Personal Lines Agent Onboarding Form

Once IPA has the following information from the client & all info is attached in Hawksoft and labeled, fill out form entirely and click send. This form will be attached in Hawksoft CMS and a checklist will be completed. If agent is also writing additional lines of business such as Commercial, Life, Health or Disability be sure to fill out those seperate onboarding forms.

Items Needed:

* Completed Onboard Form

* All State Licenses OR PDF of License Info

* E&O

* Signed Contract-via docusign

* Signed Contract Addendums-via docusign

* Any additional carrier signed forms ie Kemper, Infinity Etc 

*W9-via docusign

*EFT if filled out








Completed welcome call with agent *
Call and introduce yourself to the new agent. 1-Review the carriers to ensure they have chosen all that they want and answer and questions they have about LOBs and carriers. 2-If L/H explain BOSS System (info pulls from NIPR, they can update it in the system if it’s incorrect and they need to go back to NIPR to update there also, they will need to add in their E&O info as we can’t do this for them, and they need to go to the tab on the left and initiate their contracting). 3-We need to get SS and DOB during this call. Carriers need it to set up the producer (Allstate, travelers, GUARD, Aetna). 4- Let agent know that we will need all of their documentation listed on top of onboard form.
LOB (s) Client wants to write*
Check box for forms that are attached and labeled in Hawksoft client file (Capitalize all letters of labelled documents) example: MARYLAND INSURANCE LICENSE; SIGNED EFT FORM*
Check boxes of all info that is added in the clients Hawksoft file (Under personal info)*
All items must be attached in client file
Client is set up with NowCerts & NowCerts email signature has been sent*
NowCerts Set up directions: Click on (Insurance Professional Agency Inc) dropdown menu top left Click (Agents) Click (Add New) Fill out the following info-First & Last Name/Email/Phone/Agent Code (check on the onboard spreadsheet for last agent code used)/ Click on Create UserName/Scroll to bottom of page and click (Save Changes)
EZLynx setup is complete*
1. Select the key icon from the left menu bar and select the green “add user” box on the right 2. Complete their info, username should be firstlastname. Update the phone number and only select permissions if they are not a producer and need more. Click Save. 3. Select the “actions” option and click welcome email – this will send the email to the producer. If the key icon is not present we will need to call and add users, Abe has to authorize this and can send an email to [email protected] in conjunction with a call asking them to add X number of seats. 877-932-2382, follow options for support, retail agency.
MetLife, State Auto & Amelia Sent BCC email signature*
AllState & Encompass set up in portal (for AZ agents only)*
1. Users are added within the portal a. Select manage my staff from the bottom left menu b. Click “add new staff” from the top right icon c. Work through each section, the producer code will be the last 3 digits of their client # in HawkSoft.
BH Guard set up in portal*
1. Within our online portal: hover “Settings” in the upper right corner and select “Add User” from the list. Complete the user’s information; the User Code will be their email address set password to: Insurepro$123. 2. Send Credentials to client in the (Your Carrier Appointment Email signature along with the other credentials you receive for agent)
Travelers set up in portal*
1. Producers are added through the portal a. Select Agency tools b. Select Producer Administration c. Enter their info and select save 2. Then add user a. Select Agency tools b. Add Producer c. Select 3rd party engaged by agency d. Drop down the contractor’s employer box, add new employer i. Use Producer name as employer name ii. Use producer city/state e. Duration of access – indefinite f. Primary agency – IPA g. Next screen- activation email with security question. I have been using their zip code for this one. h. Email Jolene Westman [email protected] with each producers name and email, she will send them training tools.
Clearcover set up in portal*
1- Go to agents.clearcover.com. 2- Follow steps to set up a producer
Hippo set up in portal*
1-Send Hippo Agent Appointment form via Docusign template to client 2-Once received back from producer,use Hippo email signature and email request to: [email protected] 3-Attach copy of producer license to email before sending
Infinity & Kemper was set up via email-only set up for agents in the following state(s) AZ,CO,IL,IN,LA,MO,MT,NV,NM,OH,OK,UT,VA,WI*
1-The Kemper and Infinity Sub-Producer DocuSign template needs to be sent to the producer to complete/sign. 2-The completed/signed envelope in addition to our agency ACH, EFT and Download packet (located in the drive) needs to be emailed via email signature to Agency Support [email protected] with the email referencing Insurance Professional Agency, Inc. Kemper Producer Code 2013193 and Infinity Producer Code: 5523629, requesting that the producer be added a sub-producer under our agency. Email using Kemper Infinity email signature to [email protected]
Bristol West and Foremost-Set up via docusign template*
1. Complete and remit the Producer information form (in drive) and send via docusign this is the most secure way to gather information for each producer - this form is for both Foremost and Bristol West. 2. Once signed attach and label in Hawksoft and Email to [email protected], CC: Aaron Jones [email protected]
1- Send the sub-producer the Stillwater Producer Appointment forms through the DocuSign template. 2-Upon receipt these completed forms send using Stillwater email signature to Scott Morrison our territory representative at [email protected] If the producer is outside of his region he will forward to the appropriate sales rep.
Safeco set up via Safeco template via docusign template*
1. Anytime we want to add an agent, unless they are physically present in AZ and our employee, we have to reach out to Andrew with a completed packet of new producer paperwork (send to client via docusign Safeco template). Safeco vets and has to approve every agent. Per Andrew, they do not like to decline especially when the agents are part of our group. He advised they will only decline due to adverse history with Safeco, if the producer already has a Safeco contract, if there are integrity issues, or if the agent is not full time and not capable of 24 policies a year. 2. Every agent that we submit to Safeco will need the IPA Direct Deposit Authorization sent in also. Andrew suggested we fill this out one time with our account info as a master form, and send in the same master form with each agent. 3. Every approved agent will be a sub producer to us. The commission statements will be broken out, as will the actual commission deposits into IPA’s account. Safeco will set the user up and they will have their own set of credentials slotted under us (if it’s an AZ agent as our employee, we can simply add them as a user within SafecoNow).
Onboarding completed welcome email signature sent*
Spreadsheet updated*
Call client and schedule a 15 min onboard call 5 days out(Schedule in your outlook calendar) Result of call:*
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