AgentSync Portals 101: What is a Portal and How do I Manage my Agents in a Portal?

This article covers everything you need to know about AgentSync's portals - from what a portal is to how to onboard and offboard agents in the portal!

Click below to jump to the section you'd like to learn more about:

• What is a Portal and Why do I Need One?
• What Types of Portals are There?
• How to Invite a Producer to the AgentSync Portal
• How to Bulk Invite Producers to the Portal
• How to Reset a Portal User's Password
• How to Offboard a Portal User

What is a Portal and Why do I Need One?

Portals allow data entry by agents without full granting full access to AgentSync Manage or the Salesforce platform. This saves time for licensing admins because agents can manage their own input and keep it up to date as things change. It also provides an extra layer of data security by allowing direct entry as opposed to sharing sensitive information via email or other means. 

Portals are customizable, so additional fields of information can be added to collect specific information required by your company. Portals also allow agents to directly upload documents, like E&O proof, W-2s, etc. for your admin team to review

What Types of Portals are There?

1. ​​Agent Licensing Portal (for Agencies or Carriers with internal agents)
   • Enables internal agents to complete their producer details (biographic information, address information, employment history, and background questions) so that their agency/carrier may submit license transactions on their behalf
   • Agents can update Continuing Education (CE) info 
2. External Producer Portal (for Carriers)
   • Enables external producers to input information about themselves or the agents that rollup to them so that the carrier may submit appointment transactions on their behalf.
   • Can cover questions like "What state would you like to be appointed in?"
   • Allows an MGA/MGU to verify licenses on behalf of an underwriting company.
   • Ability to bulk upload up to 500 agents at a time
3. External Aggregator Portal (for Carriers)
   • Enables external producers to input information about themselves or the agents that rollup to them so that the carrier may submit appointment transactions on their behalf. 
   • Allows an MGA/MGU to verify licenses on behalf of an underwriting company.
   • Allows external users to update Agency records in AgentSync
   • Ability to bulk upload up to 500 agents at a time
     
     

How to Invite a Producer to the AgentSync Portal

Step 1: Navigate to your producer's Contact record by typing their name in the Global Search Bar at the top of your screen

Step 2: Click the name of your producer with the label Contact under the name

Step 3: Click Create/Update Portal User

Step 4: A popup screen will surface. Select the desired portal from the drop down menu. If you only have one portal, there will only be one option. For multiple, there will be all available options.

Step 5: Click Save

That's it! Your producer will now receive an email inviting them to the AgentSync Manage producer portal.

How to Bulk Invite Agents to the Portal

Onboarding a new hire class?  You can invite multiple producers to your AgentSync portal at once! 

Step 1: Click the Contacts tab in AgentSync Manage 

Step 2: Select the producers that you would like to invite to the portal by selecting the box next to their name

Step 3: Click Create/Update Portal User

Step 4: Select the portal you would like to invite your producer to from the drop down

Step 5: Click Save

Your producers are now invited to the portal! They will receive an email with instructions on how to register for the portal. 

 

How to Reset a Portal User's Password

Step 1: Navigate to your producer's Contact record by typing their name in the Global Search Bar at the top of your screen

Step 2: Click the name of your producer with the label Contact under the name

Step 3: Click View Customer User

Step 4: You will be brought to the backend of Salesforce. Click Reset Password

Step 5: Click OK on the pop up

That's it! The portal user will receive an email prompting them to reset their password. 

Still having login issues?  Check this article here to troubleshoot further!

 

How to Offboard a Portal User

Does your producer no longer need access to the AgentSync Manage portal?  By disabling their access, you now have an extra license that you are able to reallocate.  Follow these steps to offboard a portal user:

Step 1: Navigate to your producer's Contact record by typing their name in the Global Search Bar at the top of your screen

Step 2: Click the name of your producer with the label Contact under the name

Step 3: Click Disable Customer User in the top right corner of the screen. 

That's it! Your producer will no longer have access to the portal.