Bulk Actions in AgentSync Manage

If you are to looking expedite some of your daily tasks in Manage, like Onboarding Producers, Appointing Producers, Terminating Appointments, Adding Producer Assignments or Inviting Agents to the Portal, this article is for you!

Many of the actions you take in AgentSync Manage can be done in bulk! This article walks through all of our bulk processes to help save you even more time. 

Click on the link to jump to the desired section:

• Bulk Onboard Producers
• Bulk Onboard Producers with Producer Assignments
• Bulk Appoint Utility in Manage
• Bulk Appoint Eligibility Reasons Dictionary
• Bulk Terminate Appointments
• Bulk Invite Agents to the Portal

Bulk Onboard Producers

Onboarding producers one-by-one is great, until you have a new hiring class. This section walks you through how to upload your producers in bulk.

Step 1: Navigate to the AgentSync CSV Import object in Manage

Step 2: From the Select an Upload type dropdown, select Agent

Step 3: Click the blue here link in the description to download the CSV template that must be used for the upload

Step 4: Add the following information for each of your producers:

• Agency NPN
• First Name
• Last Name
• Agent NPN
• Agent Email (optional)
• Agent SSN (optional)

Step 5: After all the data is entered into the template, save the document as a CSV file

Step 6: Navigate back to the AgentSync CSV Import tab in Manage

Step 7: Click the Upload Files button and upload the CSV file you just saved

Step 8: Click Parse 1 File

Step 9: Click Process Rows to upload agents

You did it!  Now that your agents are added, they are synced with NIPR and you will receive daily updates for these producers.

 

Watch a video of this process here!

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Bulk Onboard Producers with Producer Assignments

Want to bulk upload your producers with their producer assignments? This section will show you how!

Step 1: Follow steps 1-4 of the Bulk Onboard Producers section.

Step 2: To create a producer assignment, you must also add the following fields:

• LOA category
• States
• Scorecard Type
• Agent Type
• CoCode(s) (for carrier customers who are creating license & appointment scorecards)

Step 3: Follow steps 5-9 of the Bulk Onboard Producers section. 

View a video walkthrough of this process here!

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Bulk Appoint Utility in Manage

The Bulk Appoint Utility in Manage allows for users to submit appointments for multiple producers at one time through Manage! This highly requested feature is a huge time saver for customers who need to submit appointments for multiple producers at one time.  Here is a quick video on how bulk appointment utility works!

Looking for the Eligibility Reason dictionary? Click here to jump to that section! 

5 Things You Need to Know about Bulk Appointments in AgentSync Manage

1. Bulk Appointment Utility Enhancements:

• Our latest release focuses on hardening the logic and error handling for Manage users who use the bulk utility tool to execute bulk appointment transactions. This built in logic manages all of the nuanced requirements to appoint successfully based on NIPR’s Gateway PDB appointments. 
• With our enhanced version, the eligibility checks are done prior to submission. Meaning, the logic will present these new transactions as either Eligible or Ineligible to prevent duplicative transactions being submitted and giving you direction on what is needed, saving you money!

2. AgentSync has critical checkpoints during the appointment process to ensure that your transactions are successfully and accurately created! What does this mean? Before an appointment transaction is created via the Bulk Appoint Utility, you need to collect the necessary data to use in data loader:

• • Please note, you will need to be equipped with Dataloader in order to use the base template provided. Need help setting that up? We have some helpful tips linked here. 
  • During your implementation, you likely configured your gateway business rules, which are the lines of authorities and class codes that you do business in.  When you select a specific LOA category, you submit transactions for the active lines within that category. 

As mentioned above, the utility will present both Eligible and Ineligible appointment requests, allowing your team to review prior to submitting. AgentSync put this process in place to ensure that your producers are appointed for only the appropriate lines. 

3. AgentSync’s new Bulk Appoint Utility allow for a more precise understanding of why an appointment request was rejected.  To stay on top of your appointment submissions, we highly recommend you use and report on the new “eligibility reason” field on the transaction record.  This ensures that you can audit your own appointments without disrupting your workflow.  See the section below to learn what the various eligibility reasons mean in AgentSync Manage.

4. AgentSync’s bulk appointment functionality only accepts our supported lines.  If you are auto-submitting an appointment with one of our supported lines that does not fall under this category (ex: not_applicable), simply input the line of authority that you sell for and AgentSync’s backend code will automatically recategorize the line of authority. 

5. Your company record lists the lines of authorities that their companies support.  If you are getting error messages regarding not supporting certain lines of authorities, please check that your company record lists that line of authority.  These records are not updated by NIPR and you must ensure that you make any updates when you expand business to new states or lines of authorities.  

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Bulk Appoint Eligibility Reasons Dictionary

• Below is a list of what each Eligibility Reason is and what it means

Utility Response	Meaning
Active Appointment Already Exists for NPN/State/CoCode/LOA Category(ies)	When an appointment is requested through the bulk utility, and there is an existing license that includes the requested LOA Categories AND an existing carrier appointment record that exactly matches on NPN/State/CoCode/LOA Category(ies) and status = “*Appointed”*
Active Appointment Already Exists for NPN/State/CoCode/LOA Category(ies)	When an appointment is requested through the bulk utility, and there is an existing license that includes the requested LOA Categories AND an existing carrier appointment record that includes NPN/State/CoCode/LOA Category not_applicable (or LOA Code and LOA Category are blank) and status = “*Appointed”*
Active Appointment Already Exists for NPN/State/CoCode. This state does not appoint by specific LOA Code. Note that existing license does not include LOA Category(ies): xxxxx	When an appointment is requested through the bulk utility, and there is an existing license that does not exactly match the requested LOA Categories AND an existing carrier appointment record exists that includes NPN/State/CoCode/LOA Category not_applicable (or LOA Code and LOA Category are blank) and status = “*Appointed”*
Active Appointment Already Exists for NPN/State/CoCode/LOA Category(ies)	When an appointment is requested through the bulk utility, and there is an existing license that has LOA Category Not_applicable AND an existing carrier appointment record exists that includes NPN/State/CoCode/LOA Category not_applicable (or LOA Code and LOA Category are blank) and status = “*Appointed”*:
Active Appointment Already Exists for NPN/State/CoCode/LOA Category(ies): existing categories	When an appointment is requested through the bulk utility, and there is an existing active appointment that matches on NPN/State/CoCode and partially matches on LOA Category(ies)
CoCode requested not found on any Company Record. Please enter a valid CoCode or add the necessary Company record and resubmit your request.	Company record is missing for CoCode requested
- Company does not appoint in requested state. Please add the necessary Company State Setting for State XX and resubmit your request. - Company does not appoint for requested LOA Category. Please update the company record for CoCode XXXX if appropriate and resubmit your request.	Company record is missing requested LOA categories and/or a company state setting for the requested state
NPN not found. Please enter a valid NPN or add the necessary contact or account record for the NPN.	Invalid NPN
- Transaction created for NPN/State/CoCode/LOA Categories. Transaction is Ready to Submit. - Transaction created and registry carrier appointment created for NPN/State/CoCode/LOA Categories. (if related GWBR is marked registry) - Transaction created and Internal Carrier Appointment created for NPN/State/CoCode/LOA Categories. (if related GWBR is is considered internal i.e Apt. LOA Code is blank) - Transaction created for NPN/State/CoCode/LOA Categories and will be held for submission until an application for business in this state has been received.” (Company State Setting and GWBR are both marked JIT)	If an active unexpired license(Agent Type includes Producer) is found matching active GWBR that makes the producer eligible for requested LOA categories, create only one transaction for the active GWBR(s) combination(s) and submit
- Transaction created for NPN/State/CoCode/LOA Categories (requested LOA Categories). Transaction is Ready to Submit. - Transaction created and registry carrier appointment created for NPN/State/CoCode/LOA Categories. (if related GWBR is marked registry) - Transaction created and internal carrier appointment created for NPN/State/CoCode/LOA Categories. (if related GWBR is considered internal ie Appointment LOA Code is blank) - Transaction created for NPN/State/CoCode/LOA Categories and will be held for submission until an application for business in this state has been received.” (If Company State Setting and GWBR are both marked JIT)	If an active unexpired license(Agent Type includes Producer) is found with an LOA for not_applicable LOA Category only and matching GWBR is active, create only one transaction for the active GWBR(s) combination(s) and submit
Related GWBR (=GWBR for the related license) is inactive for License Class XX and Line of Authority XX (XX = LC and LOA codes). Please activate GWBR and resubmit your request.	If only one active unexpired license (Agent Type includes Producer) is found and related GWBR(s) is inactive
No active License found for NPN/State/LOA Categories.	If only one license (Agent Type includes Producer) is found and related GWBR is active but license is inactive or expired or NIPR Removed is true
- Transaction created for NPN/State/CoCode/LOA Categories. LOA Categories (missing categories) not included due to missing on license. Transaction is Ready to Submit.  - License not found for NPN/State/LOA Categories: (missing categories). Please review the license.	If only one license (Agent Type includes Producer) is found but does not include all requested LOA Category(ies)
- Transaction created for NPN/State/CoCode/LOA Categories. (if auto submit not enabled)	If multiple active unexpired licenses (Agent Type includes Producer) are found which make the producer eligible for all requested LOA Category(ies) and matching GWBR for all are active and all related GWBR include Appointment LOA Code
- Transaction created and submitted for NPN/State/CoCode/LOA Categories. (if auto submit is enabled)	If multiple active unexpired licenses (Agent Type includes Producer) are found which make the producer eligible for all requested LOA Category(ies) and matching GWBR for all are active and all related GWBR include Appointment LOA Code
No active License found for NPN/State.	If no active unexpired license (Agent Type includes Producer) is found for any of the GWBR (active or inactive) that make the producer eligible
- If there is an existing **PDB appointment, Internal appointment eligibility will be ignored if the request is for the same LOA Code as the existing PDB appointment. Response will be:  Active Appointment Already Exists for NPN/State/CoCode/LOA Category(ies): existing categories - If there is an existing Internal appointment, PDB appointment eligibility will return response ' Active Appointment Already Exists for NPN/State/CoCode/LOA Category(ies): existing categories'. - If no appointment exists and both PDB and Internal are eligible, only the PDB appointment request will be created.	These responses are specific to States (Eg: NY and GU) where an Individual or firm can hold both Broker and Agent Licenses, and the GWBR is enabled for both agent and broker Licenses, the bulk Appointment utility will do the following
Existing Carrier Appointment records with status=Terminated, will be ignored.

 

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Bulk Terminate Appointments

Need to terminate a large number of appointments? This section will walk you through how to terminate appointments in bulk in AgentSync Manage.

 

Step 1: Before we can terminate, we must export the appointment data from Manage that we need. Navigate to the Reports tab in the top ribbon of your screen (check the More button on the right side if its missing)

Step 2: Click New Report in the top right corner

Step 3: There is a list of Categories that defaults to Recently Used. Select All and type Producer Licensing with Carrier Appointments. 

Step 4: Click Producer Licensing with Carrier Appointments and Start Report

Step 5: Remove Producer Licensing: Producer Licensing Name and Carrier Appointment: Carrier Appointment from the Columns by clicking X next to each line

Step 6: In the Add column... box, add the following columns in this exact order from the Carrier Appointment: info section (NOT Producer Licensing: info):

• Related Producer
• NPN
• State Code
• Line of Authority
• CoCode

Step 7: Click over to the Filters tab

Step 8: Change the Show Me filter from My producer licensing to All producer licensing and click Apply

Step 9: In the Add filters... box, add the following filters to your report:

• Cocode - equals - (your company Cocode)
• Status - equals - Appointed
• Line of Authority - equals - (the LOAs you wish to terminate)
• State Code - equals - (the states you wish to terminate)

Step 10: Click Run in the top right corner. 

Step 11: In the top right corner of your report, click the down arrow next to Edit

Step 12: Click Export 

Step 13: Ensure Details Only is selected, change the Format to Comma Delimited .csv and click Export

Step 14: Open the CSV file and save it to your computer. 

Step 15: Return to Manage and click 9-dotted box in the top left corner

Step 16: In the search bar, type AgentSync CSV Import and click AgentSync CSV Import under the Items category

Step 17: In the Select Upload Type drop down, select Terminate

Step 18: Click the blue here link in the description to download the CSV template that must be used for the upload.

Step 19: From the exported report, copy the Agent NPN, State(s), Line of Authority and Carrier CoCode onto the exported template. 

Step 20: Enter in the Termination Reason Code that aligns with each producer's appointment. You can find the Termination Reason Codes listed on the termination_reason_key tab of the template. 

Step 21: Delete the tabs labeled accepted_values and termination_reason_key from the template. 

Step 22: Save the template as a CSV file

Step 23: Return to the AgentSync CSV Import tool in Manage

Step 24: Click the Upload Files button on the Import page and upload your CSV

Step 25: Click Parse 1 file

Step 26: Click Submit "x" Transactions. You can submit your transactions immediately, or create multiple batches.  Creating multiple batches allows for secondary review before submission. 

 

Have questions?  Let us know at support@agentsync.io!

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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. 

 

 

Still need assistance? Here is a step by step tutorial!