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Internally Adding an Agency

While the invitation process allows agencies to self-onboard, there are times when you need to add an agency directly into the system. 

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

When to Use Internal Addition

This method is ideal for:

  • Territory managers adding agencies they've recruited
  • Staff onboarding agencies over the phone
  • Adding branch agencies or subsidiaries of existing partners
  • Situations where the agency prefers you handle the setup
  • Quick additions without waiting for agency response

Step-by-Step Process

Step 1: Access the Internal Add Function

  1. Navigate to the agency management section
  2. Select the option to add an agency internally
  3. The internal addition form opens

Step 2: Enter Agency Identifier

  1. Input the agency's NPN number
  2. The system validates the NPN
  3. Agency information auto-populates
  4. Verify you have the correct agency

Step 3: Configure Agency Type

Branch Agency Option:

  • Check "Create as Branch Agency" if applicable
  • Use for subsidiaries of existing agencies
  • Maintains connection to parent agency
  • Inherits certain settings from parent

Standard Agency:

  • Leave unchecked for independent agencies
  • Creates a standalone agency record

Step 4: Add Contact Information

Email Address (Required):

  • Enter a valid email address
  • System validates deliverability in real-time
  • Prevents typos and invalid addresses
  • Must be corrected if validation fails

Benefits of Email Validation:

  • Saves time by catching errors immediately
  • Prevents bounce-backs
  • Ensures communication channels work
  • Reduces back-and-forth corrections

Step 5: Set Producer Code

Producer Code Options:

  • System can auto-generate a code
  • Manually enter your internal tracking code
  • Links to other systems if integrated
  • Optional but recommended for tracking

Step 6: Complete the Addition

  1. Review all entered information
  2. Click Add Agency
  3. Agency is created immediately
  4. No waiting for agency action required

Understanding the Results

After adding an agency internally:

Onboarding Category:

  • Shows as "Addition" (not "Invitation")
  • Indicates internal creation method
  • Affects reporting and tracking

Available Actions:

  • Add additional information
  • Configure data synchronization
  • Set authority status
  • Add agents to the agency
  • Manage compliance settings

Email Validation System

The built-in validation prevents common issues:

What It Checks:

  • Email format validity
  • Domain existence
  • Deliverability potential

If Validation Fails:

  • "Email is not deliverable" message appears
  • Must provide a valid email to proceed
  • Helps maintain data quality

Common Use Cases

Adding Branch Agencies

  1. Enter the branch NPN
  2. Check "Create as Branch Agency"
  3. System links to parent agency
  4. Maintains organizational structure

Phone-Based Onboarding

  1. Collect information during call
  2. Add agency while on phone
  3. Immediate access granted
  4. Follow up with credentials

Territory Manager Additions

  1. Manager meets with agency
  2. Adds them on-site or after meeting
  3. No delay in getting started
  4. Maintains personal touch

Comparison to Other Methods

Internal Addition vs. Invitation:

  • Faster: No waiting for agency action
  • More control: You enter all data
  • Different tracking: Shows as "Addition"
  • Same result: Fully onboarded agency

Internal Addition vs. Bulk Upload:

  • Better for: Single agencies
  • Simpler process: No CSV required
  • Immediate validation: Real-time checks
  • Interactive: See results instantly

Next Steps After Addition

  1. Configure Agency Settings:

    • Authorize products and states
    • Configure automation rules (if different settings are needed than the global settings)

  2. Add Supporting Data:

    • Upload documents
    • Add agents

  1. Enable Access:

    • Sync licensing data
    • Verify compliance status
    • Activate for business

Best Practices

  1. Verify NPNs: Double-check before adding
  2. Use Valid Emails: Ensures communication works
  3. Set Producer Codes: Maintains tracking consistency
  4. Document Branch Relationships: Use branch feature appropriately
  5. Complete Setup: Don't leave agencies partially configured

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