Plan members

A plan member (an Incentive Resource record) is one participant in an incentive plan: a person, a partner account, a branch or a customer contact. Members sit between the plan and everything it pays. Each member gets a quota per target and period, performance is matched to them, and Process Compensation writes one compensation line for each member. Most plans fill their members automatically when the plan is saved. This page covers what a member record holds, how to check and add members, and what happens when one is removed.

Overview

A member record names the plan it belongs to and the participant. Which field identifies the participant depends on the plan's Member Type:

Only that field links the member to performance. The other fields on the record are for information. A Resource member's Partner Account, for example, is not used to match sales.

Members are listed on the plan's record page, on the Related tab, in the Incentive Resource list. They are not in any app menu of their own.

When to use it

• After you create a plan, to confirm that the right people, partners or branches were enrolled.
• When someone joins after the plan was created, to add them.
• For a Customer plan, whose members are always added by hand.
• When a figure looks wrong, to check that the member carries the field that matches their performance.

How xMatix handles it

• Automatic enrolment. Saving a new Resource, Partner or Branch plan queues the Enrol incentive plan members background job. The job runs again whenever the plan's Member Type, Member Resource Type, Resource Group, partner Account or partner Account Group changes.
• Additions only. Enrolment adds the matching records that are not on the plan yet. It never removes a member and never adds the same resource, partner account or branch twice.
• Numbered names. Every member gets a generated number as its Name, from the Incentive Resource numbering (series INRE). The participant is shown in the Resource, Partner Account, Branch or Contact column, not in the Name.
• Quotas follow members. Adding or removing a member queues the Generate incentive target quotas job for the plan, so new members get quotas on every generated target.

Prerequisites

• Access to the Rewards app and to the plan's record page.
• For a Resource plan, active resources. For a Partner plan, active accounts flagged as partner accounts. For a Branch plan, active branches. For a Customer plan, the contacts you want to reward.
• To add members by hand, a security profile that can create Incentive Resource records (see Permissions).

Procedure

Step 1 — Check who was enrolled

1. Open the incentive plan and go to the Related tab.
2. Find the Incentive Resource list. It shows Name, Resource, Partner Account and Branch for each member, seven rows per page.
3. If the list is empty a few moments after you saved the plan, see The member list stays empty.

Who is enrolled depends on the plan:

• Resource plans enrol every active resource. When the plan has a Member Resource Type, only resources whose Type or Resource Type equals it are enrolled. When the plan has a Resource Group, only that group's members are enrolled.
• Partner plans enrol every active account flagged as a partner account. A partner Account on the plan limits enrolment to that account, and a partner Account Group limits it to the group's members that are not marked inactive.
• Branch plans enrol every active branch. A partner Account or partner Account Group on the plan limits enrolment to the branches of those partners.

The plan's Resource Group, partner Account and partner Account Group are on no seeded plan form. They can be set by import, or by an administrator who adds them to the plan's layouts.

Step 2 — Open a member

Click a member's Name in the list. The member's record page opens:

• The page header shows the member's number and its Incentive Plan.
• The Details card shows Incentive Plan, Partner Account, Branch, Resource and Contact.
• The Target card holds two lists, of quotas (Incentive Resource Target records) and of KPI data rows.

The record page is read-only, and its header has no buttons. The two lists in the Target card are not linked to the member in the standard layout, so they are not limited to this member's rows. To read one member's quotas, use the plan's Targets by KPI tab and pick the member in the drop-down (see Incentive plans).

Step 3 — Add a member by hand

Use this for Customer plans, and for anyone who joined after the plan was created.

1. On the plan's Related tab, click New on the Incentive Resource list. The new-member form opens, with Incentive Plan already set to this plan.
2. Fill the field that matches the plan's Member Type: Resource, Partner Account, Branch or Contact. This is the only field that matters for scoring.
3. Leave Resource Name empty. It is not saved.
4. Click Save.

The member gets its number and appears in the list. If the plan has targets that generate quotas, the quota job gives the new member a quota for every open period. On a target set to Value Across Resources, every member's quota is recalculated, because the Value is now divided among more members.

The lookups on this form are not filtered. Partner Account lists every account, not only partner accounts, and none of the lookups is limited by the plan's filters. Check that you pick a record of the right kind.

Instead of adding people one by one, you can re-run enrolment so that it picks up everyone who now matches the plan (see Configuration).

Step 4 — Remove a member

The seeded screens have no way to delete a member: the plan's list has no row actions, and the member page has no buttons. An administrator who needs removals adds Delete to the page header of the Incentive Resource View layout (see Configuration).

Before you remove anyone, note what removal does and does not do:

• The member's quotas, KPI data and existing compensation lines are kept.
• The next Process Compensation run leaves the removed member's compensation lines as they are and does not count them in the total. Its log reports them as lines of members no longer on the plan.
• On a Value Across Resources target, the remaining members' quotas are recalculated for open periods.
• If the removed member still matches the plan's filters, the next enrolment run adds them back. To keep someone out of an automatically enrolled plan, change the filters instead: for example, make the resource inactive, change its Type, or take it out of the plan's resource group.

Fields

Fields of the new-member form, in form order. The record page shows the same fields except Resource Name.

Business rules

• One identifying field per member type. Scoring reads only the field that matches the plan's Member Type: Resource for Resource plans, Partner Account for Partner plans, Branch for Branch plans, and the Contact's account for Customer plans. A member without that field matches no performance and scores nothing.
• Customer plans score only KPI-configuration targets. For a target with a KPI configuration, a Customer member is matched through the account of their contact. Targets without a KPI configuration never match a Customer member.
• No duplicate check by hand. Enrolment never adds the same record twice, but New does not check. Two members for the same person are scored on the same performance, and each gets its own compensation line.
• Enrolment is additive. Enrolment adds members and never removes them. Records that start to match the plan later, such as a new resource, are not added until enrolment runs again.
• Removed members come back. A removed member who still matches the plan's filters is enrolled again on the next run.
• Quota regeneration. Adding or removing members regenerates the plan's Fixed Value, Value Across Periods and Value Across Resources targets for open periods. Periods with Status Approved or Posted are not changed. A removed member's quotas are kept.
• Plan fields lock. Once a plan has members (or targets), its Member Type, Member Resource Type, Period Type, Branch, partner Account and partner Account Group can no longer be changed. Saving such a change fails with "Key fields are not editable once the related objects are added."
• Compensation follows members. Process Compensation creates one compensation line for each current member who has none, and re-scores the existing line of each current member unless its Is Compensation Received box is ticked.

Example

A distributor runs a monthly incentive plan for its 25 field reps, with Member Type Resource and Member Resource Type empty. The plan's sales target is set to Value Across Resources with a Value of 2,500,000, so each rep's monthly quota is 100,000.

1. After the plan is saved, the Incentive Resource list shows 25 members, each named INRE followed by the date and a counter. The Resource column shows each rep.
2. In the third month, a new rep joins and is set up as an active resource. They do not appear on the plan.
3. The sales manager clicks New on the Incentive Resource list, picks the new rep in Resource and saves. The list now has 26 members.
4. The quota job runs. On the open periods, every rep's quota becomes 96,153.85 (2,500,000 ÷ 26), including the new rep's. Closed periods keep 100,000.
5. At the end of the month, Process Compensation creates a compensation line for the new rep alongside the other 25.

Training

Practice exercise

In a sandbox, use a Draft Customer plan with one monthly period and one target linked to a KPI configuration.

1. Open the plan's Related tab and check that the Incentive Resource list is empty.
2. Click New on the list, type a name in Resource Name, choose a contact in Contact and save.
3. Open the new member from the list.

Expected result: the member's Name is an INRE number, not the name you typed, and the Details card shows the contact. Resource Name is not shown anywhere.

Quick reference

• A member is an Incentive Resource record on the plan's Related tab.
• Resource, Partner and Branch plans enrol their members automatically. Customer plans don't.
• Only the field that matches the Member Type counts for scoring.
• The member's Name is a generated INRE number, and Resource Name is not saved.
• New on the plan's list adds a member, with no duplicate check.
• Adding a member regenerates quotas, and Value Across Resources quotas shrink.
• A removed member who still matches the filters is enrolled again.
• Members lock the plan's Member Type and Period Type.

Permissions

Incentive Resource records follow the entity permissions on each security profile. In the seeded profiles, Sales Executive, Sales Manager, Standard User and System Admin have full access (read, create, edit and delete).

• Enrolment and quota generation run as background jobs after the plan is saved.
• If reps should not be able to add themselves to plans, reduce the Sales Executive and Standard User profiles to read-only on Incentive Resource.

Configuration

• Re-run enrolment. Enrolment runs only when a plan is created or its filters change. To pick up resources, partners or branches created later, add an entity action named EnrolMembers (server action EnrolMembers) to Incentive Plan and place it on the plan's page header, or run the Enrol incentive plan members job from the Jobs screen. Both report how many members were enrolled and how many were already on the plan. See Incentive plans — Configuration.
• Enrolment filters. Member Resource Type is on the plan form. To use the Resource Group, partner Account or partner Account Group filters, add those plan fields to the Incentive Plan layouts (see Design a form layout), or set them by import.
• Edit and Delete on a member. The Incentive Resource View layout's page header lists no actions. To let users correct or remove members, add Edit and Delete to it. Don't add Clone: a clone is a second member for the same participant, and both are paid.
• Member numbering. The member number comes from the Incentive Resource Document Name Settings (series INRE, date format day-month-year, nine-digit counter).
• New-member form. The form is the Incentive Resource Create layout. You can remove the unsaved Resource Name box, and hide the participant fields that your plans don't use.
• Bulk loading. To load many members at once, for example for a Customer plan, import Incentive Resource rows with the plan and the identifying field (see Import data).

Common problems

The member list stays empty

• The Member Type is Customer, Dealer, Role or empty. Customer members are added by hand, and Dealer and Role have no enrolment.
• No active record matches the plan's filters. For example, Member Resource Type is set and no active resource has that Type or Resource Type, or the plan's resource group has no members.
• The enrolment job failed or reported a skip. Look for Enrol incentive plan members on the Jobs screen. A plan with no Member Type is skipped with "Set the plan's Member Type."

A new person is not on the plan

Enrolment does not run on its own when a resource, partner or branch is created. Add the member with New, or re-run enrolment (see Configuration).

The name I typed is not on the member

Resource Name is not saved, and every member is named with a generated INRE number. Look at the Resource, Partner Account, Branch or Contact column to see who the member is.

A member scores nothing

Check that the member has the field that matches the plan's Member Type. A member added by hand with only a Contact on a Resource plan, or only a Partner Account on a Branch plan, matches no performance. Then work through The plan is complete but pays nothing.

A person is paid twice

The plan has two members for the same participant, usually because someone was added by hand after enrolment had already added them. An administrator removes one of the two members (see Step 4), then marks or corrects the extra compensation line.

A member I removed is back

The member still matches the plan's filters, and enrolment ran again. Change the filters so that the record no longer matches, then remove the member.

"Key fields are not editable once the related objects are added."

The plan has members, so its Member Type, Member Resource Type, Period Type and scope fields are locked. Create a new plan with the right settings.

Common questions

Why is a member called Incentive Resource when it is a branch or a partner?

Incentive Resource is the record type for every kind of plan member. The name comes from the most common case, where members are your own people. A Partner plan's members are still Incentive Resource records, with the partner in Partner Account, and a Branch plan's members carry the branch in Branch. The plan's Member Type decides which field counts.

Can one person be a member of several plans?

Yes. Each plan has its own member records, so the same resource can be a member of a monthly sales plan and a quarterly collection plan at the same time. Each membership has its own quotas and compensation lines, and the plans are scored independently. Within one plan, keep a single member per person, because two members for the same person are both paid.

Does a member's Partner Account limit which sales count?

No. On a Resource plan, the member's Partner Account and Branch are copied from the resource's defaults when they are enrolled, but scoring matches only on the Resource. To count only one partner's or one branch's documents, set the scope on the plan itself: its partner Account, partner Account Group or Branch limit which documents accrue performance.

What happens to a member's pay history if they leave?

Nothing is deleted when a resource becomes inactive. Their member record, quotas and compensation lines stay on the plan, and Process Compensation keeps scoring them as long as they are members. If you remove the member, their earlier lines are kept but are no longer counted in later totals, so record any final payment before you remove them.

Related topics

• Incentive plans
• Incentive periods
• Compensation
• Running an incentive cycle
• Rewards troubleshooting
• Resource groups
• Incentive Resource — entity reference