Agency Information Management

 

 

 

 

  Managing Agent Information

 

 

 

InsurancePro stores different information about the CSRs (Insurance Agents) that your Agency employs. It is important to setup information about your CSRs. It will allow you to overview their performance, and also control their access to InsurancePro. You can access Agent Setup Screen from “Manage Agency” option or “Agency Settings” dropdown from the Main Menu.

 

Note: You cannot add information about a client until there is at least one agent added in your list of Insurance Companies.

 

You can access Agent Setup Screen from “Manage Agency” option or “Agency Settings” dropdown in the Main Menu.

 

 

or

 

 

You can also access the setup screen from the Extended Menu:

 

 

 

The Agent Information Screen:

Following is a screenshot of the “Agent Information” Screen:

 

 

All the Agents currently entered in the database are listed, and when you select one from the list, the detailed information about the Agent is displayed. From this screen, you can:

 

Add new CSR’s Information

View / Edit Information about current CSRs

Setup Access Rights

Change CSR’s User ID or Password

Delete/Recover an Agent

Setup a Signature for the Agent

  

Add new CSR’s Information

To add a new agent, first click on the option to “Add a new Agent” on the bottom left of the screen. Enter the name, address, phone numbers and other information about the agent in the text boxes provided. The User ID is the unique User ID that this CSR will use to login to InsurancePro. Once all the information is entered, you can click on “Save” to store the information about the Agent or click on “Cancel” to disregard any information entered. The default password assigned automatically to each new agent in the same as the User ID. You can change the password by clicking on “Change Password” once you have saved the Information.

 

View / Edit Information about current CSR

To view or change the information about an Agent, select him or her from this list. Then click on the option to “Edit Agent Info” from the bottom left options. You should now be able to edit the information in the text boxes. Also, you should see the “Save” and “Cancel” buttons. Once finished you can click on “Save” to store your changes or click on “Cancel” to disregard them.

 

Agent Commission/Flat Fee

You can also assign a commission percentage to CSR. This would automatically calculate the agent's commission as a percentage of the Agency's commission (not the policy premium) when entering policy information. Alternatively, you can also choose to enter a flat fee that the agent earns for each policy. Note: InsurancePro will either automatically calculate the commission or pre-fill the flat fee when entering a policy (not both), and the user can easily change the default amount.

 

Accessible Location: For agencies with multiple locations, you have the option to restrict Agents from accessing data for all locations. You can turn this setting on or off from 'Options' in Main Menu. Users will only be able to access and work with data from the location specified in this screen.

 

Setup Access Rights

One of the main features of the Agent Management screen is that you can set "Data Access Permissions" for each user. This determines which part of the program will be accessible to the agent. You have the following options:

 

·         Administrator: Complete access to all parts of InsurancePro. Administrators can also receive payments or add notes on behalf of other Agents, and make other changes to data that Non-Administrators might not be able to. Also, only administrators can access critical InsurancePro setup options.

·         Access Business Reports: Allows access to the Business Reports and Graphs.

·         Access Daily Transactions Report: Allows access to payments, new policies, expiring policies reports.

·         Access Account Reconcile: Allows access to Account Reconciliation.

·         Allow Editing Payments & Deleting Clients

·         Allow Agency Setup: Allows access to Agency, Companies and CSR setup screen. Note: Agency setup access means that this user can change access rights.

 

·         Allow Check writing and printing

·         Allow Company & User Screen Access: Allows user to access these screens to view information only, without being able to make changes.

 

Un-checking any of these boxes will restrict the user to access those particular sections in InsurancePro. The “Allow Agency Setup” option is critical because it decides who can access the Agency Setup Page. At least one of the agents MUST have access to this page. Otherwise the changes made on IP will become irreversible because no one would be able to access the Agency Setup Page. Therefore InsurancePro does not allow you to save any change that result in disabling access to Agency Setup Screen for all users.

 

Change CSR’s User ID or Password (Revised):

When you enter information for a new agent, InsurancePro forces you to assign a “User ID” and "Password". This User ID is the login name for your Agent, which they have to provide when they start InsurancePro. To change a user’s password, select their name from the list, and then click on “Change password”. You will need to type in the current password, and the new one that you want to use. You can also edit the Agent's info to change the password.

 

Delete an Agent

You can select an agent from the list and click on "Delete Agent". Once an agent is deleted, they cannot log in to the program anymore. Deleted agents cannot have new policies, payments, notes, etc, entered in their name. However, all their existing data including policies, payment history, etc will remain intact, and any report generated for previous dates will not be effected. You can also recover previously deleted Agents as Active by click on "View Deleted Agents", then selecting an Agent and Clicking on "Undelete Agent". Once undeleted, the agent will have the same privileges as before.

 

Setup a Signature for an Agent

 

With InsurancePro, you can now also attach an Agent's Signature, and then it can be printed digitally on ACORD Binders and Certificates. To attach a signature, first scan or save the Agent's signature as a 2 x 0.5 Inch image. You can use Microsoft Paint to help in creating this image. It can be saved in any image format, but a Bitmap image is recommended. Then in InsurancePro's Agent management screen, select an Agent and click on "View/attach Signature". Browse to the location on your computer where you saved the image, and select it. You should see a preview of the signature in the box.

 

This signature can be used in the following ACORD Forms:

  • Insurance Binder

  • Certificate of Liability

  • Certificate of Property

  • Evidence of Coverage

To use the signature, generate one of these forms for the customer, and click on the "Use Signature" button, and you should be able to see the signature. If you wish to use a different agent's signature on the page, click on , and the next agent's signature will be displayed. If you do not have a signature attached for the agent, you will receive a message saying a signature was not found, and the Sample image will be displayed.