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Inviting an Agency

The agency invitation process allows you to onboard new distribution partners quickly and efficiently. 

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

 
 

Overview

The invitation system:

  • Sends branded emails to prospective agencies inviting them to onboard
  • Can be triggered manually or via API integration
  • Allows for both global and per-invitation customization

Step-by-Step Invitation Process

Step 1: Access the Invitation Form

  1. Navigate to the agency management section
  2. Click Invite Agency
  3. The invitation form opens with your default settings

Step 2: Enter Basic Information

Fill in the following fields:

Required Information:

  • First Name: Contact person at the agency
  • Last Name: Contact person at the agency
  • Email Address: Where the invitation will be sent
  • Entity Type: Select one:
    • Agency
    • Wholesale Broker
    • Agency Network

Optional Information:

  • Agency Name: Can be entered now or corrected later
  • Producer Code: For internal tracking across systems

Step 3: Configure Agency Requirements

Agency NPN Requirement:

  • Default: Required (recommended)
  • Can be disabled for:
    • Sole proprietors
    • States that don't require business entity licenses (e.g., Wisconsin in certain cases)
    • Special circumstances

To modify: Toggle the "Require Agency NPN" switch if needed

Step 4: Select Producer Agreement

If you have multiple producer agreements:

  1. Click the dropdown menu
  2. Select the appropriate agreement for this agency
  3. The selected agreement will be presented during onboarding

Step 5: Customize Onboarding Settings

Override global settings for this specific invitation if needed:

Payment Details:

  • Toggle ON/OFF based on whether you need payment information
  • Useful when payment handling varies by agency type

Product and State Selection:

  • Keep ON to have agencies specify their operating parameters
  • Turn OFF to grant automatic access to all products/states

Cyber Policy Requirement:

  • Set as required or optional
  • Depends on your risk management policies

Custom Questions:

  • Enable/disable any custom questions you've configured
  • Tailor the onboarding experience per agency

Step 6: Send the Invitation

  1. Review all settings
  2. Click Send Invite
  3. An email is automatically sent to the agency contact
  4. You're redirected to the invitation tracking page

Managing Sent Invitations

Tracking Progress

After sending, you can monitor:

  • Current step in the onboarding process
  • Completion percentage
  • Which steps remain

Example: "Step 1 of 7 complete"

Available Actions

Resend Invitation:

  • Use if the original email was missed
  • Helpful if invitation went to spam
  • Click Resend Email

Copy Invitation Link:

  • Access the unique invitation URL
  • Send via alternative communication methods
  • Useful for follow-up communications

Edit Invitation: After sending, you can still modify:

  • Contact name corrections
  • Add/update producer code
  • Toggle NPN requirement
  • Update any settings

Changes take effect immediately and update the onboarding flow.

API Integration Options

The invitation process can be automated via API:

  • Connect to your website's contact forms
  • Integrate with CRM systems (HubSpot, Salesforce, etc.)
  • Trigger invitations from other business systems
  • Maintain producer codes across platforms

This eliminates manual data entry and accelerates onboarding.

Common Scenarios

No Agency NPN Required

  1. Edit the invitation
  2. Toggle off "Require Agency NPN"
  3. Update the invitation
  4. The NPN step is removed from their flow

Wrong Email Address

  1. Create a new invitation with correct email
  2. Or edit existing invitation with new contact info
  3. Resend to the correct address

Custom Onboarding Path

  1. Adjust settings before sending
  2. Turn specific requirements on/off
  3. Create a tailored experience for each agency type

Best Practices

  1. Verify Email Addresses: Double-check before sending
  2. Follow Up Quickly: Monitor progress and assist stuck agencies
  3. Use Producer Codes: Maintain consistency across systems
  4. Customize When Needed: One size doesn't fit all agencies

Next Steps

Once an agency receives the invitation:

  • They complete the onboarding steps
  • You receive notifications of their progress
  • Their information populates in your system
  • You can review and approve their access

The entire process typically takes minutes for the agency to complete.

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