Overview
Agent profiles keep the key information about each of your agents in one place in Tern.
What’s in an Agent Profile
To open a profile, go to Team and billing and click an agent.
Each profile has these tabs:
Profile details. Legal name, phone number, address, emergency contact, and identifiers. Identifiers are fields you use to track more data about the agent.
Commission. Payout accounts, commission splits, and recurring payout adjustments. A recurring payout adjustment is an amount that comes out of the agent’s commission, or a bonus added to it, on a regular schedule.
Fees. The agent’s saved card on file and any recurring fees. You see this tab only if your agency uses the billing module.
Billing history. You see this tab only if your agency uses the billing module.
Controls. More permissions for the agent. If you use agency managed service fees, set the max amount allowed per charge here and choose if the agent can use them.
Tax documents. Stores the agent’s W-9.
Audit log. Shows every change made to the profile.
Agency Profiles for Host Agencies
If you are a host agency, each agency under you has the same profile.
Go to Team and billing.
Click Agencies.
Click View agency details.
You see the business entity information, the agency owner, and the agency members. The other tabs are the same as on an agent profile: Commission, Fees, Billing history, Controls, Tax documents, and Audit log.
Manage Profile Settings
To customize how you want your agent profiles to work, manage profile settings.
Go to Team and billing.
Click Actions.
Click Manage profile settings.
You'll see the following sections to customize:
1. Member onboarding
These settings control what happens when a member joins your agency in Tern.
Collect details from members. If this is on, members fill in their profile fields when they accept your invite.
Require a card on file. If this is on, members must add a card when they join. This only shows if you are using Tern for agent billing.
Onboarding fee. Set a fee that members pay at sign-up. You can also get a notification when the fee is paid or when the payment fails. This only shows if you are using Tern for agent billing.
See the agent onboarding article for full instructions: https://help.tern.travel/en/articles/18394990-agent-onboarding-in-closed-beta
Banking and legal info
Choose one of three options for bank info:
Hidden. Bank info is not managed in Tern.
Admin managed. Only admins with the permission can edit bank info.
Member managed. Members enter and update their own account and routing numbers.
Legal info and the W-9 have the same three options.
Change alerts
Agents can always edit these fields themselves:
Email address
Address
Business address, if they are an agency under a host
Phone number
To get an email when an agent changes one of these fields, turn on the alert and select the admins to notify. You can select any admin who has a Tern account.
Identifiers
Turn Tern default identifiers on or off.
Add custom fields. Add a custom text field for anything you want to track. For example, add “Contract start date” if it is different from the agent’s Tern start date. There is no limit on custom fields.
What Agents See
Agents see their own version of the profile.
Click Settings in the top right of the screen.
Click Agency Affiliations.
Click View details.
Agents can:
See the profile fields on file with their agency, such as legal name and date of birth.
Edit their email, phone, address, and emergency contacts. If the agency set up change alerts, the selected admins get an email.
See the identifier fields their agency filled out.
See their commission and payout history.
See their fees and billing history, if the agency uses the billing module.
If the agency set bank info or legal info to member managed, agents can edit those fields. If not, agents cannot edit them.
Common Issues
I don’t see the Fees or Billing history tab.
These tabs appear only if your agency uses the billing module. See the agent billing article to learn more.
My agent can’t edit their bank details or legal info.
Go to Team and billing, click Actions, then click Manage profile settings. Under banking and legal info, set the field to member managed.
I’m not getting an email when an agent changes their details.
Go to Manage profile settings and check that the change alert is on and that your account is selected to get it.