> ## Documentation Index
> Fetch the complete documentation index at: https://help.hoopai.com/llms.txt
> Use this file to discover all available pages before exploring further.

# Affiliate manager

> Build and manage a full affiliate program — campaigns, commissions, tracking links, coupon codes, multi-tier referrals, and automated payouts from the HoopAI Platform.

The Affiliate Manager lets you run a complete affiliate program without third-party software. Affiliates promote your products via unique tracking links and earn commissions on the sales they drive. Track referrals, automate commission calculations, manage payouts, and communicate with affiliates — all from your CRM.

Navigate to **Marketing > Affiliate Manager** to get started. The Affiliate Manager has three main sections: **Campaigns**, **Affiliates**, and **Payouts**.

## Dashboard

The Affiliate Manager Dashboard provides a high-level view of your entire affiliate program.

<Frame caption="Affiliate Manager dashboard showing revenue, conversions, and leaderboard">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/Jw8ZWvG6aDGbbq6o/images/marketing-affiliate-dashboard.png?fit=max&auto=format&n=Jw8ZWvG6aDGbbq6o&q=85&s=db915cb62079ec0442ba5f45f2253b1f" alt="Affiliate Manager dashboard" width="1604" height="793" data-path="images/marketing-affiliate-dashboard.png" />
</Frame>

**Dashboard components:**

* **Core Metrics** — total revenue generated, conversion rate, and total customers
* **Conversion Trend** — line graph showing lead and customer trends over the selected date range
* **Affiliate Leaderboard** — top 10 affiliates ranked by revenue, commissions, leads, or customers
* **Pending Actions** — pending payouts and commissions requiring your attention; click to navigate directly to Payouts
* **Latest Commissions and Affiliates** — recent activity with approve/deny actions inline

**Filters:** Use the **Date Range** calendar dropdown and the **Campaign** dropdown ("All Campaigns" or a specific campaign) to focus your view.

To export your affiliates' sales data, click the export button in the top-right corner of the dashboard.

***

## Setting up a campaign

An affiliate campaign defines the source of leads, the products with commissionable sales, and the commission structure.

<Frame caption="Affiliate campaign setup — configure the campaign name, source, products, and commission structure">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/KCc-WfNfTZtiLtOP/images/marketing-affiliate-manager-campaigns-list.png?fit=max&auto=format&n=KCc-WfNfTZtiLtOP&q=85&s=9ef0c3097130d46e68792389684e1cfb" alt="Affiliate campaign setup" width="1588" height="801" data-path="images/marketing-affiliate-manager-campaigns-list.png" />
</Frame>

<Steps>
  <Step title="Create a new campaign">
    In the Affiliate Manager, click **+ Add** in the upper-right corner.
  </Step>

  <Step title="Configure campaign details">
    * **Campaign Name**: Enter a unique, recognizable name
    * **Source**: Select where affiliate leads will originate — a funnel, website, form, survey, or calendar. Funnels and websites must be linked to a domain.
    * **Products**: Choose the products for which affiliate commissions apply
  </Step>

  <Step title="Set commissions">
    Define the commission structure:

    * **Percentage**: A fixed % of each sale paid to the affiliate
    * **Per-product commissions**: Set different commission rates for each product using the two-toggle icon
    * **Commission Length**: Set how long after the initial referral an affiliate earns commissions
    * **Variable commissions**: Optionally increase commission rates for early sales to incentivize performance
  </Step>

  <Step title="Save and activate">
    Save the campaign at any time. The campaign can only be activated once at least one product and one affiliate have been assigned.
  </Step>
</Steps>

<Note>
  You can save a campaign without affiliates or products and return to complete it later. The campaign will remain inactive until both are added.
</Note>

### Multi-tier commissions

Set up a two-tier commission structure to reward affiliates for recruiting sub-affiliates.

1. In the campaign settings, open **Multi-Tier Commission** options
2. Define the tier-1 commission (paid on direct sales) and the tier-2 commission (paid when a recruited sub-affiliate makes a sale)
3. Enable **Sub-Affiliate Sign Ups** to allow affiliates to recruit others using a sign-up link

***

## Adding affiliates

<Steps>
  <Step title="Go to the Affiliates section">
    In the Affiliate Manager, select the **Affiliates** tab.
  </Step>

  <Step title="Add a single affiliate">
    Click **Add > + New Affiliate** and fill in:

    * Email (the unique referral link will be sent here)
    * First and last name
    * Company name (optional)
    * Campaign assignment

    Click **Done** to add, or **Save and Continue** to add phone, address, VAT ID, social media links, a custom referral link slug, or a coupon code.
  </Step>

  <Step title="Bulk upload affiliates">
    Click **Add > Upload Affiliate**. Prepare a CSV file with First Name, Last Name, and Email columns (max 50 MB). Upload the file, map the columns, name the import, and confirm.
  </Step>
</Steps>

<Frame caption="Adding a new affiliate with campaign assignment">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/Jw8ZWvG6aDGbbq6o/images/marketing-affiliate-add.png?fit=max&auto=format&n=Jw8ZWvG6aDGbbq6o&q=85&s=47ea2d10914ad995e3980332f66f87c8" alt="Add affiliate" width="1580" height="520" data-path="images/marketing-affiliate-add.png" />
</Frame>

### Affiliate coupon codes

Assign unique coupon codes to affiliates as an alternative or supplement to tracking links. When a customer uses the code at checkout, the sale is attributed to that affiliate.

Go to the affiliate's record and add a coupon code in the **Coupon Code** field. The code can be used alongside or instead of the referral link.

### Magic links

Generate a **Magic Link** for any affiliate to give them one-click access to their affiliate portal without requiring a password. Navigate to the affiliate's record and click **Generate Magic Link**.

### Sub-affiliates

Affiliates can recruit sub-affiliates under them for a multi-tier commission structure:

* To add a sub-affiliate manually, go to the affiliate's record and click **Add Sub-Affiliate**
* To allow affiliates to self-recruit, enable **Sub-Affiliate Sign Ups** in campaign settings

***

## Affiliate portal

Each affiliate has access to a self-service portal where they can:

* View their unique referral link
* Track their referrals, conversions, and commissions
* Download promotional materials from the Media section
* View their payout history

To give an affiliate portal access, send them their portal login link or generate a Magic Link for one-click access.

<Frame caption="Affiliates list — manage all affiliates, view their stats, and access individual affiliate records">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/KCc-WfNfTZtiLtOP/images/marketing-affiliate-manager-affiliates-list.png?fit=max&auto=format&n=KCc-WfNfTZtiLtOP&q=85&s=0ffe91ce31b381132d896494c800817d" alt="Affiliates list" width="1126" height="265" data-path="images/marketing-affiliate-manager-affiliates-list.png" />
</Frame>

***

## Payouts

The **Payouts** section displays all commission payouts organized by status.

<Frame caption="Affiliate Payouts — Pending tab showing commissions ready for approval">
  <img src="https://mintcdn.com/hoopai-84ec0cdc/KCc-WfNfTZtiLtOP/images/marketing-affiliate-payouts.png?fit=max&auto=format&n=KCc-WfNfTZtiLtOP&q=85&s=be9710d6e651bbdcc635ed85e72383f5" alt="Affiliate payouts" width="1609" height="436" data-path="images/marketing-affiliate-payouts.png" />
</Frame>

### Payout workflow

1. When a customer completes a purchase through an affiliate link, the commission is automatically recorded
2. On the 1st of the following month (or per your custom schedule), pending payouts appear under the **Pending** tab
3. Review each affiliate's commission amount and click **Approve for Payout** for eligible affiliates
4. Approved payouts move to the **Approved for Payout** tab
5. Export the approved payouts as a CSV and upload to your payment gateway to complete payment

**Payout table columns:**

* Affiliate Name and Email
* Campaign
* Payout Month
* Amount (pending commission)

From the three-dot action menu, you can view an affiliate's past commissions or deny their current payout.

### Automated PayPal payouts

Connect PayPal to automate the payout process:

1. Go to **Affiliate Manager > Settings** and connect your PayPal Business account
2. Once connected, approved payouts can be disbursed automatically through PayPal without manual CSV uploads

### Pay-per-lead

Configure campaigns to pay affiliates for lead generation rather than completed sales:

1. In the campaign commission settings, enable **Pay-Per-Lead**
2. Set the flat fee paid per qualified lead submitted through the affiliate's link

### Manual sales

Add a sale to an affiliate's record manually (e.g., for offline conversions or phone orders):

1. Go to the affiliate's record
2. Click **Add Manual Sale** and enter the sale amount and date

***

## Affiliate media

The **Media** section in Affiliate Manager lets you upload promotional assets (images, PDFs, videos, ad copy) that affiliates can download from their portal to use when promoting your products.

Go to **Affiliate Manager > Media** and upload the assets you want to make available.

***

## Settings

Access **Affiliate Manager > Settings** to configure:

* Default commission rates
* Payout schedule and minimum threshold
* Email notifications for affiliates
* Portal branding and custom labels
* PayPal integration for automated payouts

### Customizing labels

Rename default labels throughout the affiliate portal and manager (e.g., rename "Affiliate" to "Partner" or "Commission" to "Reward") to match your brand language.

Go to **Settings > Labels** and update the text for each field.

***

## Lead tracking

The **Lead Tracking** section shows which leads came through affiliate links, including:

* The affiliate who referred the lead
* The lead's contact record in the CRM
* The status of the lead (converted or not)
* Attribution timestamps

Use this data to calculate pay-per-lead commissions or to identify which affiliates are driving the highest-quality prospects.

***

## Workflow automation

The Affiliate Manager integrates with the workflow automation system. Available triggers and actions:

**Triggers:**

* Affiliate Created
* Affiliate Enrolled in Campaign
* New Affiliate Sale

**Actions:**

* Add to Affiliate Manager
* Add to Affiliate Campaign
* Remove from Affiliate Campaign
* Update Affiliate
* Add Manual Sale for an Affiliate
* Add Leads Under an Affiliate

Use these to automate onboarding sequences, commission notifications, and tier promotions.

<Tip>
  Use CRM tags and workflows to segment your top-performing affiliates and automatically trigger bonuses, exclusive offers, or personal outreach when they hit commission milestones.
</Tip>

***

## Frequently asked questions

<AccordionGroup>
  <Accordion title="How do affiliates get their tracking links?">
    When you add an affiliate and assign them to a campaign, the platform automatically generates a unique referral link and sends it to their email. Affiliates can also log in to their self-service portal to view and copy their link at any time.
  </Accordion>

  <Accordion title="Can affiliates use coupon codes instead of tracking links?">
    Yes. You can assign a unique coupon code to each affiliate in addition to (or instead of) a tracking link. When a customer uses the code at checkout, the sale is attributed to that affiliate.
  </Accordion>

  <Accordion title="What is multi-tier commission and how does it work?">
    Multi-tier commission lets you reward affiliates for recruiting sub-affiliates. You set a tier-1 commission rate (paid on the affiliate's own direct sales) and a tier-2 rate (paid when one of their recruited sub-affiliates makes a sale). Enable Sub-Affiliate Sign Ups in campaign settings to let affiliates recruit on their own.
  </Accordion>

  <Accordion title="How are payouts processed?">
    Payouts accumulate in the Pending tab on the 1st of the following month. You review and approve them individually, then either export a CSV to upload to your payment gateway or use the PayPal integration for automatic disbursement.
  </Accordion>

  <Accordion title="Can I run multiple affiliate campaigns at once?">
    Yes. Each campaign can have different products, commission structures, and commission lengths. Affiliates can be assigned to one or more campaigns, and their stats are tracked separately per campaign.
  </Accordion>

  <Accordion title="What is a Magic Link?">
    A Magic Link gives an affiliate one-click access to their portal without needing a password. Generate one from the affiliate's record in the Affiliates section. This is useful for onboarding new affiliates quickly.
  </Accordion>

  <Accordion title="Can I track leads (not just sales) through the affiliate program?">
    Yes. Enable Pay-Per-Lead in the campaign commission settings and set a flat fee per qualified lead. The Lead Tracking section shows which leads came through affiliate links and whether they converted.
  </Accordion>

  <Accordion title="How do I upload promotional materials for my affiliates?">
    Go to Affiliate Manager > Media and upload images, PDFs, videos, or ad copy. These assets become available for affiliates to download from their portal to use when promoting your products.
  </Accordion>
</AccordionGroup>