Data Flow
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1 Introduction
This guide provides a detailed overview of the features and functionalities available to Super Admins in the CRM portal. Designed to streamline administrative tasks, the portal empowers Super Admins to manage configurations, leads, stakeholders, finances, reporting, and communication tools effectively. This document includes step-by-step instructions, practical examples, and best practices to ensure efficient use of the system. The Super Admin role has full access to all modules, enabling comprehensive control over the CRM’s operations. This guide is structured to cover each module in detail, ensuring clarity for both new and experienced users.
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2 Configuration
The Configuration module allows Super Admins to customize the CRM to meet organizational needs. This section covers settings for lead forms, visibility, dispositions, carriers, plans, products, IP restrictions, and archives.
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2.1 Lead Form Settings
Lead Form Settings enable customization of the lead form and control access for various roles.
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2.1.1 Dynamic Fields
Functionality:Create, update, view, and manage the status (active/inactive) of dynamic fields displayed in the lead form.
- Steps: 1. Navigate to Configuration > Lead Form Settings > Dynamic Fields.
- 2. Fill information about field that you want to create Field Name, Field Type, Required, Visible for, Priority, Lead Type.
- 3. Update existing fields by selecting “Edit” and toggle status to activate/deactivate.
Example:Add a dropdown field for “Preferred Contact Time” with options like Morning, Afternoon, or Evening.
2.1.2 Lead Visibility Limit
Functionality:Control which roles can view leads (e.g., Agency, Agency Admin, Agent, Office Admin, Office Manager, Conservation Admin, Conservation Agent, Marketer).
Steps:1. Go to Configuration > Lead Form Settings > Lead Visibility Limit.
2. Select a role and define visibility limit (e.g., “Agent” can view lead only for 30 days).
3. Save changes to enforce restrictions.
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2.2 Dispositions
FunctionalityCreate, view, update, and manage the status of dynamic dispositions shown in the lead form.
Steps1. Navigate to Configuration > Dispositions.
2. Click “Add Disposition” to create a new disposition (e.g., “Policy Issued”).
3. Edit existing dispositions or toggle status to enable/disable.
Example: Create a disposition called “Pending Review” for leads awaiting verification.
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2.2.1 Dispositions Creation
Steps1. Navigate to Configuration > Dispositions > Create Dispositions.
2. Add the Value Like the Short Name for the Disposition.
3. Select the lead type for the dispositions(can Also select multiple dispositions)
4. A short description for the dispositions.
5. Show for is the set which disposition will be visible to which role.(By default it will be visible to the Super Admin and the agency)
Example:
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2.3 Carriers
FunctionalityCreate, view, update, and manage the status of dynamic carriers for agencies.
Steps1. Go to Configuration > Carriers.
2. Click on Add a carrier to add new carrier(e.g., “ABC Insurance”).
3. Assign carrier to specific agencies and set status also edit, update & delete.
Example: Add “XYZ Life” as a carrier and assign it to Agency A.
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2.4 Plans
FunctionalityCreate, view, update, and manage the status of dynamic plans for carriers.
Steps1. Navigate to Configuration > Plans.
2. Click on Add plan to add a new plan (e.g., “Term Life 10”).
3. Link plan to a carrier and manage status also edit, update & delete.
Example: Create a “Whole Life Plan” for “XYZ Life” carrier.
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2.5 Products
FunctionalityCreate, view, update, and manage the status of dynamic products for plans.
Steps1. Go to Configuration > Products.
2. Click on Add a product (e.g., “Basic Coverage”) to create product and link to a plan.
3. Update or toggle product status also edit, update & delete.
Example: Add “Accidental Death Benefit” to the “Term Life 10” plan.
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2.5.1 Products Creation
Steps1. Go to Configuration > Products > Create Product.
2. Add Product Name which will be the title for that product.
3. Then Select the lead Type (can also select multiple lead types).
4. Then the Compensation.
5. From the Agency Dropdown Select the Agency.
6. From the Carrier Dropdown Select the Carrier.
7. From the Plan Dropdown Select the Plan.
8. Then fill up the duration.
9. Then set the min and the Max age for this product.
10. Then the Contract years and according to that add slabs.
Example:
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2.6 General Settings
FunctionalitySet minimum and maximum limits for the face amount of leads.
Steps1. Navigate to Configuration > General Settings.
2. Enter values for minimum (e.g., $10,000) and maximum (e.g., $1,000,000) face amounts.
3. Save to apply limits
Example:Set minimum face amount to $25,000 to filter out low-value leads.
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2.7 Allowed IPs
FunctionalityRestrict user access by IP address to access CRM.
Steps1. Go to Configuration > Allowed IPs.
2. Add an IP address (e.g., “192.168.1.1”) and name for a user.
3. Update or deactivate IPs as needed and also delete.
Example: Restrict access for an Agent to a specific office IP.
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2.8 Archive
FunctionalityAdd or delete links and PDF files for other users; control visibility and download permissions.
Steps1. Navigate to Configuration > Archive.
2. Upload a PDF or add a link (e.g., training manual) also delete.
Example: Upload a “Policy Guidelines.pdf”.
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2.9 Export Columns
Functionality:Super Admin can choose which fields have to get export and for which role and also it can select where it can get export from lead or commission.While Creating User has to select the Role,table name and the columns of that table that need to be exported.
Steps1. Navigate to Configuration > Export Columns.
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2.10 Roles & Permissions
Functionality:The Super Admin first creates roles, then assigns specific permissions to each role. Users assigned to a role will have access limited to the permissions granted to that role.
Steps1. Navigate to Configuration > Roles.
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3 Lead Details
The Lead Details module enables Super Admins to track and manage lead-related data efficiently.
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3.1 Lead Section
FunctionalityView leads updated in the last 30 days, apply filters, view
countable, and export data.
The color scheme in the Leads Index table is used to convey the status of lead dispositions
clearly:
Green indicates leads that have been successfully disposed.
Yellow highlights leads that require attention or have warnings.
Red represents leads with problematic dispositions that may need further review or action.
This visual indicator helps users quickly assess lead statuses and prioritize their follow-up accordingly.
Steps1. Go to Lead Details > Lead.
2. View recent leads in the first section.
3. Use filters (e.g., by state, disposition) in the second section.
4. Review countable (e.g., total leads, conversions) after filter.
5. Click “Export” to download filtered data as CSV.
Example: Filter leads by “California” and “Pending Review” to analyze regional performance.
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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:
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3.1.2 Lead Countable and Graphs
Functionality: After Applying Filters You can see a button (See Countable) on the Leads (that are filtered) Table,when you will click that you can see the countable like carrier,dispositions etc. and when you will click on that cards of the specific like disposition it will show you the graph representation for the Countable.
Example:
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3.2 Commission Section
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FunctionalityView leads updated in the last 30 days, apply filters, view countable, export data, and manage commissions.
The Negative Amount reflecting the chargebacks.
The Problematic reflecting the pending leads commission.
The Due and receive reflecting the Client-Paid-Company-Paid commission.
Steps1. Navigate to Lead Details > Commission Section.
2. View recent leads and apply filters in filter leads (e.g., by carrier).
3. Review countable and export data.
4. Update commission details for a lead (e.g., set commission rate to 5%) and also assign to conservation Admin.
Example: Adjust commission for a lead under “ABC Insurance” to reflect a bonus.
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3.3 Older Leads
FunctionalityView leads not updated for 6 months and export filtered data.
Steps1. Go to Lead Details > Older Leads.
2. Filter leads (e.g., by agency) and export as needed.
Example: Export leads inactive since December 2024 for follow-up.
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4 Stakeholders
The Stakeholders module allows management of various user roles within the CRM.
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4.1 Agencies
FunctionalityCreate, view, update, and manage agency status.
Steps1. Navigate to Stakeholders > Agencies.
2. Add a new agency (e.g., “NorthStar Agency”).
3. Update details or toggle status (active/inactive).
Example: Deactivate an agency temporarily during a restructuring.
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4.2 Agency Admin
FunctionalityCreate, view, update, assign to agencies, and manage status.
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”.
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4.3 Agency User
Similar to Agency Admin, but for users with limited permissions.
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4.4 Agents
Similar to Agency Admin, but for Agents assigned to agencies.
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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 override 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.
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.
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4.5 Office Admins
Similar to Agency Admin, but for Office Admins.
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4.6 Office Manager
Functionality:View details and manage status.
Steps:Navigate to Stakeholders > Office Manager and review or update status.
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4.7 Conservation Admin
Similar to Agency Admin, but for Conservation Admins.
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4.8 Conservation Agent
Similar to Office Manager, but for Conservation Agents.
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4.9 Marketer
Similar to Office Manager, but for Marketers.
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4.10 Moderator
FunctionalityCreate, view, update, and manage status.
StepsNavigate to Stakeholders > Moderator and manage as needed.
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5 Finance
FunctionalityManage finances for leads based on dispositions, view received commissions, and update monthly revenue.The Leads The are dispose as Client Paid Company Received that will show on the finance Section automatically.
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.
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6 General Reporting
The General Reporting module provides detailed insights into CRM performance.
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6.1 General Stats
FunctionalityGenerate date-range reports for Agency, 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.
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Example:
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6.2 Disposition Analysis
FunctionalityAnalyze leads by Office Admin, filter by various criteria, and export data.
Steps1. Go to General Reporting > Disposition Analysis.
2. Apply filters (e.g., monthly premium range $100–$500).
3. Export results.
Example:Analyze leads with face amounts between $50,000 and $100,000.
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6.3 Search Queries
FunctionalityView search queries applied by roles in Lead and Commission sections.
Steps1. Navigate to General Reporting > Search Queries and review.
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6.4 Disposition Changes
FunctionalityView and filter disposition changes.
Steps1. Go to General Reporting > Disposition Changes and apply filters.
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6.5 Agent States
FunctionalityAdd states for Agents across agencies.
Steps1. Navigate to General Reporting > Agent States.
2. Add states (e.g., “Texas”) for an Agent.
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7 Chat
Functionality:Communicate with authorized users in the hierarchy.Super Admin Can create the groups as by clicking on the users Icon on the Chat navbar.
Steps1. Go to Chat, select a user, and send messages.
Example:Message an Agency Admin to discuss lead assignments.
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8 Profile
Functionality:Update profile details and change password.
Steps1. Navigate to Profile.
2. Update fields (e.g., email) or reset password.
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9 Help Us Improve
Functionality:Generate tickets for CRM issues.
Steps1. Go to Help Us Improve, describe the issue, and submit.
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10 Notifications
Functionality:View notifications for Super Admin activities.
Steps1. Notifications for updates (e.g., new lead assignments).
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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.
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