User Guide for Agents on TransferRoom

At TransferRoom, we empower clubs, agents and players to become successful in the transfer market by giving them real-time market intelligence and direct access to a global network of decision makers.

When you join our platform you will become a TransferRoom Trusted Agent where you can:

1.  Embrace football club's new way of working and build better relationships
2.  Allow clubs to share their transfer requirements with you
3.  Showcase your full player and Head Coach portfolio to clubs
4.  Give clubs an easy way to connect directly with you
5.  Show players, Head Coaches and clubs that you are a Trusted Agent and have access to 800+ clubs

Your benefits of becoming a Trusted Agent on TransferRoom:

1.  Show clubs you are the real agent of the player or Head Coach
2.  Prevent other agents from pitching your player or Head Coach
3.  Make your player more attractive to potential clubs by adding video and notes in the dedicated Agency section in the player’s profile
4.  Get notified instantly when clubs are sharing requirements matching your player’s profile
5.  Pitch your player directly to clubs who have shared requirements with you
6.  Get feedback from clubs decision makers on your player pitches
7.  Receive interest and enquires directly from clubs
8.  Allow clubs to contact you with just 1 click via the player or Head Coach profile
9.  We will alert all clubs who have shortlisted your player
10. Build an agency profile and showcase your Agency credentials and verified players and Head Coaches
11.  Keep your players informed of the work you are doing
12. Create customised pitches of your players to share with your network 
13. Access data-rich player and Head Coach profiles 
14. Find players looking for representation and contact them directly
    
    

Table of contents

1. What is TransferRoom for Trusted Agents?
   
   
2. Onboarding
   2.1.  Create your agency profile
   2.2.  Pay for your subscription
   2.3.  Become a verified agent
   
   
3. Credits
   3.1.  Add your players
   3.2.  Pitching
   3.3.  If a player or Head Coach leaves your agency
   
   
4. Managing your Talent
   4.1.  Player data
   4.2.  If a player leaves your agency
   4.3.  Advertising your players
   4.4.  A player can only have 1 agent on TransferRoom
   
   
5. Communicating with Clubs
   5.1.  What clubs can contact me?
   5.2.  Can clubs choose which agents they want to receive pitches from?
   5.3.  Which can transfer requirements can I see?
   5.4.  What determines if there is a match between a club and a player?
   5.5.  Can I message clubs directly?
   5.6.  Can I use the pitch message as an opportunity to message clubs about other players that I represent
   5.7. How does the interaction with clubs work?
   5.8.  How do I get feedback on my pitches?
   5.9.  How long can a club 'save' one of my pitches?
   5.9.  Can I attend TransferRoom events?
   
   
6. Commission
   6.1.  Does TransferRoom take a commission if I do a deal on the platform?
   
   
7. Code of Conduct
   7.1.  What is the TransferRoom Code of Conduct for Agents?
   7.2.  Sharing logins
   7.3.  Sharing information from the platform with 3rd parties
   7.4.  Your responsibility for the truth
   7.5.  Responsible pitching etiquette
   
   

1.  What is TransferRoom for Trusted Agents? 

Now with the launch of TransferRoom for Trusted Agents we are creating a more transparent and efficient way for clubs and agents to collaborate. We are giving agents online access to the requirements of up to 800+ clubs and the opportunity to pitch relevant players and Head Coaches to these clubs. Our system means that on the Platform an agent can only pitch a player or Head Coach when he has official player approval to do so. And so we are reducing the noise and complexity often experienced in agent to club interactions today.


2.  Onboarding 

2.1.  Create your agency profile on TransferRoom

• 2.1.1.  Customising your Agency profile page
  
   
  Your Agency Profile page is designed to help you promote your agency and have it stand out to all clubs using TransferRoom. Clubs using TransferRoom will be able to reach out to you directly via your Agency Profile page for generic requests or to explore transfer opportunities about specific players in your portfolio.
   
  You'll be able to:
  • Add a header image
  • Add an agency logo
  • Add an agency profile text (to set yourself apart from other agencies)
  • Highlight your key markets so you can be discovered easily
  • Add your agency contact details
  • Add your agency Track Record (allowing you to showcase your successful transfers, verified directly by players)
  • All your verified players on TransferRoom will automatically be visible on your Agency profile page
    
    
    
• 2.1.2.  Add users
  
  You can add colleagues from your agency. All users are subject to approval from TransferRoom. Please see the terms of your contract for your user limit. This should be aligned with the number of users stated in your contract with TransferRoom.
  
  
• 2.1.3.  Add the players you represent
  
  You can upload the data that you believe will best showcase your players and get them the opportunities that best suit their career goals. Note you are responsible for the accuracy of everything you upload and you must ensure that you have consent from your players. Please see our code of conduct below and our terms of service here.
  
  

2.2.  Pay for your subscription

Ideally you pay using a credit card.  If you prefer an Order Form and Invoice your business development representative will resolve this for you. 


2.3.  Become a verified agent on TransferRoom for your players and Head Coaches

Your players and Head Coaches will verify you through TransferRoom’s approval system. 

• 2.3.1.  Message to players and Head Coaches
  
  To verify your players or Head Coaches, you can submit their phone numbers or copy a verification link and send it to them directly. If you submit their phone number, they will receive an SMS (WhatsApp available as an alternative) containing the link to confirm that they are represented by your agency. When they open the link, players will be asked to add their email address, accept our terms of service and to confirm that they are represented by your agency, acknowledging that your agency will represent them on TransferRoom.
  
  
• 2.3.2.  TransferRoom’s compliance team may carry out manual checks if there are any discrepancies or any issues.
  
  
• 2.3.3.  When these steps are completed you become a verified agent and can receive interest from clubs in your players or Head Coaches and pitch them to 
  
  
• 2.3.4. The player or Head Coach confirmation is a critical plank of TransferRoom for Trusted Agents. Without the player or Head Coach confirming the agent relationship we are not delivering what we have promised to our clubs or our other agents. We take very seriously the responsibility we have for our clients' data. We are fully compliant with GDPR and any other regulations applicable to our business. On the specific issue of player or Head Coach phone numbers, legitimate interest allows us to do this within the scope of GDPR.  All information that a player provides to us will be treated safely and securely in accordance with our Privacy Policy https://transferroom.com/common/privacy-policy/. You or an individual player or Head Coach can contact us by email at support@transferroom.com at any time to ask questions about how your information is being used. 

• 3.1.  You have the ability to add a player or Head Coach to the platform by using one of your credits as per your package. If you wish to have more credits in order to add more players or Head Coaches, you would need to upgrade to a higher package as credits cannot be purchased individually. Please speak with your Customer Success & Relations Manager to find out more.
  
  
• 3.2.  When you have loaded your players, the system will then match your players to relevant club requirements (ads) and you will then have the ability to pitch your players in response to a relevant club ad. Note agencies can change their player or Head Coaches credit allocations before Summer window in May and before Winter window in November.
   
• 3.3.  If a player or Head Coach leaves your agency, any priority credit associated with them won't be available to transfer to another player or Head Coach until the credit swap windows in either May or November.

• 4.1.  Player data
  
       4.1.1.  Position - We use historical data to determine a player's primary and secondary position. Note you cannot adjust this manually in the system. Please write to your Customer Success representative should you believe that a specific player position is not accurate.
  
  
       4.1.2.  Contract expiry - Our system will automatically add a contract expiry date based on publicly available data. If this data is not correct you have the ability to edit the contract end date.
  
  
• 4.2.  What if a player or Head Coach leaves my agency?
  
  You must inform us immediately. You are wholly responsible for the validity of all data that relates to you and to your agency, this includes keeping all player data up to date, removing any players which you no longer represent etc. Please see the Code of Conduct section at the end of this document and the terms of service which you signed up to when you joined TransferRoom for Trusted Agents.
  
  
• 4.3.  Advertising your players
  
  There is an Agency Section on the player’s profile on TransferRoom.  Here you can add the videos (Vimeo / YouTube links only) and notes you need to advertise your players. Note you can’t add your contact details or any links that take the user away from the platform. See below.
  
  
• 4.4.  What happens if a player or Head Coach is using multiple agents?
  
  A player or Head Coach can only select one agent on TransferRoom regardless of whether he has more than one agent outside the platform. He confirms who can represent him on TransferRoom through the TransferRoom verification process. The player or Head Coach will always have the final word on who represents him and we will always defer to him. Our terms of service has more detail.
  

• 5.1.  Which clubs can contact me?
  
  Any club on our platform can contact you. There are currently over 800 clubs on TransferRoom.
  
  
• 5.2.  Can clubs choose which agents they want to receive pitches from?
  
  The default setting of the agency feature is that a club will give pitching access to all Trusted Agents, but it is possible that a club can revoke pitching access for specific agents if they so wish.
  
  
• 5.3.  Which club transfer requirements can I see?
  
  You do not have the ability to see all requirements from all clubs. You will be notified and can see the requirements of a club when you have a player in your agency that matches the requirements of a club ad.
   
• 5.4.  What determines if there is a match between a club and a player?
  
  There are three main ways to determine the relevance of a player to a club Ad. The system only allows you to pitch a player that matches the positional, height and age profile of the club’s requirement. Secondly, once a player has been verified, the system will invite you to add a relevant “Strategy for the next Transfer window” - this will include intention to remain at the current club or to find a new club, as well as transfer/loan fee and salary range for a potential move. Please note that this information is confidential and will not be shared with the Clubs. TransferRoom will use this information to help inform the pitching opportunities presented. Finally, TransferRoom’s player algorithm will ensure that you cannot pitch players who are not at the required level. As an example, if a top 5 Premier League club is looking for a left- back it won’t be possible for an agent of a left- back in the third division to pitch a player. You can see Ads even if not every parameter is satisfied. I.e. the system will give you a broad selection of options, but you have to pitch responsibly in order to get success and avoid clubs revoking your pitch access.
  
  

• 5.5.  Can I message clubs directly?
  
  Yes, using the pitch message mechanism in response to a club ad for which you have a relevant player or in response to a club who has opened a dialogue with you. Please note that pitch message can only include information about the player being pitch, as per our terms of use.
  
  
• 5.6. Can I use the pitch message as an opportunity to message clubs about other players or Head Coaches that I represent?
  
  No, the pitch message mechanism is designed for Trusted Agencies to be able to provide additional, supplementary information about the player being pitched, in order to increase the odds of promoting a transfer for the player in question.
  
  Ensuring the accuracy of our pitching system and that players pitched match the requirements shared by the clubs is incredibly important for TransferRoom as this enables us to ensure valuable opportunities are being provided to the Trusted agencies we work with, whilst providing the clubs in our network with a wider range of profiles to meet their needs.
  
  Please note that clubs value the TransferRoom’s verification and pitching systems as well as what the Trusted agency status represents. This behaviour is strictly strictly against our code of conduct and terms of service.
  
  TransferRoom’s system will automatically detect misuse of the pitch messaging system and notify Agents when this is the case. Once a warning has been sent to Trusted agencies, should further issues be detected, our system will automatically suspend the Agency’s account.
  

1. 5.7.  How does the interaction with clubs work?
   
   1.  A club shares an Ad containing their player requirements. This will have Player Position, Transfer Type (To Buy/To Loan), Transfer Fee Budget + Annual Gross Salary Budget. This may also include specific age and height requirements.
   
   2.  You get a notification if you have players which match the ad.
   
   3.  You pitch your players to the club requirements.
   
   4. You'll be able to see which clubs save/dismiss/declare interest in your pitch. When a club 'declares interest' in your pitch, you will be able to see their phone number to continue the conversation on WhatsApp or in the TransferRoom Messaging System. 
   
   5. If included in your subscription, you will be able to Plus Pitch. Plus Pitching allows you to pitch your player or Head Coach to any 20 clubs within our global network. 

• 5.8.  How do I get feedback on my pitches?
  
  As above clubs will give direct feedback to you on the platform; they can dismiss your pitch, save your pitch or declare interest to connect directly with you. Please don’t spam clubs with pitches that are not relevant.
  
  
• 5.9.  How long can a club ‘save’ one of my pitches? We don’t place a limit on how long a club can save a pitch. We see a saved pitch as a positive. There could be a number of reasons that a club saves a pitch; it could mean that the Club seeing the Pitch wants to discuss the player's profile internally before making a decision or that the player is not their highest priority right now, but that they would consider him if they run out of options or for upcoming transfer windows. Having a pitch saved means they can access the information and easily get in touch with you anytime. 
  

•  5.91.  Can I attend TransferRoom events? Event participation is in line with the details of your subscription. Please see your contract or speak to your Customer Success & Relations Manager for more information.

• 7.1.  What is the TransferRoom Code of Conduct for Agents?
  
  As verified agents on TransferRoom you contribute to the reputation of all agents on our TransferRoom for Trusted Agents.  Integrity of our users and our platform is integral to everyone’s success. When you joined TransferRoom you signed up to a set of behaviours and ways of working,  full details are here. We have zero tolerance for bad behaviour and any breach of our code of conduct will result in immediate closure of your account and a permanent ban for you and for your agency from the platform.  You will not get a refund. And you will be liable for all damages incurred by TransferRoom. Agents pitching players or Head Coaches are responsible for their actions on TransferRoom and agencies are responsible for the behaviour of all users from their agency. 

• 7.2.  Sharing logins
  
  Your login is for you and you alone, this means you cannot share with this anyone. This includes sharing a login with a team member within your agency. We regularly carry out detailed security checks on our systems and if our system detects any unusual activity we will promptly investigate. In the event any such investigation came back to unusual login activity with your user name this would be classed as a contact breach.  The agency is responsible for the behaviour of all agents within its organisation. 
  

• 7.3.  Sharing information from the platform with 3rd parties
  
  TransferRoom is a closed platform and information that is available on TransferRoom for Trusted Agents cannot leave our platform, either systematically or anecdotally. Our users have always taken a responsible approach and work respectfully to protect each other and our community.  We regularly carry out detailed security checks on our systems and if our system detects any unusual activity we will promptly investigate. In the event any such investigation came back to unusual login activity with your user name or any user at your agency this would be considered  a contact breach.  Our compliance team also investigates anecdotal instances of TransferRoom data existing outside the platform. In the event any such investigation came back to your agency, this would be classed as a contract breach.
  

• 7.4.  Your responsibility for the truth
  
  You have confirmed by accepting our terms that you have permission to do everything that is needed with your player on TransferRoom for Trusted Agents. Everything that is declared and submitted on TransferRoom must be completely true and you are wholly responsible for the validity of all data that relates to you and to your agency, this includes keeping all player or Head Coach data up to date, removing any players or Head Coaches which you no longer represent etc. You will have the ability to update the contract expiry date of the players or Head Coaches you represent. You are legally responsible for the accuracy of any changes you make.  Creating false information on our platform and/ or failure to keep updated records on our platform will be classed as a contract breach. It is also your responsibility to share with your players the TransferRoom privacy policy and you have agreed this when you signed our terms.
  
  
• 7.5.  Responsible Pitching Etiquette
  
  We strongly advise that you do not spam clubs with players or Head Coaches that are not relevant. While not a breach of our Terms, this will negatively impact your experience on our platform. You cannot share your phone number or your email in notes on the players profile or in "pitch messages" when you are pitching a player or Head Coach; nor can you use this space to add any links that take a user outside of the platform. The functionality of TransferRoom is designed to be as effective as possible for both clubs and agents. Clubs always have the ability to contact you on TransferRoom, when they wish to do that.
  
  When you have permission to pitch your players in response to an ad, you may only pitch the players that appear in the drop down. It is forbidden to use the text box to pitch other players. Remember clubs can revoke your pitch access at any time and irrelevant pitching will encourage them to do this.
  
  TransferRoom’s system will automatically detect misuse of the pitch messaging system and notify Agents when this is the case. Once a warning has been sent to Trusted agencies, should further issues be detected, our system will automatically suspend the Agency’s account.