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Agency Hub

Channels & Partners › Agencies › Agency Hub

Travel agencies sell your cabins from their own DiveHQ agency portal. The Agency Hub is where you decide which agencies can sell which boats, at what commission, and where you follow everything they do. It has these tabs: Bookings, Stats, Invoices, Partners, Agreements, Requests, Messages and, when the affiliate program is on, Affiliates.

The Invoices, Partners, Agreements, Requests, Messages and Affiliates tabs open inside the hub; open in new tab shows them full screen.

Give an agency access to your boats

Section titled “Give an agency access to your boats”

An agency gets access in one of two ways: it asks you from its portal, or you invite it.

Approve an agency’s request

Section titled “Approve an agency’s request”

  1. Open the Requests tab (or Partners). A pending request shows the agency’s message. The Partners tab badge counts pending requests.

  2. Click Approve.

  3. Under Partnership Settings, set the Commission % and the Hold Duration (hours): how long the agency can hold cabins before confirming. On the Requests tab you can also set Max Concurrent Holds.

  4. Under Boat Access, tick the boats this agency may sell. All active boats are ticked by default.

  5. Confirm. The agency can now book the ticked boats.

To decline, click Reject and optionally give a reason.

Invite an agency yourself

Section titled “Invite an agency yourself”

On the Partners tab, click Request Partnership, choose the agency, enter a Proposed Commission % and a Message to Agency, and send. The request appears as pending in the list.

Change or end a partnership

Section titled “Change or end a partnership”

In the row menu of an approved partner (Partners tab):

  • Edit Settings: commission, hold duration and credit limit.
  • Manage Boat Access: tick or untick the boats the agency may sell.
  • View Bookings: the agency’s bookings.
  • Revoke Partnership: the agency can no longer make bookings with you.

On the Requests tab, the same changes are under Edit Access and Revoke Access.

Follow agency bookings: Bookings and Stats

Section titled “Follow agency bookings: Bookings and Stats”

Both tabs share two filters at the top: Period (YTD, Q1 to Q4 of the current year, Last 12 months, All time) and Agency.

  • Bookings lists every booking made by an agency: booking number and date, agency, customer and number of guests, trip, Client Total, Commission, status (Hold expired when an agency hold ran out) and Payment (Paid, Partial or Unpaid: what the agency has paid you on it). Filter by status. Open goes to the booking.
  • Stats gives one line per agency: total bookings, confirmed, cancelled, pending, Conversion, Cancel rate, commission and sales. Click a row to see that agency’s bookings.

Settle agency invoices: Invoices

Section titled “Settle agency invoices: Invoices”

The Invoices tab lists the invoices issued to agencies, with the guest, Net Due, Received, Balance, status, the date the agency declared its transfer, and the issue and due dates. Filter by status.

  1. When an agency declares a transfer, open the invoice’s menu and click Mark Payment Received (or Confirm Partial Payment for a part payment).

  2. Check the Amount Received, choose the account it arrived on (Received On Account), and add the reference, the Payment Date and notes.

  3. Confirm.

Download Agency PDF downloads the invoice. Cancel cancels an invoice. The bank details agencies see for paying you are set in System Settings, tab Payment Methods, section Agency Payment Details.

Sign partnership agreements: Agreements

Section titled “Sign partnership agreements: Agreements”

  1. Open Your Default Terms & Conditions, write the terms agencies must accept to work with you, and click Save Default Terms.

  2. In the list, each partner shows its Agreement Status: Not Signed, Awaiting Your Signature, Awaiting Agency, Fully Signed or Expired.

  3. When the agency has signed, click Review & Sign, read its terms, optionally add your counter-terms, tick the agreement box, type your full name as signature and confirm.

Propose Terms sends your terms for one partnership. View shows the signed agreement.

Answer agencies: Messages

Section titled “Answer agencies: Messages”

Messages lists your conversations with agencies. Click one to read it, type your reply and send. You can close a conversation, reopen it, or delete it.

Affiliates

Section titled “Affiliates”

The Affiliates tab appears when the Affiliate program module is on (off by default, see Optional modules). It lists the commissions owed to affiliates — people who send you customers through their link — per booking, boat and departure, with their status. You can record an Adjustment, Void a commission that is not paid yet, or select lines and Mark paid with the bank transfer reference.