Agencies allows you to manage one or multiple clients under a single agency account. To enable this feature on your MagManager account go to the main settings page > Under Settings > Select System Defaults > Turn on the toggle switch 'Use Agencies' > Click Update to Save.
How to add a client to an agency
How to remove a client from an agency
How to update the client's details
How to switch between clients on an agency account
How to search for a client managed by an agency
How to make a booking for a client managed by an agency
How to bulk invoice agency clients
Clients managed by multiple agencies
Adding flags to indentify agencies
How to add a new agency
Select Clients from the top navigation bar > Select the Agencies tab > Click New Agency, green button top right of the screen.
Enter the agency contact details & Click Create.
The Bookings & Artwork tabs will be greyed out until a client is added to the agency.
How to add a client to an agency
1 - Adding a new client to an agency
2 - Adding an existing client to an agency
3 - Adding additional clients to an agency
1 - Adding a new client to an agency
To add a new client to the agency > Open the Agency > Start typing the client's name in the Client Search Box > Select New Client from the dropdown.
Enter the client's details > Click Create
The agency bookings tab is displayed with the newly added client's details at the top and also in the dropdown menu next to Manage. Ready for a booking to be added.
On the clients screen (Managed) will appear after the client's name
2 - Adding an existing client to an agency
To add an existing client to the agency > Open the Agency > Start typing the client's name in the Client Search Box > Select them from the dropdown box.
Optional - Existing bookings and artwork will stay on the client record unless you choose to import them to the agency.
Should you wish to import existing bookings & artwork the client has to the agency > Select Manage > Click Import Bookings and Adverts at the bottom of the screen.
All existing Bookings and Artwork for the client selected will now appear on the Bookings & Artwork Tab of the agency.
3 - Adding additional clients to an agency
To add additional clients to an agency > Open the agency > Click the dropdown box displaying the existing client's name > Click Add New.
To add a new client > Start typing New Client into the Client Search box and select New Client > Enter their details > Click Create.
or
To add an existing client
Start typing the client's name into the Client Search box > Select the client from the dropdown list.
The agency bookings tab is displayed with the newly added client's details at the top and also in the dropdown menu next to Manage. Ready for a booking to be added.
How to remove a client from an agency
Open the agency > Select the client from the dropdown > Select Manage
At the bottom of the screen select Remove
How to update the client's details
Open the agency > Select the client from the dropdown > Select Manage
Edit the client details and Click Update at the bottom of the screen.
How to switch between clients on an agency account
Open the agency record > click the client dropdown box to select the other client.
Once selected the other clients bookings and arwork will be displayed
How to search for a client managed by an agency
Locate the client on the Client's Screen, it will appear as 'Client Name (Managed)' > Click the client's name.
Click the name of the agency to open the agency record.
or Click the client's name to open the client record.
How to make a booking for a client managed by an agency
Open the agency record > Click the client dropdown box and select the client from there > The client's name will be displayed at the top of the screen and in the dropdown box next to the manage button.
From the Bookings tab > Click to book against the publications and issues you wish to book into > Click Complete Booking.
Click New Advert > Drag & Drop the advert artwork box onto the bookings lines > Save Booking
Additional notes on how to create a booking
How to bulk invoice agency clients
** Note The bookings selected for all clients manged by the same agency will appear on a single invoice for that agency.
If you have multiple clients managed by one agency and they have separate purchase order numbers or you would prefer them to be on separate invoices, you will need to select the client bookings individually to raise separate invoices.
Go to Invoicing (top navigation bar) > Select the publications & issue to invoice from the sidebar > Select To Invoice (select each invoice period tab in turn if you use invoice periods).
To select only agency clients either type '(Managed)' in the Search box or if using Flags > Click the flag funnel and select your agency flags from the IS row > The clients displayed will all have (Managed) after their name.
Select the bookings to be invoiced by checking the box in the first column** > Click the green button 'Create Invioces for XX Bookings Now'
Once the invoices have been created they will appear on the Invoiced Tab under Invoices (based on issues) or Invoices By Date (based on the invoiced date).
Click the Magnifying Glass to expand and see a summary of the invoice
The bookings for all clients previously selected will appear on a single invoice for each agency and includes details of the publication booked, the advert size and the client's name.
Click Email Invoices to send the invoice to the selected clients.
If your MagManager account is connected to a third party accounts package the option to Transfer will be displayed across the top.
Clients managed by multiple agencies
For any clients managed by multiple agencies, when you click on their name it will take you to a screen from where you can select the client record or one of the agencies managing bookings for the client
Adding flags to indentify agencies
You may wish to create company flags and add these to the client record to help identify them within MagManager.
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