Manage Advisors & Staff

Workspace owners and admins manage the people inside their agency from Settings → Advisors. Start here when you are adding one assistant, growing a small team, or bringing a larger advisor group into JourneyFuse.

Before you add anyone

Decide whether to turn on Hold client emails for new members. When it is on, anyone added from this point forward begins in testing mode. Their client-facing emails wait in the Outbox for review instead of going straight to travelers. Existing members are not changed.

This is useful when a new advisor needs time to connect email, learn the agency's templates, and practice with demo trips before communicating with clients.

Add one advisor or staff member

Select Add Advisor. You have two choices:

• Invite now — enter the person's email and role. JourneyFuse sends a set-your-password email as soon as you select Add and send invite.
• Invite later — enter the person's full name, email, and role. No email is sent. They appear as pending activation, and you can assign trips and commissions to them before selecting when to send access.

Choose the role based on the work the person needs to do:

• Agent for an advisor managing their own clients and trips.
• Support staff for someone helping the agency without needing advisor financial details.
• Admin only for someone trusted to manage broad agency settings and records.

The next Academy lesson explains the permissions behind each role. You can change a person's role later, so start with the least access they need.

Add several people at once

Choose Bulk Invite when everyone in the batch should receive the same role. Paste email addresses separated by commas, spaces, or new lines. A copied CSV column works too. JourneyFuse counts the valid addresses before Send invitations becomes available.

Use Add Advisor instead when different people need different roles or when you want to stage them with Invite later.

Review the roster and pending invitations

The Advisors page shows the person's status, role, commission split, sender connection, and last activity. The summary cards are also filters: Active 7d, Inactive 30d, Missing W-9, and Pending invites.

Open Pending invites to find people who have not activated. You can resend a current invitation or cancel one that used the wrong address or is no longer needed.

Share one self-join link

The Shareable invite link at the bottom of the page is intended for a larger group that should join without individual emails. Each person receives private client and trip work while using the agency's shared templates and library.

Treat this link like a password. Anyone who has it can join until you turn it off, and the link does not expire on its own. Use direct invitations for a controlled internal team; use the shareable link only when self-enrollment is the experience you want.

Editing Advisor Details

Click an advisor row to open their profile and management settings:

• Bio and specialties
• Commission split percentage
• CLIA number
• Business name
• Contact info (phone, email)

Changing an Agent's Email

When an agent's email changes, update it in place instead of sending a new invitation — a new invite creates a second account and splits their records across two logins. Click the agent's row and use Change email to move their login to the new address.

Change email updates JourneyFuse and, for host agencies synced with Kajabi, pushes the change back automatically so both systems stay in step. Use it the moment you learn an address changed, before a duplicate can form.

Merging Duplicate Accounts

If an agent already ended up with two logins — usually because a new invite was sent instead of changing their email — JourneyFuse flags it at the top of the Agents page: "N agents may have two accounts."

How duplicates are detected

JourneyFuse compares agents by name and by email shape (near-identical addresses, shared company domains, Gmail dot/plus variants), whether each account is linked to Kajabi, and when they were created. Every suggestion carries a confidence badge so you know how hard to look:

• High confidence — strong signals line up (for example, nearly identical email addresses). Safe to review and merge.
• Likely a match — probably the same person; give it a quick check.
• Weak — verify first — only the name matches. Confirm it's really one person before merging.

Reviewing and merging

Click Review & merge to open the comparison:

1. Confirm it's one person. Read the confidence badge and its reasons. The two accounts appear side by side with their Kajabi status, creation date, last sign-in, and how many records each owns — usually enough to tell which one is "real" without contacting the agent. If they're genuinely two different people who happen to share a name, click These are two different people — keep both and they won't be suggested again.
2. Choose which account stays. JourneyFuse pre-selects the Kajabi-linked account so webhooks keep reaching it. The other is deleted — but everything it owns (clients, trips, leads, commissions, tasks, and more) moves onto the kept account first, so nothing is lost.
3. Choose which email they sign in with. This is separate from which account you keep, and it's the one thing worth confirming with the agent. Pick the address they actually use — JourneyFuse recommends the one they've signed into most recently. If they use a brand-new address that isn't shown, finish the merge and then use Change email to set it.
4. Click Merge accounts.

Merging cannot be undone. When a suggestion is low-confidence and you're unsure, reach out to the agent before merging. If three or more accounts share a name, merge two at a time and repeat.

Bulk Reassignment

When an agent leaves or you need to redistribute work, use Bulk Reassign:

1. Select the agent whose work you want to reassign
2. Choose the new agent to receive the assignments
3. Review the preview showing how many clients, leads, and trips will move
4. Confirm the reassignment

All three entity types (clients, leads, trips) are reassigned atomically — nothing is left behind.

Lead Claiming

When Allow Agent Lead Claiming is enabled in workspace settings, agents can claim unassigned leads directly from the Leads page.

• Unassigned leads show a Claim button
• Agents can only see their own assigned leads (admins see all)
• Admins can also manually assign leads using the agent dropdown on any lead

This is useful for agencies where leads come in from a shared source (website form, referral partner) and agents self-select which leads to work.

Agent Assignment on Leads

Admins can assign any lead to a specific agent using the assignment dropdown in the lead detail view. This dropdown shows all agents in the workspace.