Data Flow
1 Introduction
This document provides comprehensive documentation for the Agency CRM system, detailing its configuration, features, and functionalities. The CRM is designed to streamline agency operations, manage leads, commissions, stakeholders, and reporting, and enhance communication and productivity. This documentation is intended for agency administrators, users, and other stakeholders to understand and effectively utilize the system.
}})
2 Configuration
The Configuration covers settings for archives. Where the Important Documents can be uploaded like training manuals etc in form of PDFs and links.
}})
2.1 Archive
FunctionalityAgencies can upload links and PDF files, which are stored securely in the CRM’s archive.
Steps1. Navigate to Configuration > Archive.
2. Upload a PDF or add a link (e.g., training manual).
Example: Upload a “Policy Guidelines.pdf”.
}})
3 Lead Details
The Lead Details module enables Agency to track and manage lead-related data efficiently.
}})
3.1 Lead Section
FunctionalityThe Lead Details section is designed to manage and track leads effectively, providing a clear overview and filtering capabilities.
Steps1. Go to Lead Details > Lead.
Example: Filter leads by “California” and “Pending Review” to analyze regional performance.
}})
3.1.1 Lead Disposition (Automated Email and Text)
FunctionalitySuper Admin and agency admin can make the automation messages template for different disposition in which he can add what thing should go with the message like leadid,passcode,primary-contact etc While update the lead on the agency admin and agency user side when he change the disposition the modal pop up in which user can see the template of the disposition which he change after filling the message format mail or sms it can update the lead and the mail and sms go to the lead owner
Steps1. Go to Configuration > Template.
Example:
}})
}})
3.1.2 Recent Leads
FunctionalityThe system displays leads updated within the last 30 days in the first section for quick access
Steps1. Go to Lead Details > Lead > Recent Leads.
2. View recent leads in the first section.
Example:
}})
3.1.2 Filter Leads
Functionality:The second section allows users to apply filters to leads based on criteria such as status, date, or source.
Steps1. Go to Lead Details > Lead > Filter Leads.
2. View filters leads in the Second section.
3. Use filters (e.g., by state, disposition) in the second section.
Example: Filter leads by “California” and “Pending Review” to analyze regional performance.
}})
3.2 Commission Section
}})
FunctionalityThe Commission Management section mirrors the lead management structure but focuses on commission tracking and management.
Steps1. Navigate to Lead Details > Commission Section.
2. View recent leads and apply filters in filter leads (e.g., by carrier).
3. Review countable
Example: Adjust commission for a lead under “ABC Insurance” to reflect a bonus.
3.2.1 Recent Commissions
Functionality Shows commissions associated with leads updated in the last 30 days.Agencies can assign commission-related tasks to a Conservation Admin.
Steps1. Go to Lead Details > Commission Section > Commission.
}})
3.2.2 Commission Filtering
FunctionalitySimilar to lead filtering, users can filter commissions by various parameters. Displays metrics such as total commissions or pending payments.
Steps1. Go to Lead Details > Commission Section > Filter Leads.
Steps2.Agencies can update and manage commission details, including adjustments and approvals.
}})
4 Stakeholders
The CRM supports various stakeholder roles, each with specific functionalities.
}})
4.1 Agency Admin
FunctionalityCreate, view, and update Agency Admin profiles.Handle the active/inactive status of Agency Admins.
Steps1. Go to Stakeholders > Agency Admin.
2. Create a new admin and assign to an agency.
3. Update details or status as needed.
Example: Assign “John Doe” as Agency Admin for “NorthStar Agency”.
}})
4.2 Agency User
Create, view, and update Agency User profiles.Manage the status of Agency Users.
}})
4.3 Agents
Similar to Agency Admin, but for Agents assigned to agencies.
}})
4.4.1 Agents Creation
Agent can created by super admin and agency when super admin creating agent he have to assign it to some agency but on agency he can make agent for himself only.Super Admin and Agency can also add the license state of that agent in which it works on also add the expiration date of each and every state he is adding.Vicidial Information are also can be added into the agent information
Agent Type: In creating the agent they have agent type LOA and independent it effect on accessing to the leads from his side while accessing the lead
LOA Case: First it check the lead state with the carrier over ride state that is there or not if it present then check with the agency of that agent who is accessing that lead to check that agency have lead state in his override state or not and also check the expiration after that it check with the agent license state and also check the expiration
if the lead state is not present in the carrier override state then it check directly the license state of agent also check the expiration
on Independent Case: It check the lead state directly to the license state of agent also check the expiration
It can also select the salary information in which Super Admin or agency have to tell about the agent salary type salary type are of three types
Fixed salary type: The agent have fixed salary so the agent cannot have commission on the leads
Percentage salary type: While creating the agent if its salary type is in percentage then it have to give how much percentage it can take on each lead
Monthly Salary Type: While creating the agent if its salary type is in monthly then it have to give how much monthly it can take on each lead
}})
}})
{{-- Steps1. Go to Stakeholders > Agency Admin.
--}} {{--2. Create a new admin and assign to an agency.
--}} {{--3. Update details or status as needed.
--}} {{--Example: Assign “John Doe” as Agency Admin for “NorthStar Agency”.
--}}4.4 Office Admins
Create, view, and update Office Admin profiles.
4.5 Office Manager
Functionality:View details and manage status.
Steps:Navigate to Stakeholders> Office Manager and review or update status.
}})
4.6 Conservation Admin
Access detailed information about Conservation Admins.
}})
4.7 Conservation Agent
Access detailed information about Conservation Agents.
}})
4.8 Marketer
Access detailed information about Marketers.
}})
5 Finance
FunctionalityThe Finance section manages the financial aspects of leads and commissions.Handle finances based on specific lead dispositions (e.g., closed, pending). View received commissions for leads when payments are processed.Update monthly revenue generated from leads.
Steps1. Go to Finance.
2. Select a lead and update financial details (e.g., commission received).
3. Adjust monthly revenue for reporting.
Example:Record a $500 commission for a lead in “Policy Issued” disposition.
}})
6 General Reporting
The CRM provides robust reporting capabilities across various dimensions.
}})
6.1 General Stats
FunctionalityGenerate date-range reports for Agent, Carrier, Plan, Product, State, Placement, Office Admin, Office Manager, Marketer, Conservation Admin, Conservation Agent, Agency Admin, and Agency User.
Steps1. Navigate to General Reporting > General Stats.
2. Select report type (e.g., “By Agent”) and date range.
3. Generate and review report.
Example:Run a report for leads created between January 1, 2025, and June 1, 2025, by Carrier.
}})
}})
6.2 Agent States
FunctionalityAgencies can assign specific states to agents within their agency, facilitating regional management.
Steps1. Navigate to General Reporting > Agent States.
2. Add states (e.g., “Texas”) for an Agent.
}})
7 Chat
Functionality:Communicate with authorized users in the hierarchy.
Steps1. Go to Chat, select a user, and send messages.
Example:Message an Agency Admin to discuss lead assignments.
}})
8 Profile
Functionality:Update profile details and change password.
Steps1. Navigate to Profile.
2. Update fields (e.g., email) or reset password.
}})
9 Help Us Improve
Functionality:Generate tickets for CRM issues.
Steps1. Go to Help Us Improve, describe the issue, and submit.
}})
10 Notifications
Functionality:View notifications for Agency activities.
Steps1. Notifications for updates (e.g., new lead assignments).
}})
11 To-Do List
Functionality: The payment method have three option daily,weekly and monthly and then check it check the method format it is initial draft date or application date and then after that it check the pay date different in lead it check the carrier of the lead then on the basis of payment method it take out the time range the start date and end date that range apply on the lead but on the carrier method format and based on the pay date difference it add it on the to do list and also it categories it on 4 types
Pending follow up issue
Client issue
Payment issue
Conservation issue
Steps1. Check To-Do List upon login or lead updates. - Example: Address a “Payment Issue” for a lead with a declined transaction.
}})