Managing account representatives

Account representatives are the people on your team who bring on and support merchants. You manage each rep from the Account Reps section: create their record, give them portal access, assign the MIDs they earn on, and set the commission split for each assignment. This guide walks through each of those tasks.

Before you start

• You need admin or owner access to your organization. Reps signed in with the Account Rep role can view their own information but cannot manage other reps.
• Add your merchants and their MIDs first, so they are available to assign. See Managing merchants and MIDs.

Two things a rep can have

Keep two ideas separate:

• A rep record: the rep’s profile in MySplitPay (name, email, contact details) and the MIDs assigned to them. The record is what drives commission tracking. A rep can have a record without ever logging in.
• Portal access: a login that lets the rep sign in to see their own commissions, ledger, and payouts. You invite them to the portal separately, once the record exists, and you can pause their access later.

You can create a rep record and start assigning MIDs immediately, then invite them to the portal whenever you’re ready.

Add an account rep

1. Go to Account Reps in the main navigation. The list shows every rep, with quick stats for total reps, merchants assigned, and how many reps are currently unassigned.
2. Select Add Rep. A side panel opens.
3. Enter the rep’s Name and Email (both required). Phone and Address are optional.
4. Select Add Rep to save.

The new rep appears in the list with a status of Not Invited and zero merchants assigned. Adding a rep here only creates their record; it doesn’t send a login invite.

Tip

Use the Show unassigned only toggle and the search box at the top of the list to find reps who still need MIDs.

Open a rep’s detail page

Select any row in the Account Reps list to open that rep’s detail page. From here you can see and manage everything about the rep:

• A summary header with their contact details and how long they’ve been active. Select the pencil icon next to their name to edit these details.
• Current Balance: their ledger balance, with a link to the full ledger.
• Active MIDs: how many of their assigned MIDs are currently active.
• Account Status: their portal access state, with actions to invite them, resend an invitation, or deactivate and reactivate their access.
• Assigned MIDs: a read-only table of every MID assigned to the rep.

Invite a rep to the portal

Portal access lets a rep sign in and track their own commissions and payouts.

1. On the rep’s detail page, find the Account Status card.
2. If the card shows No Portal Access (the reps list shows this as Not Invited), select Invite to Portal. An invitation email is sent to the rep.
3. The status changes to Invite Pending until the rep accepts. If you need to send it again, select Resend.
4. Once accepted, the status becomes Active Account.

You can also invite team members from the Users page using Invite User. Choose the Account Rep role; if no rep record exists for that email yet, one is created automatically. The Users page is also where the Owner, Admin, and Account Rep roles are managed.

Note

Once a rep accepts their invitation, they maintain their own profile details. Until then, you can edit the details for them from the detail page.

Assign MIDs to a rep

A rep earns commission on the MIDs assigned to them. Each assignment carries its own commission split and its own active period.

1. On the rep’s detail page, go to the Assigned MIDs section and select Assign MID.
2. In the side panel, search for a MID by business name or MID number and select it. Only MIDs that aren’t already assigned to this rep appear in the results.
3. Set the Commission Rate (%), the rep’s split for this MID, entered as a percentage (for example, 15.0).
4. Set the Start Period, the month the assignment begins.
5. Select Assign MID.

The MID now appears in the Assigned MIDs table with its rate and start period. The end column reads Ongoing until you set an end period.

About the commission split

The Commission Rate is the rep’s share, always entered and shown as a percentage, such as 15.0% or 12.5%. You set it per MID, so the same rep can earn different splits on different merchants. Rates can be anything from 0% to 100%.

For how splits and residuals work across your whole portfolio, see Commissions and residual splits.

Note

The split applies to the MID assignment as a whole. There is no separate per-product rate within a single MID.

Adjust an assignment

To change a single assignment, select its row in the Assigned MIDs table. An edit panel opens where you can update:

• Commission Rate (%): change the split for this MID.
• Start Period and End Period: adjust when the assignment is active. Leave the end period blank to keep it ongoing.

Select Save to apply your changes.

Caution

If a rate or period change affects commissions that have already been paid out, MySplitPay pauses to show you exactly what will shift before anything is saved. Review the summary and confirm to continue, or cancel to keep your pending edit.

Change several MIDs at once

To apply the same change across many assignments, select Bulk Edit in the Assigned MIDs section. In the panel you can set a start period, set an end period, or change the rate, and apply it to all the MIDs currently visible in the table.

To target a subset, filter the list first with the table’s search box and the Show inactive toggle. The bulk change applies only to the MIDs shown.

End or remove an assignment

When a rep stops earning on a MID, select the assignment row, then select Remove. You’re given two choices:

• End the assignment (recommended): set an end period. The rep stops earning after that month, and the commission history is preserved. The assignment moves to the inactive list, which you can see by turning on Show inactive.
• Delete permanently: removes the assignment and its commission data entirely. This can’t be undone, so reserve it for correcting data-entry mistakes. You must type the MID’s name to confirm.

Caution

Ending an assignment keeps the record and history intact. Deleting erases the assignment’s commission data permanently — only use it to fix a mistake.

Set up recurring deductions

Some charges come around every month or quarter: a desk fee, a terminal a rep is paying off, a marketing co-op. Instead of adding the same deduction by hand each time, set it up once in the Recurring Deductions section of the rep’s detail page.

Select Add Recurring and fill in:

• Description and Amount for each charge.
• Frequency: Monthly or Quarterly.
• Billing Day: the day of the month the charge posts, from the 1st to the 28th.
• Start Month: the first month the schedule applies to.
• Duration: Ongoing until you stop it, or Fixed Payments with a payment count (up to 120).
• Linked Merchant (optional): one of the rep’s assigned MIDs, when the charge relates to a specific account.

Each charge posts to the rep’s ledger as an ordinary deduction on its billing day, so it shows up in their balance and can be included in a payout like any other deduction. The first charge posts on the first billing day on or after the day you create the schedule, and not before the Start Month you chose; nothing is backdated. A quarterly schedule stays in step with its start month, so a September start charges in September, December, March, and June.

The list shows each schedule’s amount, how many payments are done on a fixed count (“3 of 6 payments”), and the date of the next charge. Select a row to change it. Changes apply to future charges only; anything already posted stays on the ledger. Once a payment has posted, the start month can’t be changed, and a fixed count can’t be set below the payments already made.

You can also start a recurring deduction from Add Transaction on a rep’s ledger or on the Transactions page: choose Deduction, then turn on Make this a recurring deduction. You manage it afterwards from the rep’s detail page.

Stop a recurring deduction

Open the schedule and select Cancel Recurring. For an ongoing schedule you confirm, and no further charges post.

For a fixed count with payments still to go, you choose what happens to the rest:

• Cancel & Forgive stops future payments. The remaining balance is not charged.
• Collect stops future payments and posts the remaining balance to the ledger now, as one deduction.

Either way, charges that already posted stay on the ledger. Cancelled and completed schedules move out of the active list; select Show closed to see them. A fixed count closes on its own after its last payment.

Resume after a pause

While your account is paused, no recurring deduction is charged. A schedule whose billing day comes round during the pause is marked Paused on the rep’s detail page, and it stays that way after service is restored: nothing restarts on its own.

Once you’re back, the Recurring Deductions section of each affected rep shows how many schedules were paused. Select Resume all to restart them together, or open a schedule and select Resume to restart just that one. Charging picks up on the next billing day. The months missed during the pause are forgiven, never charged later; if you want one of them back, add a one-time deduction on the rep’s ledger. A fixed count keeps its progress, so “3 of 6 payments” is still 3 of 6 and simply finishes later.

A paused schedule can’t be changed until it’s resumed, but you can cancel it at any time, paused or not, including while your account is still paused.

Pause access or remove a rep

• Pause portal access: on the Account Status card, select Deactivate and confirm. The rep loses portal access right away and the card shows Account Deactivated. To give access back, select Reactivate and confirm. Neither action changes their rep record, MID assignments, or commission history. If the rep never signed in, the card says Never signed in and offers Re-invite instead of Reactivate: they get a new invite link and the card goes back to Invite Pending. You can do the same from the Users page: select the rep and choose Manage. It offers Deactivate User for an active member, Reactivate User for a deactivated member who has signed in before, Re-invite User for one who never did, and Resend Invite for a pending invitation. To cancel an invitation that hasn’t been accepted, use Remove User.
• Delete a rep: the Delete Account Rep action at the bottom of the detail page permanently removes the rep, all their MID assignments, and their recurring deductions, so their commissions no longer appear in commission views or ledger balances. Payouts you’ve already issued are not deleted: they stay on the Payouts page, with the rep shown as Deleted rep because the record no longer exists. This action is available to admins and owners. To stop a rep from earning while keeping their history, end their assignments instead.

Next steps

Set up the MIDs you assign in Managing merchants and MIDs, see how splits turn into earnings in Commissions and residual splits, and pay reps what they’ve earned in Payouts. Transaction reporting & statements shows the activity behind the numbers, and unfamiliar terms are defined in the glossary.