NextCommission: Sharing Commission Statements with External Users

Who this is for: agencies that pay sub-agents and want each sub-agent to log in and pick up their own commission statements, instead of emailing statements out one by one.

An External User is a limited NextAgency login for someone outside your agency, linked to one of your sub-agents. Once you share a report with external users, each sub-agent's statement is saved to their own login, and only they can see it.

Prefer to watch? See the Sharing Commission Statements with External Users video.

Sharing statements takes three steps:

Step 1: Add External User seats

External users are a paid add-on, billed per seat. Each enabled external user takes one seat. The add-on is available on NextAgency plans and on NextCommission Solo.

1. Go to Settings > Billing. The External User add-on is listed under Core Subscription, with your seat usage beside it, for example Manage Seats (2/2).
2. If the add-on is off, turn its toggle on first.
3. Click Manage Seats, then click the plus sign to add a seat.

1. Click Save. The new seat is added to your subscription and billed with your plan.

If every seat is in use when you add an external user, NextAgency stops and asks you to add a seat or disable an existing external user first.

Step 2: Create the external login

1. Go to Settings > Users and click Add An Authorized User.
2. In the View field, choose External View.
3. In the Sub-Agent field, choose the sub-agent this login belongs to. This link is what lets them see their own statements. NextAgency fills in the sub-agent's first and last name for you.

1. Check the name, then enter the E-mail Address their invitation should go to. Choosing the sub-agent clears this field, so fill it in last.
2. Review the permission checkboxes. They control what the external user can open. By default they can open the Summary, Contacts, Benefits, Census, Employees and Dependents tabs on their cases.
3. Check Access to Commission Reports. This is off by default, and without it the external user's menu shows neither Commission Reports nor Statements Reports, so they have no way to reach the statements you share.

1. Click Yes, make this person an External User.

They'll get an email invitation. When they accept it, they confirm their name, add an address and work phone, and set a password.

What external users can see

• Only their own cases. An external user sees the cases where they're on the team, or where their linked sub-agent has a commission split. They can view these cases but can't edit them.
• No other areas of NextAgency. Tickets, Carriers, Reports and the rest of the portal are off limits. The case Commissions tab is never shown to external users.
• Only their own statements. Their Statements Reports and Commission Reports pages list only the files you've shared for their sub-agent. If their sub-agent sits above other sub-agents in a sub-agent hierarchy, they also see the statements shared for the sub-agents below them.

Step 3: Share a statement report

1. Go to Reports and open Sub-Agents Statements.
2. Click Filters and narrow the report to the statements you want to share, for example one paid-to date range, or one sub-agent's cases with Case: Sub-Agents.

1. Click Report Sub-Agents Separately. This builds a separate statement for each sub-agent in the report.
2. Check Share Report With External Users and click Run.

NextAgency builds the report in the background and lets you know when it's done. You still get your own copy, under Recent Reports on the report's page, with one statement per sub-agent. Each sub-agent's statement is also saved as a PDF, named after the sub-agent, to their external login.

Sub-Agents Commissions works the same way. Its Report Sub-Agents Separately button has the same Share Report With External Users checkbox. Those shared files appear on the external user's Commission Reports page instead of Statements Reports.

What the external user sees

When the external user logs in, their menu shows Cases/Policies, Commission Reports and Statements Reports. Shared statements are grouped by the month they were shared. They click a month to open it, then click a file to download the PDF. A Filters button lets them narrow the list by market segment, coverage type, carrier or paid-to date.

Common questions

Does sharing a report send the statement by email? No. The statement is saved to the external user's login. They see it the next time they log in.

I shared a report, but the external user doesn't see their statement. Why? Check that their login has an External View, is linked to the right sub-agent in the Sub-Agent field, and has Access to Commission Reports checked. Then check that Share Report With External Users was checked when you ran the report. Also make sure the report included that sub-agent: a sub-agent with no commission lines in the report's date range doesn't get a statement.

Can an external user see other sub-agents' statements? No. They only see statements shared for their own sub-agent, plus any sub-agents below theirs in a hierarchy.

What happens when I disable an external user? They can no longer log in, and their seat frees up for someone else.

Please contact our support team if you have any questions.