Partner Management – Partner Management

 1. Overview #

Contract Management is a core feature that enables Agencies to track and manage all partnership agreements with Brands efficiently.
Through this interface, Agencies can:

• View a list of active and submitted contracts.

• Approve, reject, or terminate contracts when necessary.

• Manage standard contract templates to ensure consistency across the Marketplace.

🎯 Purpose:
To help Agencies maintain tight control over the entire collaboration process — from negotiation and signing to termination — ensuring transparency and optimizing partnership efficiency.

💡 Note:
An Agency can collaborate with multiple Brands simultaneously, but each Brand can only work with one Agency at a time.

2. Viewing Contract List #

Steps:

1. Navigate to Partnership Management → Contract tab.

2. The system will display all contracts in a data table with their current status.

Available functions:

• Search: by Brand name or keyword.

• Filter: by contract status (Sent, Pending, Approved, Rejected, Terminated).

• Sort: by Request Date or other data columns.

• Click Brand name: to open the detailed contract view.

3. Key Functions #

3.1 Manage Contract Templates #

Access: Click Contract Template on the toolbar.
Purpose:

• Create or edit standard contract templates.

• Set up Agency information, terms, permissions, and attached files.

⚠️ Important:
If an Agency does not have a Contract Template, it will not appear on the Brand’s Marketplace.

Contract Template Contents:

• Agency Fee:
  • Retainer:
    • Brand pays a fixed service fee per billing cycle.

    • System automatically generates a Retainer Invoice every cycle.

  • Performance:
    • Calculated as a percentage of the Approved Commission per cross-check cycle.

    • Displayed on each Brand’s cross-check record.

  • Retainer & Performance:
    • Both fixed and performance-based fees apply simultaneously.

• Contract Duration: Defines the effective period of the contract and auto-expires at the end date.

• Update Notice: Time required to notify before contract updates.

• Permissions:
  • No access: Cannot view or edit.

  • Read-only: Can view but not modify.

  • Full access: Can view and edit all Brand data.

  • 📝 By default, Agencies have full access to the Brand account during the initial stage.

• Terms & Conditions: Defines obligations and collaboration rules.

• Attachment: Upload related files or supporting documents.

3.2 Create Contract #

The Contract Management feature allows Agencies to create, send, approve, and track partnership agreements directly within the Permate system.

How to create:

• Access Marketplace when no current relationship exists with a Brand (or when a previous contract is Terminated or Rejected).

• The Create Proposal button will appear — click it to open the Create Contract modal.

• The contract will be pre-filled using your Contract Template, but you can still edit fields, add Brand details, and write a message before submitting.

In the modal, you can:

• Create: Generate a new contract.

• Update: Edit and resend a contract in Sent status.

• Cancel: Exit the modal (confirmation required if unsaved changes exist).

Once created, the system will:

• Generate a new record under Partnership Management → Contract for both parties.

• Send email notifications to Agency and Brand.

• Display a success or failure message directly on-screen.

Contract Status Flow:

• Sent: Contract submitted by Agency, awaiting Brand’s response.
  • Agency can still edit it.

  • If Brand is already working with another Agency, other Sent contracts will be auto-rejected.

• Pending: Brand is reviewing.
  • Brand may Approve or Reject.

  • If Brand still has an active contract with another Agency, the system will block approval and show a Duplicate error.

• Approved: Contract officially active.
  • Agency gains access to Brand data and can log in to their account via Dashboard.

  • The “View Contract” button appears on the Brand screen.

• Rejected: Contract declined; both parties may create a new one anytime.

• Terminated: Contract ended early or expired.
  • Either party can initiate termination.

  • A Contract Termination modal appears, allowing date selection and confirmation.

  • If both request termination, the system prioritizes the earlier date.

  • Once terminated, the Brand disappears from the Agency’s management list.

🧭 This structured workflow allows Agencies to maintain full control over the contract lifecycle — from proposal → approval → termination — ensuring transparency and operational efficiency.

3.3 View / Approve / Reject Contract #

Access: Click on a Brand name in the contract list.

Display includes:

• Brand information.

• Contract details, permissions, and attached files.

Available actions:

• Approve: Accept the contract.

• Reject: Decline the contract.

• Update: Edit content (if you are the sender).

3.4 Terminate Contract #

Access: Brand screen → Click Terminate.

System behavior:

• Shows a warning message before termination.

• Dropdown to select termination date.

• Confirm Terminate button.

Result:

• Contract status changes to Terminated.

• Brand disappears from the Agency’s managed list after the termination date.