How to review the LearnWorlds affiliate management menu as an admin

The Affiliate Management menu in LearnWorlds helps you oversee and analyze the performance of your affiliate program directly from your admin dashboard.

This feature brings value by allowing you to track affiliate activities, manage commissions and payments, and understand how your affiliates contribute to customer acquisition and sales.

In this article, you’ll learn what each section of the Affiliate Management menu provides, including how to view affiliate data, track commissions, monitor payments, and access leads and customers referred by affiliates.

Dashboard overview

The Dashboard provides a high-level summary of:

• Total affiliates
• Total commissions generated
• Commissions due
• Payments processed
• Leads and customers

Use this page for a quick snapshot of performance.

Affiliates tab

The Affiliates tab displays all users assigned as affiliates. For each affiliate, you can see:

• Email address
• Commission rate
• Customers referred
• Total sales generated
• Commission earned
• Amount due
• Amount paid

Each affiliate also gives you two action options:

• Edit Affiliate: You can change the affiliate’s name, customize their commission rate, and select their payment method (PayPal, wire transfer, or other).
• Deactivate Affiliate: You can choose to deactivate the affiliate if needed.

Clicking on an affiliate user will open their profile, where you can view their overall performance. Information includes:

• Affiliate ID
• Payment method
• Customers referred
• Referral link clicks
• Generated leads
• Customers brought in
• Sales achieved
• Commissions earned
• Payment history and due commissions

- You have the option to export all affiliate data in CSV or XLS format for external use.

- To manually add a new affiliate, click Add Affiliate. The only restriction is that you can only add people who are already users of your school. So, if you are asked to add an affiliate manually, make sure they have registered with your school. 

Commissions

The Commissions tab displays detailed information about every commission generated through your affiliate program. You’ll be able to review what you’ve already paid and what is still pending for each sale, along with the date of the transaction. 

Each commission is sorted into tabs so you can easily track its current status:

• New – Commission generated but not yet reviewed
• Approved (Not Matured) – Approved and waiting for maturity period
• Approved (Payable) – Ready to be paid
• Paid – Marked as paid
• Rejected – Excluded from payout

You can manually:

• Accept a commission (moves it to Approved and starts maturity period)
• Reject a commission (excludes it from payout)

Once a commission is approved, it automatically moves to "Approved (Not Matured)". This starts the maturity period, which allows time for handling refunds or disputes. After the set period passes, the system automatically updates the commission to "Approved (Payable)", clearly indicating that it’s ready to be paid.

To help you manage and review commissions efficiently, LearnWorlds provides useful filters:

• By product – focus on specific course or bundle performance
• By date range – choose between the last 7, 30, or 60 days

Payments

In the Payments tab, you can track which commissions are due, which have been paid, and which are still not payable. You can select one or more commissions using tickboxes and mark them as paid. You can also filter these commissions by the chosen payment method.

• If using PayPal, you can export a file formatted for PayPal mass payments. Import this file directly into PayPal to process multiple payouts efficiently.
• Marking a commission as “Paid” does not send money automatically. You must complete the payment externally.

Leads

The Leads tab shows users who registered after clicking an affiliate link but have not yet purchased. This is helpful for building segmented email marketing lists and identifying how well affiliate campaigns are generating sign-ups.

You can filter the leads by date and also export data in a CSV or Χls form. 

Customers

The Customers tab shows users who purchased through your affiliate program and details about them, such as:

• The customer’s email

• The affiliate who referred them

• The date the customer registered for the course

- If you use Shopify as your payment gateway for the affiliate link to work, the user should be created in LearnWorlds before purchasing the product.

- You can filter customers by date and export data in a CSV or Χls form. 

Features per plan

Our built-in affiliate system is available on the Pro Trainer (core functionality) and Learning Center plan (advanced functionality).

Here’s what’s available in each plan:

Important notes

• If a user is already registered in your LearnWorlds school and later clicks on an affiliate link, they will not be counted as a new customer. As a result, no commission will be generated for that affiliate. The user will need to create a new account from the same browser that accessed the site via the affiliate link, and before the cookie expiration.
• If you would like to track a brand new user who has been signed up through an affiliate link, you can navigate to Report Center → Activity History → Events Log and detect the Referred by on the More info tab.
• You can find out more about how your Affiliates can access their affiliate dashboard in our respective article.
• When a referral purchases one of the affiliate products, the affiliate earns a commission (if the product was part of the program at the time of purchase).
• If a referral purchases products outside of the affiliate program, the affiliate does not earn commission, even though the person is still considered a referral for the school