Use the ‘agent statements’ feature to send a regular email to your agents, letting them know the full balance of their account and any outstanding amounts they need to pay.
With your administrator account, log in and navigate to ‘admin’, then ‘settings’, then ‘agent statement’. Enable the feature by choosing a schedule. You can choose to send emails to your agents at the end of the month or every month on a specific day.
When you first use the ‘agent statements’ feature, you may like to send a trial run. All of the agent emails that would normally be sent out, would be sent to a single email address. It’s the email address that you put in the ‘send summary of statement run to’ box. Be careful. If you have lots of agents, you could receive lots of emails, so set up a filter in your email client before you do this.
At any time, if you want to send a one-off statement run and email all your agents manually, you can press the ‘send now’ button. Normally, this would not be required because you would set up a schedule and email your agents automatically.
Be sure to choose a sensible email address to send agent statements from. The email address you enter into this box needs to be valid and known to SchemeServe, otherwise, you could have problems with spam filters or with people replying to your statements and you not receiving their replies.
To make doubly sure that your emails are always received, go to the ‘admin’ section, then ‘website’ and then ‘domain’ and ‘email’. From there, read carefully the section on Custom Email Authentication in our help guide.
Returning to the ‘agent statements’ area, make sure that your email address is set correctly.
After each agent statement run, a summary is sent to the email address you entered into the ‘summary of statement’ box. You can choose whether or not to include copies of all of the individual statements. We recommend that you do this.
Check the default templates that will be sent out to your agents. There's one for when we’re emailing a list of amounts due in a statement. And there's another one for when nothing is due. The fields that you could include in these emails are shown over on the right-hand side. Once you're finished, save changes.
When working with an existing agent, go the ‘money’ tab and you can generate a statement at any time by pressing ‘export statement’, which will generate an Excel compatible file. Alternatively, send a one-off statement to the email addresses in the ‘send statement to’ box by pressing ‘send a statement now’.
Any changes to the email addresses should be followed by pressing the ‘save changes’ button.