Companies: Grouping Agents by Brokerage
Group real estate agents by brokerage in Spatiko — link clients to a company, roll up their orders and balances, merge duplicates, and set company pricing.
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A company is a brokerage, property manager, or team you work with. Link its agents to it and every order they book rolls up in one place — so you can see what a whole brokerage brings in, what it owes, and who there actually books, without adding up agents one by one.
Companies sit next to Clients in the main menu and are how Spatiko handles brokerage accounts. They’re available on every plan. Anyone on your team who can view clients can see them; creating, linking, and archiving need permission to edit clients.
The Companies list
The Companies page lists each company with its logo, its member and order counts, and the dates of its last order and when it was added. If a company has a price list assigned, the list’s name shows under the company name. Use Show to switch between active, archived, and all companies, and select rows to Export CSV, Archive, or Restore in bulk.
Suggested companies
You probably already have companies hiding in your client list: the company names agents typed when they booked, or that you entered by hand. When clients have a company name typed in but aren’t linked to a company yet, a banner offers to group them by that name — “3 clients look like 2 companies”. Spatiko matches names ignoring capitals, spacing, punctuation, and endings like “Inc” or “LLC”.
Click Review to open Suggested companies. Each suggestion shows how many clients it covers:
- Create & attach makes the company and links those clients to it.
- Attach to existing links them to a company you’ve already created with that name.
- Attach past orders (on by default) also pulls in those clients’ existing orders that aren’t tied to a company yet.
Apply all works through every suggestion at once. Clients who are already in a company are skipped, never moved. You can dismiss the banner; it comes back when a new suggestion turns up, and until then a button in the page header (for example Review 2 suggested) opens the same list.
Creating a company
Click New company and fill in the Name, plus an optional Website and Notes for your team — billing contacts, preferred turnaround, anything worth remembering. You can pick Members right away or add them later. With members picked, tick Attach these members’ past orders to the company to bring their existing orders in too.
Company names are unique. If you type one that already exists, Spatiko says This company already exists and offers Open existing company — including when that company is archived, so you can restore it instead of making a second copy.
Linking clients to a company
There are three ways to link someone:
- From the company: Add member on the company record. Pick one or more clients and a role, and leave Attach their past orders on if you want their history to roll up. A client belongs to one company, so picking someone who’s linked elsewhere moves them here.
- From the client: the Company section of the client record has Link to a company…, where you can also create a new company on the spot. Once linked, the same card offers Change company… and Unlink from the company.
- From a typed name: if a client only has a company name typed in, the card shows it as Not linked yet with a Link button. That creates the company if it doesn’t exist yet and links the client in one step.
Unlinking or removing someone keeps them as a client, and their orders already attached to the company stay with it. Only orders that aren’t tied to any company are pulled in when you link someone new.
Member roles
Each member has a role, and an optional title such as “Listing agent”:
- Agent — books orders. This is the default.
- Admin — manages the company. Admins can also change the company logo from their client portal.
- Billing — pays the invoices. This one is a label for your reference only. It doesn’t change who receives invoices.
What’s on a company record
The sidebar holds the company’s logo, name, and website, plus notes and the date it was added. Click the logo to upload or crop one. You’ll see a Logo uploaded by the company tag if a company admin set it from their portal, and a Synced tag on companies that came from an HD Photo Hub migration.
The record has four tabs:
- Overview — lifetime revenue, order count, outstanding balance, and member count, then the busiest members and the most recent orders. A company with members but no orders offers Attach past orders.
- Members — everyone linked, with their role, title, and order count. You can change a role or title right in the table. Open in Clients shows the same people on your Clients list.
- Orders — every order tied to the company, with Active, Archived, and All views. Open in Orders jumps to your Orders list filtered to this company.
- Billing — Owed to you, Paid to date, the company’s Pricing, and its unpaid orders.
The Billing tab and the money figures on Overview only show for team members who can view invoices. Credit, payment terms, and invoices stay per client: the company’s Billing tab notes that they’re managed on each member’s own Billing tab. A combined invoice also bills one client, not a whole company.
How orders get a company
When an order is created — by you or through your order forms — Spatiko stamps it with the company its client belongs to at that moment. That’s what makes the company’s order count, revenue, and balances add up.
The stamp stays put. If an agent later moves to another brokerage, their past orders stay with the old company, and new orders go to the new one. To correct a single order, use the Company section of the order’s sidebar: Change company… or Remove company from this order.
On your public booking form, the company field is labelled Company (optional). Whatever a new agent types there is saved on their client record as a typed name, which is exactly what feeds the suggestions above. It doesn’t create or link a company on its own.
Merging duplicate companies
Imports, bookings, and typos can leave the same brokerage on two records. When Spatiko spots likely duplicates, a banner on the Companies page says so — “2 companies look like 1 real one”. Review opens Possible duplicates, where each group explains why it matched:
- the same words, ignoring order and words like “Inc” or “Realty”
- the same name apart from spacing or punctuation
- one name is the other plus a word
- names that differ by what looks like a typo
Pick the record to keep, untick any that aren’t really the same business, and click Merge the other one in. You can also merge a single company from its own ⋯ menu with Merge into another company….
What a merge does:
- Moves every member and every order, archived orders included, onto the company you keep. Those orders then show the kept company’s name.
- Fills gaps — the kept company picks up a website or notes only if it doesn’t have them already.
- Restores the kept company if it was archived.
- Deletes the merged record. It can’t be undone.
- Doesn’t carry over the merged record’s logo (upload it on the company you keep) or its price list. Moved members book at the kept company’s pricing, unless they have a price list of their own.
Merging needs order-management access as well as permission to edit clients.
Archiving or deleting a company
Archive company is the safe way to retire one. An archived company stops appearing in company pickers, the booking form, and the client portal, and its price list stops applying. Its members, orders, and history stay exactly as they are, and Restore company brings it back any time.
Delete company is for records nobody booked through. It’s blocked while any active order is tied to the company — Spatiko points you to merging instead, or to archiving if you can’t merge. When it goes through, members stay as clients but lose the link, and any archived orders keep the company name as plain text. Deleting can’t be undone.
Company pricing
A company can have its own deal: assign a price list from the Pricing card on its Billing tab, and every member books at those prices unless they have a list of their own. Members’ client records show the company’s list on their own Pricing card. See the price lists guide for how discounts, custom prices, and private items work.
What agents see
- On your booking form, a signed-in agent whose record is linked sees their company with the note “Company set by” your business name, instead of a field to type in.
- In the client portal, their account page shows a Your company block with the company’s name, “Linked by your studio”, and its member count. Company admins can change the company logo there.
- Orders stay private — being in the same company doesn’t let agents see each other’s orders in the portal. Each agent still sees only their own.
- On property websites, the company’s logo appears next to the brokerage name when the agent hasn’t uploaded a brokerage logo of their own.
For the agent’s side of the portal, see managing your account and agent profile.
Companies from imports
You don’t have to link everyone by hand after switching to Spatiko. The client CSV import, the order CSV import, and the Aryeo and HD Photo Hub migrations find or create companies from the company names in your data and link clients automatically. They never move a client who’s already in a company. Each import’s summary counts the companies it created and the clients it linked.
Go deeper
- Client records — the record each company member has, with their own billing and payment settings.
- Custom pricing with price lists — give a whole brokerage its own rates without publishing them.
- Weekly and monthly billing — bill a busy agent once a week or once a month instead of per order.
- Client analytics — see which agents keep coming back.
- Roles and permissions in depth — decide who on your team can edit companies and see their balances.
Frequently asked questions
Can a client belong to more than one company?
No. A client belongs to one company at a time. Adding someone to a company from its Add member dialog moves them there if they were linked elsewhere, while the New company dialog and the suggestions skip anyone who's already in a company.
Can agents at the same brokerage see each other's orders in the client portal?
No. Being in the same company doesn't give colleagues access to each other's orders. Each agent still sees only their own orders, and the company shows up on their account page as the brokerage you linked them to.
Does giving someone the Billing role send them the company's invoices?
No. Billing is a label for your own reference. Invoices still go to the client each order bills, and payment terms, credit, and invoices are managed on each member's own Billing tab.
If I move an agent to a different company, do their old orders move too?
No. Orders already tied to a company stay where they are when a client changes company or leaves one. When you link someone, you can choose to pull in their past orders that aren't tied to any company yet.