Sales representatives play a vital role in driving revenue growth, expanding customer acquisition, and strengthening brand presence. Properly managing sales rep licenses ensures your team can access the tools they need to drive revenue, avoid sync issues, and maximise every customer interaction.
This guide will show you how to manage licenses, add or edit reps, and answer common questions. Before you add sales reps in the system, you'll need to understand the different license types, as well as other settings to apply.
📊 Sales Rep License Comparison Chart
All sales reps must have a license assigned within the system. There are two licenses available: Standard (paid) and Basic (free).
Each sales rep must have a unique rep number, and customers must be assigned to each rep. No two reps can share the same number.
| Feature / Function | Basic License (Free) | Standard License (Paid) |
| Access to RepZio Web App | ✅ | ✅ |
| Access to RepZio iOS App | ❌ | ✅ |
| Review submitted & unsubmitted client orders | ✅ | ✅ |
| Create new clients | ✅ | ✅ |
|
Browse Products (Client must be selected in WebApp first) |
✅ | ✅ |
| Review sales rep stats | ✅ | ✅ |
|
Research/process leads (ShopZio & B2B Direct in Web App only) |
✅ | ✅ |
| Submit orders for clients | ❌ | ✅ |
| Access to Flipbooks | ❌ | ✅ |
| Access to Send Files | ❌ | ✅ |
| Access to Tags | ❌ | ✅ |
| Access to Badge Scanning | ❌ |
✅ |
👥 Showroom vs Admin Mode
The key difference between showroom and admin modes is order visibility:
Showroom Mode: Reps can view all customers but only the orders they have submitted.
Admin Mode: Reps can view all customers and all orders, regardless of who submitted them.
⚠️ Important: We do not recommend enabling Admin Mode temporarily as it may create issues for reps.
🔹 Note: For reps attending a physical market, either Showroom or Admin Mode should be enabled.
🔑 Purchase Sales Rep Licenses
Each sales rep must have a registered license to access the RepZio platform. Licenses can be purchased in WebManager:
Log into WebManager
Click Sales Reps → Manage Licenses
Click Add Licenses
-
Update your license count:
Click + to add licenses
Click Save, Request, or Update, depending on your account
Enter your credit card information
🔹 Note: You will be unable to add new reps until licenses have been purchased and allocated.
🔎 Understanding Billing Details
Starting with your next billing cycle, newly purchased licenses will be added to your monthly invoice. Licenses purchased at a pro-rated amount require purchase with a credit card.
| Field | Description |
| License Type | Type of licenses available: basic or standard |
| Quantity (Qty) | Number of licenses currently available |
| Assigned | Number of licenses specifically assigned to sales reps |
| Unassigned | Number of licenses unassigned |
| Cost Per User | License fee per rep |
| Total Monthly Cost | Total cost for all licenses you are being billed |
| Next Invoice | Date of next invoice |
| Days Left in Cycle | Number of days remaining in your current billing cycle |
| Total Monthly Cost | Total cost for all licenses (additional services may be billed separately) |
➕ Add a New Sales Rep
Go to Sales Reps → View/Edit Sales Reps
Click the + New Rep icon on the upper right
Enter or select the appropriate information for each required or optional field
Click Save & Add Sales Rep
Click Push Data Live
The rep will receive a welcome email with instructions for installing the app
| Field | Required |
Optional |
| First Name | ✅ |
|
| Last Name | ✅ |
|
| Phone # | ✅ |
|
| Cell Phone # |
|
❌ |
| Fax # |
|
❌ |
| Address |
|
❌ |
| City |
|
❌ |
| State |
|
❌ |
| Rep # (each rep must have a unique rep #) | ✅ |
|
| Market Name |
|
❌ |
| Email Address ⚠️ | ✅ |
|
| Password 🔹 | ✅ |
|
| License Type | ✅ |
|
| Parent Rep 🔸 |
|
❌ |
| CC Order Emails |
|
❌ |
| Exclude Price Levels |
|
❌ |
⚠️ Important: If a sales rep works across multiple brands, we recommend that you setup the rep using the same email as used by other brands. Using different email addresses for each account may cause sync issues and require frequent logins/logouts. To avoid delays and data conflicts, confirm with the rep which email should be used before setup.
🔹 Note: If a sales rep is already in our system, once you enter the email address, the following message will appear: "This Rep's password has already been set". If this message appears, you will be unable to set or change the password on behalf of the sales rep. The rep can complete a password reset or you can initiate it for them through WebManager.
🔸 Note: When setting up parent and sub-reps, ensure that you select "none" in the dropdown for any parent rep. If you do not, you will be unable to select the rep as a parent rep for another rep.
📘 Learn more here → 👥 Manage Parent and Sub-Reps
🔄 Change a Rep’s License Type
Go to Sales Reps → View/Edit Sales Reps
Select the desired rep
Click Edit Rep in the upper right
Choose a license type from the License Type dropdown
Click Save Changes
Click Push Data Live
❌ Exclude Price Levels
To prevent a rep from viewing specific price levels in the app:
Enter the numerical values of the price levels to exclude (e.g., 1, 2)
Click Save Changes
Click Push Data Live
⚠️ Important: Reps must log out and back in to see updates.
If a customer is assigned to the rep, they will still see the customer, but pricing defaults to the base level, which may cause confusion.
In Showroom or Admin Mode, reps may still see all customers regardless of exclusion settings.
🚮 Deleting a Sales Rep
Go to View/Edit Sales Rep
Click the Trash Can next to the rep’s name
Confirm deletion in the pop-up window
🔹 Note: If a rep is assigned to multiple divisions, you can delete them from one division without affecting the others.
➕ Reactivate a Sales Rep
Deactivated reps move to Inactive. To reactivate:
Click the Inactive tab
Select Reactivate Rep
Reassign a license for access
❌ Remove Sales Rep Licenses
When removing a sales rep, we recommend that you also reduce your license count. If you do not reduce your license count, you will continue to be billed based on the licenses in the system. You are charged based on how many licenses you have in the system, not how many licenses you are currently using. Follow the steps below to remove licenses:
Log into WebManager
Click Sales Reps → Manage Licenses
Click Add Licenses or Update
-
Update your license count:
Click − to remove licenses
Click Save, Request, or Update, depending on your account
⚠️ Important: Deactivating or deleting a rep does not reduce your license count. To adjust billing, go to WebManager → Sales Reps → Manage Licenses.
💬 FREQUENTLY ASKED QUESTIONS (FAQS)
Q. Does transferring a rep # transfer customers or order history?
A. Yes, when re-assigning a rep #, order history should transfer. Reps may need to tap Check for Order History button to sync order history. Unsubmitted orders do not transfer to any other device.
Q. Does transferring a rep # reduce my license count?
A. No, if you're not replacing a rep, reduce your license count manually. The system won't allow you to reduce below your current assigned licenses.
Q. Why can’t a sales rep see their customers?
A. Poor internet during a data sync is often the cause. Have the rep fully log out and back in. If that fails, perform a Refresh Data.
Q. Why do I see a blank white screen when logging into the RepZio app?
A. If a rep is seeing a blank white screen when logging into the RepZio iOS app, it's likely because the user account doesn't have the correct license assigned. Only Standard licenses allow iOS app access. If the license is set to "Basic" or "None", the app won't load properly, and the rep will be unable to use the app.
If a sales rep is experiencing this issue, re-assign the appropriate license (i.e., Standard) and then push data live while the rep logs out + in to re-sync.
Q. Can reps share rep numbers?
A. No, reps should never share rep numbers. Doing so can lead to customer assignment errors and will require cleanup by the brand’s admin.
Q. Can a rep have multiple email addresses?
A. No, each sales rep can have only one email address in WebManager. To send order confirmations to additional recipients, use the CC Order Emails field.