please, note: excluded products and affiliates (from the General options tab): these will never be considered in the priority rule calculation and will win over any other rule. Also note that you can override the affiliate’s rate from the affiliate’s profile, but this will not create a visible rule on this page. Make sure you keep that in mind when setting your affiliate’s rates both from the affiliate profile and from this page. All other product rules will win also on affiliate rates set in the affiliate’s profile.
Manual order among rules of the same type.
You can also set a custom priority value in the rule settings or leave it empty and automatically sort it by dragging and dropping from the rules list, which will update this number. Yet, please, be aware that with this value you can only define the priority among the rules of the same type.
Example. You have the following rules:
priority 1 – 15% on Luxury watch (product rule)
priority 2 – 30% on Luxury watch for affiliate Susanne (user/product rule)
If someone purchases the Luxury watch through affiliate Susanne’s referral link, Susanne will get a 30% commission, regardless of any priority value that you set, because it’s two different rule types and user/product rules have always higher priority than product rules. Other affiliates will get a 15% instead.
Yet, if you have:
priority 1 – 15% on Luxury watch (product rule)
priority 2 – 30% on Luxury watch and Silver earrings (product rule)
In this case, it’s two rules of the same type, so if the Luxury watch is purchased, a 15% will apply because it has a higher priority value set (1).
From the Commissions List page, you can see a list with all the commissions generated in your shop.
The plugin will generate one commission for each item line in the order, so, for example, if you purchase 3 different products in the same order, the plugin will generate 3 commissions. If you purchase 3 items of the same product in the one order, instead, the plugin will generate only 1 commissione item.
You can see a table with the following information (each column title can act as a sorting filter):
Order ID and customer
Additionally, you can also show the following columns and enable them from the “Screen options”.
Refunds (per item total)
Discounts (per item total)
Payment ID, if any. This will link to the payment details.
Filters and bulk actions
Based on the commission status, you can filter the view of the commissions using the filters on top and filter for example only by Pending or Paid commissions.
Yet, you can further filter these views using the additional filters by:
You can also bulk edit them and apply the following actions:
change status to “pending”
change status to “not confirmed”
change status to “cancelled”
change status to “refunded”
create a payment manually
pay via Direct bank/wire transfer
pay via Direct Mass pay
move to trash
As you can see, you can both change the commission status, trash them or create a payment record. For more details about how to generate payments, please, refer to this page.
It is also possible to export the commissions list or filtered commissions only into a CSV file.
Additionally from this page, you can also click on the commission ID and see all the details.
From this screen you can see the general info about the commission creation, the affiliate’s details and the order details.
You can see the products that generated that commission, the percentage rate, the commission total and the general store earnings for that sale.
You can also apply any of the available actions (that change based on the commission status) and see the linked payment (if created) and a notes section.
For a more details explanation of how the commissions statuses work, please, refer to this page.
The payment of the commission can be done either manually or automatically:
if manually, you can create the payment record, issue the payment to the affiliate offline and then change the payment status to Completed and all linked commissions will automatically get the Paid status.
if automatically, based on the settings, the commission status will automatically go to Paid as soon as the payment is completed.
Once the payment is created, you will see on this page all the payment records.
From this screen you can filter the payments by status, affiliate, date.
You can bulk edit them and choose any of the following actions:
Change status to “Completed”
Change status to “On hold”
Change status to “Cancelled”
Pay via PayPal MassPay (only if PayPal MassPay service has been enabled in your PayPal account, refer to this page for more details)
Pay via Account Funds (only if YITH Account Funds is installed and enabled, refer to this page for more details)
Pay via PayPal Payouts (only if YITH PayPal Payouts is installed and enabled, refer to this page for more details)
Pay via Stripe Connect (only if YITH Stripe Connect is installed and enabled, refer to this page for more details)
The same options will also be available in the commission actions and additionally you will find also Pay via Direct bank/wire transfer (refer to this page for more details).
Finally, you can also export all of them or a selection based on the filters into a CSV file.
To open the payment details, just click on its ID and you will be able to see a detailed section with the General info, the Affiliate details, the Gateway details, the commissions included in this payment, the payment available actions, a payment recap of the affiliate and the payment notes.
From the General section, you can see the payment creation date, the date it has been completed and a section where you can download the invoice (either generated automatically or uploaded by the customer), upload a new one or regenerate the existing one (for example after updating the billing details). For more details about the invoice settings, please, refer to this page.
Here you can find and update the affiliate email address and billing information. All changes made here will be reflected in the affiliate’s profile and will be used for this and all future payments.
From this section, the admin can set the preferred payment gateway for this payment and update the payment details if necessary. Any changes made on this section will be reflected in all the other payments that have not been paid yet.
Your affiliates will be able to add their payment details from the Settings tab in their Affiliate dashboard.
If more than one payment gateway is enabled, your customers will be able to fill all the details, but it will always be the admin who will choose the payment among the available ones when paying for the order.
The commission status is strictly linked to the order status.
When the order is submitted, the commissions are generated with the Not confirmed status. Then, when the order is paid and completed, the commission automatically gets the Pending status, which means that the commission is ready to be paid.
Here is a more detailed list with all the statuses that a commission can get and which order status can trigger it:
pending: if the order status goes to completed or processing
pending-payment: this status is not triggered by any order, it can only be triggered by automatic or manual payment and will be like this until the payment is confirmed by the gateway or set to completed by the admin manually.
paid: this is the status that the commission takes when the associated payment is set to completed status.
not-confirmed: this is the commission status when the order status goes to pending or on-hold.
cancelled: if the order status goes to cancelled or failed.
refunded: if the order status goes to refunded.
Please, note: when the commission is on pending payment or paid status, it can only be changed to Trashed. No other status change is allowed to prevent that a commission is erroneously paid twice.
The commission can be paid only when it’s on Pending status.
Example: a commission standard life cycle
This is the default life cycle of a commission, and the statuses it takes on:
order created > commission not confirmed
order completed > commission pending
commission payment created > commission pending payment
commission payment completed > commission paid
The admin can anyway manually change the commission status regardless of the order status, so for example, a pending commission can be changed to not confirmed even if the order is completed.
For more details about how to create a commissions payments, please, refer to the following pages:
If you want to create payments manually, you can do the following.
From the commissions list page, you can filter and select the commissions by status, affiliate, product, date and from the bulk actions select “Create a payment manually“.
The plugin will automatically group the commissions of each affiliate user (so calculate the total amount to be paid) and create one payment record for each affiliate.
The manual payment record will be automatically set to the On hold status.
Example: you want to manually generate a payment record for all the pending commissions older than 30 days.
You can first click on the “Pending” view, then, filter the commissions by date (all commissions up to March 7), select them all and finally create a payment from the bulk actions.
This will create one payment record for each affiliate in the Commissions Payments table (in this case, one for Susanne and one for Elisabetta) with the on-hold status.
Now you can pay your commissions using any offline payment gateway you prefer, for example in cash or with a non-supported gateway, and once the payment is done, you can manually change the payment status to “Completed” either from the payment details or from the payment actions in the payments list.
This action will also change the status of the related commissions to “Paid“. For more details about the commission status, please, refer to this page.
Also, even if the payment record is created manually, you can also process the payment from this page by using any of the integrated gateways: the payment will be automatically set to completed.