Agents, Sellers, and Billing Contacts
Put more than one person on a Spatiko order — listing agents, co-listing agents, sellers, and brokerage billing contacts, each with their own delivery link.
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Real estate jobs rarely involve exactly one person. The listing agent books the shoot, the seller wants the photos the moment they’re ready, and the brokerage’s office manager pays the bill — three different people with three different stakes in the same order. Spatiko lets you put all of them on the order, each with a role and their own access, so you’re not forwarding links and CCing people by hand.
Who can be on an order
Every person on an order has a role, and each role starts with sensible defaults for three per-person toggles: whether they receive the delivery, whether they can open the order in the client portal, and whether they’re shown on the property website.
| Role | Receives delivery emails | Portal access | Show on property site |
|---|---|---|---|
| Listing agent | On | On | On |
| Co-listing agent | On | On | On |
| Seller | On | Off | Off |
| Billing contact | Off | On | Off |
| Other | On | On | Off |
These are starting values, not rules — every toggle stays editable per person. A camera-shy co-agent can come off the property website; a hands-on seller can get portal access. The only thing that’s fixed is the primary client’s role: the person the order was booked for is always the Listing agent.
Adding and editing people
Participants join after the order exists — the booking form only names the person booking, so the seller, a co-agent, or a billing contact is added from the order itself.
The order sidebar has a People section listing everyone on the order. Small tags on each person show what they currently get — Delivery, Portal, Website, and Invoiced once they have an invoice on the order.
- Add person puts someone new on the order. Pick an existing client (or create one on the spot), choose a role, and adjust the three switches — Receives delivery emails, Portal access, and Show on property site. Picking a role resets the switches to that role’s defaults.
- Edit anyone to change their role or toggles later.
- Remove takes away a person’s access on this order only — their client record is kept.
The section also lists the order’s on-site contacts — the tenant who opens the door, the stager on site. A contact who turns out to matter beyond the doorstep can be promoted to a client, which makes them a client record and a participant on the order in one step.
What each person receives
When you send a delivery, everyone set to receive it gets their own delivery link — not a shared URL passed around by email. That matters for more than tidiness: each person’s link shows them their own view of the order, so a co-agent never sees the primary agent’s billing, and nobody is waiting on someone else to forward the photos.
A billing contact flips the defaults: they receive billing emails, not the delivery. Note that their defaults keep Portal access on — so once the order is delivered, opening the order still shows the full gallery. That suits an office manager who occasionally checks the photos; for a bookkeeper who must never see media, switch Portal access off too. With both Receives delivery emails and Portal access off, their link opens only the order’s billing — invoices and payments, nothing else. And if the same person should get the photos with everyone else, turn Receives delivery emails on.
Pricing follows the invoice, not the link. A person with no invoice on the order — a seller, typically — sees no pricing or billing anywhere: their link opens the gallery, the property, and the shoot details, with no amounts and no pay button. Only participants who are billed see money.
Delivery isn’t the only email. Order confirmations go to every participant with Receives delivery emails on — so a billing contact is excluded by default. Only the primary client’s confirmation carries prices and the attached billing document, and only when they’re the order’s sole payer; everyone else gets logistics only — schedule, address, photographer. On an order split across more than one payer, nobody’s confirmation carries billing; each payer gets their own invoice when you send it. Reschedule notices and shoot reminders never carry pricing.
People with Portal access can also sign in to the client portal and find the order under their own account.
Billing more than one person
Each person on the order can be the payer of their own invoice — bill the full order to the brokerage’s billing contact, or split it so each agent covers their share. When you create an invoice, a deposit, or a balance invoice from the order’s Billing card, you choose the payer from the order’s participants. Billing a second payer on one order needs a higher plan — see the pricing page.
One caution if you also require payment before download: the gate reads the whole order’s payment state, so downloads stay locked for everyone until every payer has settled. If you want a co-agent’s files released independently, don’t gate the order.
The invoice side — creating, sending, deposits, and balances — is covered in creating and sending an invoice and deposits and balance invoices.
On the property website
People with Show on property site turned on appear on the order’s property website — the primary as the listing agent, others as co-agents. Inquiries from the site’s contact form are emailed to the listing agent, with published co-agents CC’d, so a lead never depends on one inbox. Listing inquiries covers how those messages are routed and where they land in the app.
A worked example
A luxury listing at 218 Glenwood Avenue books your Luxury Premier package at $849. Jordan Meyers books the shoot, co-lists it with Priya Shah, and the seller, Margaret Ellison, has asked to see the photos as soon as they’re ready.
- Jordan is the primary — role locked to Listing agent. Jordan gets the delivery, portal access, and the top spot on the property website.
- Priya is added as a Co-listing agent: her own delivery link, her own portal access, and a co-agent card on the property website. Inquiries go to Jordan with Priya CC’d.
- Margaret is added as a Seller: she gets her own delivery link the moment you send — no login, no forwarding — but she isn’t on the public website and can’t open the order in the portal. And because she has no invoice, her link shows no pricing at all — she never sees what Jordan paid.
One order, one delivery send, three people served — and if Hartwell Realty’s office pays the bill, add their bookkeeper as a Billing contact and invoice them directly.
Go deeper
- Sending a delivery — what actually goes out when the media is ready, and to whom.
- Creating and sending an invoice — bill any participant from the order’s Billing card.
- The client portal — what people with portal access see when they sign in.
- Listing inquiries — how leads from the property website reach the agents on the order.
- How clients pay and cancel a booking — what paying looks like for each billed participant.
- Client records — the records behind every person you add to an order.
Frequently asked questions
Does the seller need their own login to get the photos?
No — every person set to receive the delivery gets their own delivery link by email, and it opens without a login. Portal access is a separate toggle, off for sellers by default.
Can the brokerage's billing contact see the photo gallery?
By default they don't receive delivery emails, but they keep portal access — so once the order is delivered, opening the order still shows the full gallery. For a bookkeeper who must never see media, switch Portal access off too; with both toggles off, their link opens only the order's billing.
Does the seller see what the agent paid?
No. A person with no invoice on the order sees no pricing or billing anywhere on their link — just the gallery, the property, and the shoot details, with no pay button. Only participants who are billed see amounts.
Can two agents on one order each pay their own share?
Yes — any person on the order can be the payer of an invoice, so each agent can be billed for their own share. Billing a second payer on one order needs a higher plan — see the pricing page.