Updating Agency Information

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

When to Update Agency Information

Common scenarios requiring updates:

• Bulk uploaded agencies with minimal initial data
• Information received via email after initial setup
• Data collected during office visits
• Missing documents or contacts
• Changes to agency structure or personnel

Accessing Agency Records

Step 1: Navigate to the Agency

1. Go to your agencies list
2. Click on the agency name you want to update
3. The agency profile opens with multiple tabs

Step 2: Understanding the Tab Structure

Each tab contains different types of information:

• Overview: Basic agency information
• Contacts: User roles and contact details
• Agents: Individual agent listings
• Documents: W9s, agreements, and other files
• Authority: Compliance and selling status
• Payment: Banking and commission details
• Custom Fields: Responses to your specific questions

Updating Different Information Types

Editing Basic Information

1. Click on the relevant tab
2. Look for the Edit button
3. Make your changes
4. Save the updated information

The system immediately saves all changes.

Adding or Updating Contacts

To add new contacts:

1. Navigate to the Contacts tab
2. Click Add New Contact
3. Enter contact information:
   • Name
   • Email
   • Phone
   • Role assignment
4. Save the contact

This is useful for adding contacts for agencies that were bulk uploaded without complete contact information.

Managing Agents

Add individual agents to an agency:

1. Go to the Agents tab
2. Click Add Agent
3. Enter agent NPN or license number
4. System validates and adds the agent

Document Management

Adding Missing Documents

For agencies missing key documents:

1. Go to the Documents tab
2. Upload any missing items:
   • W9 forms
   • E&O policies (covered in separate tutorial)
   • Cyber policies (covered in separate tutorial)
   • Other compliance documents
   • Supporting documentation

Document Storage

The system stores all documents centrally:

• Easy access for compliance reviews
• Historical document retention
• Version tracking for updates

Financial Information

Adding Payment Details

1. Navigate to Payment Details
2. Add banking information:
   • Account numbers
   • Routing information
   • Payment preferences
3. Save for commission processing

Custom Questions and Fields

Updating Custom Responses

If you've configured custom questions:

1. Go to the appropriate section
2. Add or update responses
3. Useful for tracking:
   • Premium volumes
   • Market segments
   • Special requirements
   • Business metrics

Identifying Missing Information

Running Missing Data Reports

The system can identify gaps:

1. Access the reports section
2. Run a "Missing Documents" or "Missing Data" report
3. See which agencies need updates
4. Prioritize your update efforts

This is particularly useful for:

• Agencies onboarded years ago
• Incomplete bulk uploads
• Compliance audits
• Data cleanup projects

Alternative Update Methods

Agency Portal Self-Service

Once launched, the agency portal allows:

• Agencies to update their own information
• Reduced manual work for your team
• Real-time data accuracy
• Automatic notifications of changes

Bulk Update Options (coming soon)

For multiple agencies:

• Use bulk upload features for mass updates
• API integration for systematic updates
• Report-driven update campaigns

API

Speak to us about using our API to update and centralize information you have on agencies across different systems. 

Best Practices for Data Maintenance

1. Regular Reviews: Schedule periodic data audits
2. Prioritize Compliance: Focus on required documents first
3. Leverage Self-Service: Encourage agencies to maintain their own data
4. Use Reports: Identify gaps systematically
5. Document Changes: Keep notes on significant updates

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