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Martin Cogburn
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    Creating a Partner Signup Form

    About

    A Partner signup form is an ONTRAPORT smart form that allows new Partners to sign up for your Partner Program. There are two methods you can use, Automatic Approval or Manual Approval. The Automatic Approval method adds all applicants to your Partner Program without any interaction on your part. The Manual Approval method creates a Group of pending Partners for you to review and approve manually.

     

    Keep in mind that in ONTRAPORT, a Partner can only be a member of one Partner Program at a time and that you can add multiple products to sell in any given Partner Program. A Partner that signs up for another Partner program using the Automatic Approval method would be changed to the new Partner program.

     

     

    Prerequisites
    Create a Partner Signup Form: Automatic Approval
    1. Choose where your Partner Signup form will live. It can live on an ONTRApage, a non-WordPress site, a WordPress site that is not integrated with ONTRApages plugin or a click-to-pop button where an ONTRAform displays.

      • ONTRApage with a Smart Form block: navigate to Pages

      • ONTRAform on a non-Wordpress site, WordPress site not integrated with ONTRApages plug or click-to-pop button for an ONTRAform to display: navigate to either Campaigns > Forms
    2. Create an ONTRAform or an ONTRApage with a Smart Form Block

    3. Edit the ONTRAform / ONTRApages Smart Form Block.

      • Add Fields (e.g., Street Address, City, State, Zip/Postal Code). Note: If you're paying Partners by
      Paypal, be sure to include the Paypal Email Address field.
      • Edit the form to your liking

    4. Set the thank you page and opt-in settings.

      • Click Form Settings.
      • Select the desired opt-in setting
      • Select a thank you page

    5. Save the Form or save and publish the ONTRApage

    6. Navigate to Campaigns. Create a new Campaign or open an existing one related to your Partner sign-up form.

    7. Add a new Trigger or Goal element or modify an existing one.

      • If your Campaign map is exclusively for Partners, it will most likely be a Trigger.
      • If your Campaign map contains more than just Partners (e.g. entire funnel from acquisition to customer experience), it will most likely be a Goal as you encourage your Customers to become Partners. 


    8. Click the + Add Trigger or + Add Goal button.

      • Select "Contact Submits a Form".
      • Use the dropdown to select the form you created.



    9. Adjust the Settings including:

      • Which Contacts can activate/achieve
      • If activated/achieved and already on map
      • If the trigger can only be activated/achieved once per Contact (checkbox)



    10. Add an Update Contact action element below the Trigger/Goal

      • Select the Partner Program field from the first dropdown menu
      • Select which Partner Program to add the new Partner to
      • Click Done in the Settings panel



    11. Optional: Give access to the Partner Center

      • Add a Give WP Membership Access advanced element below the Update Contact action element. This is only necessary if you wish to allow Partners to access their Partner Center and are using an integrated Wordpress site.
      • Select the website to give access to. If you have multiple websites connected, be sure you select the right one!
      • Select the membership level
      • Click Done in the Settings panel.




    12. Next Steps: Create your welcome process.
      • Deliver new partners a welcome email along with their username and password so they can access their Partner center on your integrated WordPress site.
      • See this article for detailed instructions.
    Create a Partner Signup Form: Manual Approval

    Creating a partner signup form for a Partner Program that requires approval involves building a few system components as well as performing the manual process of approval thereafter. Instead of the signup form automatically adding applicants to your partner program, you’ll need to create a Task with two outcomes and approve them at your leisure.

     

    1. Follow steps 1-12 in the Automatic Approval process above.

    2. Add an Assign a Task action element in between the Trigger/Goal and the update Contact action element.



    3. Edit the Task
      • Name the Task (e.g., Partners: Review and Approve)
      • Include Task Details and use the Merge Field pulldown to give the reviewer the information they need to sufficiently complete the Partner application review
      • Add Task notifications you'd like to receive when a Partner application is submitted

    4. Create two Task outcomes: Approved and Denied
      • Locate the Task outcomes section and use the pulldown to select + Create New Outcome.
      • Create an outcome titled Approved
      • Create a second outcome titled Denied
      • Click Save
      • You'll be returned to the Campaign map



    5. Add a Goal below the Task
      • Click the + Add Goal button
      • Select Task is Completed from the dropdown menu
      • Select the Task from the first pulldown
      • Select the Outcome Approved from the second pulldown that appears



    6. Confirm the elements built in step 1 exist
      • Confirm the Update Contact action element is listed below the Trigger/Goal
      • If giving access to the Partner Center, confirm the Give WP Membership Access element is listed below the Update Contact action element.
      • Confirm the Send an Email element is listed below the Give WP Membership Access element.

    7. Add an End element after the Send an Email element.

    8. To setup the Denied application path, Add a Goal, next to the application approved Goal element



      • Click the + Add Goal button
      • Select Task is Completed from the dropdown menu



      • Select the Task from the first pulldown
      • Select the Outcome Denied from the second pulldown that appears




    9. Optional: Add a Change Tags action element for Denied Partner Applications
      • To easily segment Partners who had denied applications in your Contacts collection, you may wish to add a Tag element to your Campaign map. This is also helpful if a Partner applies again, you can see that you already denied them or create further automation to automatically deny them.
      • If not already created, click the + Create New Tag link from the dropdown menu and make a new Tag called "Partners: Application Denied"



    10. Add a Send an Email action element below the Goal (or after the Change Tag action)
      • Create and edit your email to alert the Partner applicant that their application was denied.
      • Be sure to click Settings in your email and click the copy from html button for better delivery.
      • Click Save on the Email message. You'll be returned to the Campaign map.



    11. Add an End filter element after the Send an Email element

     

    How to Approve Partners (Manual Approval)


    >>>How to Approve Partners (Manual Approval)

    Manually approving pending partners can be done in your Task manager, from a Contact record or from a Task email notification. In this example, we'll use the Task manager.

     

    1. Navigate to the Tasks tab

    2. View the Tasks related to Partner Approval
      • Tip: If you have multiple types of Tasks, create Group and add a Condition such as subject contains "Partners" so you only see the Partner approval related Tasks.

    3. Click on the Task record
      • Details of the Task will appear


    4. Click the Mark Complete action button



    5. In the "what happened?" dropdown menu, select an outcome (Approved or Denied)

      • Once an outcome is selected, the Contact will follow the designated path on your Campaign map.


    =

    Add the Partner Signup form to a Website

    If you are using an ONTRAform, visit this knowledge base article.

    If you are using an ONTRApage, visit this knowledge base article.

    If you are using a legacy Smart Form, visit this knowledge base article.

    Legacy: How to Create a Partner Signup Form

    This section contains information regarding legacy and advanced features including Sequences and Form Rules. We highly recommend that you use Campaigns.

     

    A Partner signup form is an ONTRAPORT Smart Form that's configured to function as an application form for your Partner Programs. This form replaces the dedicated Affiliate Sign Up Form in Office Autopilot.

     

    The Automatic Approval method adds all applicants to your Partner Program without any interaction on your part. The Manual Approval method demonstrates a way to automatically create a Group of pending Partners for you to approve manually.

     

    Keep in mind that in ONTRAPORT, a Partner can only be a member of one Partner Program at a time. A Partner that signs up for another Partner program using the Automatic Approval method would be changed to the new Partner program.

    Legacy: How to Create a Partner Signup Form (Automatic Approval)

    1. Go to the Contacts menu > Smart Forms (or you can create an ONTRApage with a Smart Form block)

    2. Click the New Smart Form button

    3. On the Settings tab, under Sequences, select Create New Sequence. Name the new sequence Add Partner - Auto or something similar. Click Save and Edit

    4. The editor will take you to the Create Sequence screen. Choose to create a new Step Sequence.

    5. Add a Rule Step to the sequence. If you have a WordPress site integrated with ONTRAPORT, and want to allow your Partners to visit the Partner Center there, add an action under Then Do This, selecting Give access to WordPress Membership Level. Select any membership level your site has; on log in WordPress will recognize they are a Partner.

      rule-step-give-access-to-wp-membership-level

    6. Add another action and select Change the value of a field. Click on the Partner Program field and not the right arrow next to it:

      rule-change-value-of-field.png


    7. Select the appropriate Partner Program from the drop down:
      change-partner-field-to-x.png

    8. Save the Rule Step.

    9. Add an Email Step to welcome the new Partner, and provide the username and password for logging into your WordPress site if appropriate. Use merge fields for the site log in details. When finished with the Step Sequence, save the sequence. The editor will return you to your Partner sign up form.



    10. Make any other design or functional edits to your form (See Form Builder Overview)

    Legacy: How to Create a Partner Signup Form (Manual Approval)

    Creating a partner signup form for a Partner Program that requires approval involves building a few system components as well as performing the manual process of approval thereafter. Instead of the signup form automatically adding applicants to your partner program, you’ll need to tag the applicants and group them so you can refer back to them in your Contacts Collection and approve them at your leisure. This can be done by having the signup form add all Partner Program applicants to a Step Sequence that automatically tags them and sends them a confirmation/thank you email.

    Create the partner application form

    1. Go to the Contacts menu > Smart Forms

       

      Contacts-collection-sidebar-navigation.png

       

       

    2. Click the New Form button and choose the type you'd like. ONTRAforms are recommended.

       

      smart-forms-action-bar.png

       

       

    3. Add a step sequence to your form that will tag partner applicants and send a confirmation email.

      1. Click on Form Settings (click on the Smart Form block, then Form Settings)

         

        smart-form-block-form-settings-sidebar.png

         

         

      2. Find the Sequences area under Manage Form Fills section and select Create New Sequence in the dropdown menu

         

        smart-form-settings-manage-form-fills-section.png

         
      3. Enter a sequence name for your partner applicant sequence such as ‘Pending Partners’

      4. Click Save and Edit

      5. Create a new step sequence

      6. Add a rule step to tag your partner program applicants

         

        sequence-full-steps-bar.png

         
        1. Under Then Do This, select the action Add Contact to Tag

          rule-action-add-contact-to-tag.png

           

           

        2. Select Create New Tag from the Select Tag menu

          rule-add-contact-to-tag-create-new-tag.png

           

           

        3. Enter a tag name such as "Pending Partner"

        4. Close the step

      7. Add an email step to send your partner applicants an application confirmation

        sequence-full-steps-bar.png

         

         

        1. Create a New Email

        2. Compose an email to the applicant that confirms their application submission, thanks them for applying, and notifies them of your turnaround time for partner approval

        3. Close the step

      8. Save the sequence

    4. Make any other design, functional, or field edits to your form (see Form Builder Overview)

    5. Save the form

    Create the pending partners group

    1. Go to Contacts > Manage Groups

    2. Enter a group name such as ‘pending partners’ to identify all partners that need approval

    3. Under Field, select Contact Tags

    4. Under Condition, select Contains

    5. Under Value, select the tag you created in step 3f above

    6. Save the group

      groups-contains-single-tag-pending-partners.png

       

    Legacy: How to Approve Partners (Manual Approval)

    Manually approving pending partners can be as simple as changing the Partner Program field manually or adding the pending partner to a Step Sequence. Use a Step Sequence when you need to add the new Partner to an integrated Wordpress site.

    Manual Approval (no Partner Center access)

    To manually approve pending partners, you’ll perform an action on your pending partners group in your Contacts Collection.

     

      1. Go to your Contacts Collection

      2. Select your pending partners group (see section How to Create a Partner Signup Form (manual approval))

      3. Check off the Contacts you want to approve and add to your Partner Program

      4. In the Actions drawer, click on Change Field Value

      5. Select the Field: Partner Program

      6. Select your Partner Program

      7. Click Save

     

     

    Manual Approval with Step Sequence (Partner Center access)

    1. Create a Step Sequence to assign the Partner program and (optional) Wordpress Affiliate Center access to your new Partners.

    2. Create a Rule Step. Under THEN DO THIS select "Change the value of a field". Select the field "Partner Program" and select the new Partner program.

      rule-change-value-of-field.png
      change-partner-field-to-x.png

    3. If you have an integrated WordPress site, click the + ADD NEW ACTION link and select "Give access to WordPress Membership Level". Assign the "Partner" level.

      rule-give-access-to-wordpress-membership-level.png

      rule-give-access-to-wordpress-membership-level-partner.png

    4. Save the Rule Step.

    5. Add a Message Step welcoming the new Partner, and giving them the Wordpress login credentials using Merge Fields.

    6. Save the sequence.

    7. Assign new Partners to the Step Sequence when you approve them.

     

    Other Resources

    Partner Management Overview

    Create a Partner Program

    Partner Global Settings

    Add Partner Promotional Tools

    Creating a Partner Signup Form

    Create a Partner Welcome & Thank You Process

    Enable the Partner/Affiliate Center in WordPress

    Test your Partner Program

    Partner Management FAQ

    Manage Commissions and Payments

    Partner SubID Tracking

    Partner Tracking Pixel

     

     

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