Understanding and setting up reward triggers

A reward trigger is a rule that tells Keen when a reward should be created, who should receive it, and how much it should be worth.

You set reward triggers inside a channel. Once a trigger is active, Keen watches for the selected event, such as a new lead, a specific lead status, or a transaction. When the event happens, Keen creates the reward and places it into the relevant payout period.

A simple example

Imagine that Acme refers leads to your company. Your agreement says that Acme earns 10% when a referred lead reaches the Won status.

The reward trigger would say:

• Reward receiver: Acme, the referring partner
• Trigger event: Specific lead status
• Status: Won
• Calculation: 10%
• Payout frequency: Monthly
• Auto-accept: Off, if your team wants to review rewards first
• Activation: Active

After the trigger is active, a future lead that moves to Won can create the reward automatically. Keen groups it into the monthly reward report for review and payment.

Decide the agreement before configuring Keen

The setup is easier when both companies already agree on:

• who earns the reward;
• what result earns it;
• whether the reward is fixed or percentage-based;
• which value a percentage should use;
• how often rewards are reviewed and paid;
• whether each reward needs approval.

Write the rule in one sentence before opening the wizard. For example:

"Acme earns DKK 500 when a referred lead reaches Qualified. Rewards are reviewed and paid monthly."

If that sentence is unclear, the configuration will probably be unclear too.

Understand the parts of a reward trigger

Every reward trigger answers six practical questions.

Who receives the reward?

For a normal channel, you can choose the referring or receiving company. Most referral agreements reward the referring partner, but Keen lets you match the rule to the agreement.

If the partner has not joined yet and the channel has a placeholder partner, you can select the placeholder. Rewards can accrue before the invitation is accepted, then follow the real partner when they are added.

In a partner program, Keen resolves the receiver from the partner connected to each lead, so the setup applies across the program.

What event earns the reward?

You can choose:

• New lead: creates a reward when a new lead is added.
• Specific lead status: creates a reward when a lead moves to the selected status.
• Transaction: creates a reward when a purchase or transaction is recorded.

Choose the event that represents the value you intend to reward. A new-lead reward encourages volume. A Qualified or Won status encourages a later outcome. A transaction reward connects the reward to recorded revenue.

How is the amount calculated?

You can choose:

• Percentage: a percentage of the relevant deal or transaction value.
• Specific amount: a fixed amount in the channel currency.

A fixed amount is easy to understand when every successful result has similar value. A percentage often fits partnerships where deal sizes vary.

When is it paid?

Choose a payout frequency:

• Monthly
• Quarterly
• Bi-annually
• Annually

Keen uses this schedule to create payout periods and group rewards into reward reports. If different triggers use different schedules, Keen can create separate reports for those periods.

Are rewards accepted automatically?

When auto-accept is on, matching rewards start as Accepted. When it is off, they start as New reward and need review before payment.

Auto-accept works well for a simple, trusted rule with reliable data. Manual review is safer when amounts need checking or when the partnership is new.

Is the trigger active?

An active trigger can respond to future matching activity. A paused trigger is saved but does not create rewards.

For a normal channel, Keen needs a reward receiver before the trigger can be active. If no receiver is assigned, the trigger is saved as paused.

Create a reward trigger

1. Open Partner channels.
2. Select the channel where the reward agreement applies.
3. Open the Reward triggers tab.
4. Select Create trigger.

You can also start from the Reward setup card on the channel overview.

Step 1: Choose the reward receiver

Select the company that should earn the reward. Check the role shown beneath the company name:

• Referring partner sends the lead.
• Receiving partner receives and works the lead.

Do not choose based only on which company is yours. Choose the party named as the receiver in the commercial agreement.

If a placeholder partner is available, use it only when you intentionally want rewards to accrue before the real partner joins.

Step 2: Choose the trigger event

Select New lead, Specific lead status, or Transaction.

If you choose a status, select the exact channel status that earns the reward. Use a status both companies understand. If Won means different things to different teams, agree on the definition before activating the trigger.

Status-based triggers respond when a lead changes to that exact status. They do not reward leads that were already in that status before the trigger became active.

Step 3: Choose the calculation model

Select Percentage or Specific amount, then enter a number.

Examples:

• Enter 10 for a 10% reward.
• Enter 500 for a fixed reward of 500 in the channel currency.

For percentage rewards, make sure the relevant deal or transaction amount will be recorded. Without reliable value data, the calculated reward may not match your agreement.

Step 4: Choose the payout frequency

Select how often rewards should be grouped for payout.

Monthly is useful for active referral partnerships. Quarterly or bi-annual schedules may suit finance teams that prefer fewer payout reviews. Annual schedules generally fit lower-volume or long-cycle arrangements.

The payout frequency controls reporting periods. It does not mean Keen sends money automatically.

Step 5: Choose the approval behavior

Decide whether new rewards should be auto-accepted.

Leave auto-accept off when:

• the deal value may need verification;
• the rule is new;
• finance should review every reward;
• exceptions are common.

Turn it on when the input data is dependable and your team is comfortable accepting every matching reward automatically.

Step 6: Name and activate the trigger

Give the trigger a name that another person can understand without opening it. Good examples include:

• 10% on won deals
• DKK 500 for qualified lead
• Monthly reseller commission

Choose whether to activate it immediately. If you are still checking statuses, amounts, or the receiver, save it as paused.

Step 7: Review before saving

Keen shows a summary of:

• receiver;
• trigger event and status;
• calculation;
• payout frequency;
• auto-accept setting;
• activation state.

Read the summary as a sentence and compare it with the agreement. Pay particular attention to percentage versus fixed amount, the selected status, and who receives the reward.

Then select Create reward trigger.

Test the rule safely

Reward triggers apply to future activity. Creating or activating one does not normally backfill rewards for old leads, earlier status changes, or past transactions.

Before relying on a new trigger:

1. Confirm the trigger is active.
2. Use a clearly identified test lead if appropriate for your process.
3. Perform the event the trigger watches, such as moving the lead to the selected status.
4. Open Rewards or the relevant reward report.
5. Check the receiver, amount, status, and payout period.
6. Remove or account for the test data according to your normal process.

If several active triggers watch the same event, more than one reward may be created. Review the full list for the channel before testing.

Review reward reports

Keen creates reward cycles and reports from the payout frequency. Use the channel's reports link or open Reports to review the grouped rewards.

Check which rewards are:

• new and waiting for review;
• accepted;
• approved for the next step in your process;
• paid or still outstanding.

The trigger defines when rewards are created. Your team still needs a clear process for review and payment.

Manage an existing trigger

From the Reward triggers tab, you can:

• select the trigger name to edit it;
• switch it between Active and Paused;
• review its receiver, event, model, and amount;
• archive a trigger that should no longer be used;
• unarchive a trigger if it needs to return.

Pause a trigger before changing an agreement when you do not want new events created during the review.

Common mistakes to avoid

• Selecting the wrong company as receiver.
• Rewarding a new lead when the agreement requires a qualified or won result.
• Selecting the wrong channel status.
• Using a percentage without recording the value it should be based on.
• Turning on auto-accept before the data is reliable.
• Assuming the payout frequency sends money automatically.
• Expecting the trigger to create historical rewards.
• Leaving overlapping active triggers that reward the same event unintentionally.

Reward trigger checklist

Before activating the trigger, confirm that:

• the receiver matches the agreement;
• both partners understand the event that earns the reward;
• the selected status is correct, if used;
• fixed versus percentage calculation is correct;
• the channel currency and value data are suitable;
• the payout frequency matches the payment process;
• auto-accept or manual review is intentional;
• the name explains the rule clearly;
• a future test event produces the expected reward;
• your team knows where to review the reward report.

A good reward trigger should be easy to explain and easy to verify. Start with one clear rule, test it with future activity, and add more only when the partnership needs them.