Understanding your affiliate setup

  • Updated

Your affiliate settings determine how other companies can make bookings for your business, which pricing applies, and what permissions they have.

You can review and manage these relationships under Settings > Affiliates on your Dashboard. This page explains the information displayed there and introduces the tools available for organizing and updating your affiliates.

Affiliate settings overview

Go to Settings > Affiliates to see the list of companies affiliated with your business. Use Search affiliates to find a specific company or review the settings displayed in the table.

The table provides an overview of each affiliate's payment arrangement, pricing, permissions, and other relationship details.

Using the options in the upper-right of the affiliate table, you can:

  • Download a CSV file of the table.

  • Print the table.

    Note: Downloads and printouts include only the affiliate rows displayed on the current page. To include more than ten rows, select a higher Rows per page value from the dropdown below the table.

  • Refresh the information in the table.
FareHarbor affiliates management table.png

Default To

Default To identifies the default payment option when an affiliate makes a booking.

Your payment arrangement determines whether your business or the affiliate collects payment from the customer. Other payment options may be available depending on the affiliate's permissions.

For more information about affiliate payment arrangements, see Affiliate Dashboard.

Total Pricing

Total Pricing identifies the pricing used to display or charge the booking amount under the affiliate's assigned configuration.

Depending on your agreement, this may use retail pricing or a net rate. Review this setting when checking whether the booking amount matches your affiliate agreement.

For more information, see Checking your affiliate rates and Introduction to price sheets.

Invoice Pricing

Invoice Pricing determines the pricing used to calculate the amount owed between your business and the affiliate.

This can differ from Total Pricing because the amount charged for a booking and the amount settled between companies may not be the same.

For information about affiliate invoices and payments, see Getting started with invoicing and Managing affiliate invoice payments.

Permissions Group

Permissions Group determines what an affiliate can view and do when making bookings through your Dashboard.

Depending on the assigned permissions, affiliates may be able to view pricing, access reports, or perform certain booking actions.

If an affiliate cannot access an expected feature, review its assigned permissions. For assistance with affiliate-specific changes, contact FareHarbor Support.

For more information, see Permission groups.

Notes

Notes contain additional information about the affiliate relationship.

You can use this field to record relevant context and review existing notes alongside the affiliate's pricing and permissions.

Affiliate management options

The Actions column provides shortcuts for managing existing affiliate relationships.

  • Edit : Opens the affiliate's settings so you can review or update its configuration.
  • Duplicate : Uses an existing affiliate setup as the starting point for another affiliate relationship.
  • Remove : Removes an affiliate relationship from your active affiliate list. For details about the effects of removal, see Removing an affiliate.

Note: If you don’t see these actions, it’s possible that you don’t have the relevant user permissions. Contact your FareHarbor Administrator or FareHarbor Support.

Add one or multiple affiliates

Use Add affiliate to connect additional affiliate companies to your Dashboard. You can add affiliate companies that:

  • Are already working with FareHarbor i.e. they have an affiliate Dashboard.
  • Use the same currency as you.

In case the affiliate you want to add is not working with FareHarbor yet, please use our New Affiliate Request form to request their addition.

If you cannot find the desired company, it’s possible that the affiliate is already connected or they use a different currency. Contact FareHarbor Support to check this before requesting a new affiliate Dashboard.

When connecting affiliate companies to your Dashboard, you can enter their settings manually or use a saved affiliate settings group.

Add affiliates and manually enter settings

To add affiliates and configure their settings manually:

  1. Navigate to Settings > Affiliates.
  2. Select Add affiliate.
  3. In the Affiliate company dropdown, search for and select one or more affiliate companies to add.
  4. (Optional) In the Category dropdown, select an affiliate category.
  5. Under Settings, select Enter settings manually to set pricing, permissions, and booking options for the selected affiliate(s) only. 
  6. Enable Save configuration as a new settings group, if you want to reuse it when adding affiliates in the future.
  7. Under Pricing, configure the default price sheet or schedule for the selected affiliate(s):
    • Total Pricing: The retail rates used on the affiliate’s bookings.
    • Invoice Pricing: Amounts payable/receivable between you and the affiliate (commission / net).
  8. Configure any of the optional fields:
    • Permissions: Select a permission group for the selected affiliate(s). (Note: If this field is left empty, the affiliate cannot see or edit bookings they are tagged to when using FareHarbor, and your company will not appear for them in the system.)
    • Options: Configure the booking and email behaviour for the selected affiliate(s) by selecting any of the boxes that apply:
      • Require a voucher number on bookings: Use when the affiliate uses its own reference code, and you need it on the booking to match it to the affiliate's records.
      • Show prices in confirmations
      • Send receipt emails for bookings made by this affiliate (selected by default): Keep on when the customer should get a receipt for an affiliate booking.
      • Include affiliate information in customer emails: Use when the customer should see the affiliate's name and voucher in emails, for example to match the affiliate's own confirmation.
    • Notes: Add any internal notes about the selected affiliate(s) for your team’s reference.
  9. Click Save changes.

The selected affiliate(s) are connected to your Dashboard with the manually configured settings.

Add affiliates and apply a settings group

To add one or more affiliates with a pre-saved settings group:

  1. Navigate to Settings > Affiliates.
  2. Select Add affiliate.
  3. In the Affiliate company dropdown, search for and select one or more affiliate companies to add.
  4. (Optional) In the Category dropdown, select an affiliate category.
  5. Under Settings, select Add to a settings group.
  6. Select an affiliate settings group to apply.
  7. Review the applied settings.
  8. (Optional) Under Notes, add any internal notes about the selected affiliate(s) for your company’s reference.
  9. Click Save changes.

The selected affiliate(s) are connected to your Dashboard with the pre-saved settings.

Duplicate an affiliate setup

Use Duplicate when you want to use an existing affiliate configuration as the starting point for another relationship.

To duplicate an affiliate setup:

  1. Go to Settings > Affiliates.
  2. Select Duplicate under Actions for the relevant affiliate setup.

  3. Select the affiliate company for which the duplicate setup should be applied.

    Note: Only companies that are not already affiliated appear in the search.

  4. Click Duplicate.

Review the resulting configuration against the selected affiliate's agreement, particularly its payment arrangement, pricing, and permissions.

Duplicating an affiliate setup does not mean that future changes to the original affiliate will automatically update the new relationship. For ongoing shared configuration, consider using an affiliate settings group.

Several tools work alongside the Affiliates page to help you organize relationships and manage booking behavior.

  • Affiliate settings groups let you save and reuse pricing, permissions, booking options, and email settings across affiliates that share the same configuration.
  • Affiliate categories are custom labels that help organize affiliates, such as Hotels, Concierge, or Gold partners.
  • Affiliate rules help control the booking options or restrictions that apply to affiliate relationships.
  • Affiliate tagging provides guidance on associating bookings with affiliates.
  • Affiliate profiles: An overview of an affiliate company’s information, contact details, and rates. You can add custom contact information and company-specific notes to the profile.
  • New Affiliate Request form: If you need an affiliate company that is not available when adding a relationship, send a request to FareHarbor Support via the form.

Frequently asked questions (FAQs)

What is the difference between Total Pricing and Invoice Pricing?

Total Pricing determines the retail price used for an affiliate booking. Invoice Pricing determines the commission  amount owed between your business and the affiliate.

The two amounts may differ depending on your affiliate agreement.

Why might an affiliate see different pricing than my customers?

An affiliate may have pricing that differs from your standard customer-facing pricing based on its agreement and assigned price sheet.

Affiliate-generated online booking links use your current Online Pricing rather than the affiliate's assigned Total Pricing.

For more information, see Introduction to price sheets and Affiliate Dashboard.

How do I know whether an affiliate's settings match our agreement?

Review the affiliate under Settings > Affiliates and compare its payment arrangement, Total Pricing, Invoice Pricing, and Permissions Group with your agreement. 

Tip: Create a test booking to preview the expected subtotal, tax, total amount, and commission / invoicing amount.

Also consider any affiliate rules or booking restrictions that may affect what the affiliate can sell.

Why can't an affiliate log in or make bookings?

First, confirm that the affiliate appears under Settings > Affiliates and review the Permissions Group column.

If no permissions group is assigned, the affiliate may not have access configured. If a group is assigned but the affiliate still cannot access its account or make bookings, contact FareHarbor Support.

Include the affiliate company name, the affected user's name, and their email address.

Can I change an affiliate's company name?

Company name changes must be requested by the affiliate company.

Ask the affiliate to contact FareHarbor Support with its current company name, requested name, and contact email address. This helps coordinate the change across its partnerships.