Affiliates

The affiliate registry is the master record of the people affiliated with your family compensation fund (caja de compensación). Everything else depends on its accuracy: who gets paid a subsidy, who can receive a monetary allowance, or who meets the requirements for a loan. This guide explains, for operators, how to look up, register and update affiliates and their family group, and how to keep the database up to date.

Who it’s for. The registry is managed from the operator dashboard. Affiliates, for their part, can update some of their own data and their family group from the app or the web portal (see §6).

1. What is the affiliate registry? #

The registry is the authoritative list of your compensation fund’s affiliates. For each affiliate it stores personal, employment and administrative data, and each one is linked to their family group (beneficiaries). Every affiliate has a status that reflects their standing with the compensation fund:

2. How to look up an affiliate #

1. In the operator dashboard, open the Affiliates section.
2. You’ll see the list of affiliates, with their name, document, affiliation number, employer and status.
3. Search by name, document number or affiliation number, or use the status filters.
4. Click the affiliate to open their detail view, which shows their full information: personal data, contact details, employer and job title, affiliation date and address.

Note. The affiliation number is generated by the system and is unique per affiliate. Use it as a stable identifier when the same name appears more than once.

3. Affiliate data #

These are the affiliate’s fields. The ones marked required are the minimum needed to create one; the rest enrich the profile and improve validation cross-checks.

Note. Based on their contribution base income (IBC), affiliates are placed in categories (A, B or C) that determine which economic benefits they’re entitled to. The category is derived from employment data; check it in the affiliate’s detail view or in the Subsidies guide.

4. How to register an affiliate #

You can register affiliates one at a time or in bulk from a file.

Individual registration #

1. In Affiliates, click Register affiliate (or Add).
2. Fill in the form. At a minimum: email, first names, last names, document type and number.
3. Add any optional data you have (phone, date of birth, gender, employer, job title).
4. Save. The affiliate is created and the system assigns their affiliation number.

Bulk upload from a file #

1. In Affiliates, open Bulk upload (or Import).
2. Download the template and fill it in. Required columns: email, first names, last names, document type, document number. Optional: date of birth, gender, phone, employer, job title.
3. Upload the file. The system processes it row by row and shows the progress.
4. When it finishes, review the report: how many records succeeded and, for each error, the row, the email and the reason. Fix the rows with errors and upload them again.

Warning. Before a large bulk upload, validate the template with a few rows. That way you catch formatting errors (invalid document type, duplicate emails) without reprocessing everything.

5. How to update or deactivate an affiliate #

1. Open the affiliate’s detail view from the list.
2. Edit the fields that changed (contact details, employer, job title, address) and save.
3. To withdraw an affiliate, use the deactivate option: they stop receiving benefits, but their history is kept for auditing.

Note. Deactivating does not delete the affiliate. The record and its traceability are kept; only the status changes so they no longer receive benefits.

6. The family group #

The family group is the set of beneficiaries (family members) the affiliate declares in order to access family benefits, especially the monetary allowance. Each family member needs their own data and the documents that prove the relationship and the requirements.

Relationship types #

Data for each family member #

How to register a family group #

flowchart LR
    A[Draft] --> B[Add family members]
    B --> C[Upload documents<br/>per family member]
    C --> D[Submit for review]
    D --> E{Decision}
    E -->|Approved| F[Beneficiaries enabled]
    E -->|Rejected| G[Reason is given]

1. Open the affiliate’s Family group section.
2. If applicable, record the income of the spouse or partner; it’s used in the eligibility calculations.
3. Click Add family member and fill in the form: beneficiary type, names, document and date of birth. Check the conditions that apply (disability, school enrollment certificate, legal custody, etc.).
4. On each family member’s record, upload the required documents. You can upload, replace or view them.
5. Once the group is complete (at least one family member with their documents), send it for review.
6. The administration makes the decision. The group is either approved (with the count of enabled beneficiaries) or rejected (with the reason).

Note. Affiliates can also manage their family group from the app or the portal: view their beneficiaries, add family members and upload documents. While the group is under review or approved, it’s locked for editing and only the administration can modify it.

7. How to keep the registry up to date #

An outdated registry leads to improper payments and complaints. There are two ways to keep it current:

• Manual. Individual registration or bulk upload from a file (§4), and updating data whenever the affiliate’s situation changes (§5).
• API sync (database cross-check). If your compensation fund integrates its systems with Compense, the registry can be periodically cross-checked against your sources to detect changes in employment, updates and other events, and update each affiliate’s status automatically.

Note. Syncing by file or by API is an integration option, not a step in day-to-day use of the dashboard. If you want to enable it, see Getting started, which explains at a high level how to connect your systems; your team coordinates the technical details with the Compense team.

Frequently asked questions #

What’s the minimum data needed to register an affiliate? Email, first names, last names, document type and number. The rest is optional but recommended.

I uploaded a file and some rows failed. What happened to the others? The valid rows were loaded; processing happens row by row. Check the report, fix only the rows with errors and upload them again.

I can’t edit a family group. Why? Because it’s under review or approved. In those statuses it’s locked; changes are made by your compensation fund’s administration.

Does deactivating an affiliate delete their history? No. The record and its traceability are kept; only the status changes so they stop receiving benefits.

How do I automate registry updates with my systems? Through file or API sync. Start with Getting started.