Reseller Management Guide

This guide explains the reseller system, how resellers work, and how to manage them effectively.

What is a Reseller?

A reseller is a business partner who can create and manage multiple tenant accounts (client accounts) under their own account. Resellers purchase licenses and can allocate them to their clients.

Key Concepts

• License Count: Total number of licenses a reseller has purchased
• License Used: Number of licenses currently allocated to active tenants
• Available Licenses: Remaining licenses that can be used (license_count - license_used)
• Tenant: A client account created by the reseller

Reseller Workflow

1. Becoming a Reseller

Users become resellers when:

• A super admin creates a reseller account for them in the admin panel
• The reseller account is linked to their user account

2. Purchasing Licenses

Resellers purchase licenses through:

• The reseller license purchase page (/reseller/licenses)
• One-time payments via Stripe
• Volume discounts based on quantity:
• 1-9 licenses: $25.00 per license
• 10-49 licenses: $20.00 per license
• 50-99 licenses: $17.50 per license
• 100+ licenses: $15.00 per license

3. Creating Tenant Accounts

Once a reseller has licenses:

1. They log into the main application (/login)
2. They can create tenant accounts using their available licenses
3. Each tenant creation uses one license
4. The license count is automatically decremented

4. Managing Tenants

Resellers can:

• Create new tenant accounts
• Manage existing tenants
• Deactivate/reactivate tenants
• When a tenant is deleted, the license is automatically freed up

Creating a Reseller Account

Step 1: Create or Select a User

The reseller account must be linked to an existing user account. If the user doesn't exist:

1. Go to Users in the admin panel
2. Create a new user or find an existing one
3. Note the user's email address

Step 2: Create Reseller Account

1. Navigate to Resellers in the admin panel
2. Click Create Reseller
3. Fill in the form:

• User: Select the user account
• Company Name: Reseller's business name
• Slug: Unique identifier (e.g., acme-corp, tech-solutions)
• Total Licenses: Initial license allocation (start with 0 if they'll purchase)
• Is Active: Check to activate immediately

Step 3: Allocate Licenses

You can allocate licenses in two ways:

Option A: Admin Allocation

• Edit the reseller account
• Increase the license_count field
• Save

Option B: Reseller Purchase

• Reseller purchases licenses through /reseller/licenses
• Licenses are automatically added to their account

Managing Reseller Licenses

Increasing Licenses

1. Navigate to Resellers
2. Click Edit on the reseller
3. Increase the Total Licenses field
4. Save

Note: Increasing licenses doesn't affect existing tenants.

Monitoring License Usage

View license status in the Resellers table:

• Total Licenses: Shows total allocated/purchased
• Used: Shows currently used licenses
• Available: Calculated automatically

License Best Practices

• Start Small: Begin with a small allocation, increase as needed
• Monitor Usage: Check regularly to ensure resellers have adequate licenses
• Plan for Growth: Anticipate reseller needs and allocate accordingly
• Track Purchases: Keep records of license purchases for billing

Reseller Capabilities

What Resellers Can Do

• Create and manage tenant accounts
• Purchase additional licenses
• White-label the application for their clients
• Access reseller-specific features
• View all tenants they've created

What Resellers Cannot Do

• Access the super admin panel
• View other resellers' tenants
• Modify system-wide settings
• Grant super admin status

White-Labeling

Resellers can configure white-label settings for their tenants:

Branding Configuration

The branding_config field (JSON) can include:

• Custom logos
• Brand colors
• Custom domains
• Favicon
• Login backgrounds

Implementation

Resellers typically manage white-labeling through:

• Settings pages in their account
• API integrations (if available)
• Custom configurations per tenant

Troubleshooting Reseller Issues

Reseller Can't Create Tenants

Check:

1. Reseller account is active (is_active = true)
2. Available licenses > 0
3. User account is properly linked
4. User is logged into the correct account

Solution:

• Verify reseller status in admin panel
• Check license count and usage
• Ensure user account exists and is linked

License Count Issues

Problem: License count doesn't match actual usage

Solution:

• Review tenant count vs. license used
• Manually sync if needed (adjust license_used field)
• Check for orphaned tenants

Reseller Needs More Licenses

Option 1: Admin Allocation

• Edit reseller account
• Increase license_count
• Save

Option 2: Reseller Purchase

• Reseller purchases through /reseller/licenses
• Licenses automatically added

Deactivated Reseller

Problem: Reseller account is inactive

Impact:

• Reseller cannot create new tenants
• Existing tenants remain active
• Reseller cannot log in (if restricted)

To Reactivate:

• Edit reseller account
• Check "Is Active"
• Save

Best Practices

Onboarding New Resellers

1. Create User Account: Ensure user account exists
2. Create Reseller Account: Link to user, set initial licenses
3. Provide Documentation: Share reseller guide and resources
4. Training: Offer onboarding session if needed
5. Monitor: Check in regularly during first few tenant creations

License Management

• Track Purchases: Keep records of all license purchases
• Proactive Allocation: Monitor usage and allocate before limits
• Clear Communication: Inform resellers about license status
• Documentation: Maintain clear records for accounting

Support

• Quick Response: Respond promptly to reseller inquiries
• Clear Policies: Document license purchase and allocation policies
• Regular Check-ins: Monitor reseller health and satisfaction

Related Documentation

• Super Admin Guide
• Becoming a Reseller
• System Overview

Updated on: 13/03/2026