Agent Portal Overview
This portal serves as a unified system for managing producer onboarding processes, agent performance, production tracking, and dealership operations. The workflow is designed to automate tasks, maintain data consistency, and provide actionable insights. Let’s break down how this system works and what it accomplishes.
Producer Onboarding Workflow
This system simplifies the process from inquiry to contract approval. Automation handles data enrichment, scheduling, and compliance checks, allowing agents to focus on clients. Prospects receive reminders and updates, while admins verify compliance and finalize contracts efficiently. This reduces errors and accelerates production, keeping everything connected and streamlined.
1. User Scheduling & Data Enrichment
The process begins with a prospect scheduling a meeting. From there, automation takes over.
- Submission: Users fill out an online form with basic details (name, corporate email, phone, employee count) and schedules a meeting via the built-in scheduling tools.
- Enrichment: Using AI Agents, the system extracts the company domain from the provided email address and queries the web to fetch additional information (legal name, address, contact info) and populate CRM records, ensuring that all subsequent workflows are fed with accurate, structured data.
- Smart Reminders: To prevent missed meetings, the system sends out automated reminders via SMS and email to the prospect and the assigned agent.
2. Contract Generation & Compliance Review
Once the meeting is held and the prospect is ready to move forward, the system transitions to contract handling.
- Pre-Populated Contracts: Contracts are generated with pre-filled data from the relational database, minimizing manual input and reducing errors.
- Compliance Verification: During application review, key compliance questions (e.g., current litigations, recent complaints) are evaluated to flag potential issues.
- Automated Notifications: Applicants and agents are kept informed throughout the process. The system sends email notifications for key status updates (under review, approved, or declined).
3. Final Approval & Notification
After compliance verification, the final decision is made by an administrator.
- Administrator Action: After authenticating via email verification, administrators are able to review the submission to approve or decline the application.
- Fee Calculation: Admins can input the Administrative Fee (Markup), Agent Commission and optional CRM fees. The system calculates the total offset, providing a clear view of the contract’s financials before approval.
- Outcome Communication: Depending on the decision, the system sends out a signed contract or a decline notification.
Deals Integration & Production Tracking
🚧 This feature is under development and will be available in future updates.
This module focuses on tracking insurance contracts, agent performance, and production metrics. It aims to bring together data from multiple sources and provide a unified platform to manage dealership operations and production activities.
1. Data Integration & Production Tracking
Once contracts are active, the Deals module ensures efficient tracking and monitoring through real-time data integration and performance analytics.
- Historical Imports: All past policies, contracts, and performance metrics from legacy systems (e.g., TecAssured) are imported into the platform, ensuring continuity of records.
- Ongoing Updates: The system synchronizes data in real-time through automated and manual exports, keeping all production information accurate and up to date.
2. KPI Dashboard & Performance Metrics
The platform offers a KPI Dashboard to provide stakeholders with visibility into key performance indicators, including both agent-level and system-wide metrics.
- Production Overview: Tracks critical metrics such as gross deals, pending deals, and funded contracts over time.
- Agent & Sub-Agent Performance: Displays detailed productivity metrics for each agent and sub-agent, allowing managers to assess and compare performance.
Further Considerations
- Duplicate Records: Multiple quotes or contracts for the same vehicle may create redundant records, requiring deduplication.
- Inconsistent Data: Policies occasionally have incorrect or missing status fields, affecting reporting accuracy.
- Manual Data Cleanup: Some exports require human oversight to ensure data integrity, though automation handles most routine updates.
- Automated Data Cleaning: Leverage AI to identify and correct duplicate or inconsistent records, improving overall data quality.
- Regular Data Synchronization: Scheduled updates that keep data consistent across systems and minimize discrepancies between tables.
- Security and Role-Based Permissions: To protect sensitive information, the platform enforces role-based permissions. Only authorized users can access specific data fields and functions, ensuring that information does not fall into the wrong hands. This security model supports user and sub-user logins, restricting access based on roles and responsibilities.