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Data Synchronization and Authority Status Management

Managing data synchronization and authority status is crucial for controlling which agencies and agents can sell your products. This guide covers how to sync licensing data and set appropriate selling authorities.

Read the step-by-step guide below or check out the video walkthrough. 

Understanding Data Synchronization

What Synchronization Does

When you synchronize an agency or agent:

  • Pulls current licensing data from NIPR
  • Begins daily monitoring of license status
  • Counts toward your NPN cap
  • Enables compliance checking
  • Activates the record for business use

Cost Implications

Important: Synchronization is when agencies/agents start counting toward your contracted NPN cap. The system requires confirmation before bulk synchronization to prevent unexpected costs.

Synchronizing Agency Data

Individual Agency Synchronization

  1. Navigate to the agency needing synchronization
  2. Click the Sync button
  3. Confirm the action
  4. Wait for success indicator
  5. Data pulls from NIPR immediately

Bulk Agency Synchronization

For multiple agencies:

  1. Access your agency list
  2. Select agencies to synchronize
  3. Click Sync All
  4. Confirm the bulk action (double authorization required)
  5. System processes all selected agencies

Note: Bulk sync requires extra confirmation due to cost implications.

Synchronizing Agent Data

Individual Agent Synchronization

  1. Navigate to the agent list within an agency
  2. Click Sync for specific agents
  3. Confirm the action
  4. Monitor for completion

Bulk Agent Synchronization

  1. Access the agent list
  2. Choose to sync:
    • Selected agents only
    • All agents at once
  3. Click Sync All if doing bulk
  4. Confirm the action
  5. Watch for completion indicators

Handling Sync Errors

If synchronization fails:

  • Red error message appears
  • Common causes:
    • Invalid NPN/license number
    • NIPR data issues
    • State-provided data errors
  • Contact support for resolution
  • May need to verify with agent/agency

Managing Authority Status

Understanding Authority Levels

Authority status controls selling permissions:

  • Authorized: Can sell products
  • Reviewing: Pending approval
  • Declined: Cannot sell products

Setting Agency Authority

  1. Navigate to the agency profile
  2. Access authority status settings
  3. Select states for authorization
  4. Choose authority level:
    • Authorized: Approve for selected states
    • Reviewing: Keep in pending status
    • Declined: Deny selling authority
  5. Save changes

Requirement: At least one state must be authorized to move from "Reviewing" to "Authorized" status.

Cascade Effect on Agents

Agency authority affects all associated agents:

  • Declining an agency automatically declines all its agents
  • Authorizing an agency allows individual agent authorization
  • Changes cascade immediately

Setting Agent Authority

  1. Navigate to agent list
  2. Select agents to authorize
  3. Choose:
    • Authorize All: Approve all agents
    • Individual Selection: Approve specific agents
  4. Save changes

Note: Agents can only be authorized if their agency is authorized.

Automation Settings

Invitation-Based Automation

For agencies onboarded via invitation:

  • Auto-authorization can be enabled in settings
  • Agencies approved automatically upon completion
  • Manual review not required

Manual Control Scenarios

Keep manual control for:

  • Bulk uploaded agencies
  • Internally added agencies
  • Special compliance requirements
  • Risk management needs

State-Level Authority Management

Coming enhancements will allow:

  • State-specific authority control
  • Automatic updates when licenses expire
  • Granular compliance management
  • Product-specific authorities

Integration with Policy Systems

When integrated with your policy administration system:

  • Real-time compliance checks
  • Automated authority validation
  • License status verification
  • Selling permission enforcement

This prevents unauthorized sales and maintains compliance automatically.

Best Practices

Cost Management

  1. Selective Sync: Only sync active partners
  2. Monitor Usage: Track against your cap
  3. Clean Data: Remove inactive records
  4. Plan Growth: Anticipate cap needs

Future Enhancements

The platform continues to evolve with:

  • Enhanced appointment capabilities
  • State-level authority controls
  • Automated compliance responses
  • More granular permission settings to separate authority from appointments.

These updates will provide even more control over your distribution network.

As always, if you have any questions or something doesn't quite make sense, please reach out to us on our support channels.