To open a case record, click the name of the case in the table. Let’s take the client card as an example and explore all the available tabs.
Summary
This page contains an overview of the client’s contact details, custom fields that are relevant to the client's case, company snapshot, etc. Here you can also find important dates, such as the employer’s last login or next renewal date.
In addition, on the Summary page, you can also convert the client to a prospect, change its status, and add team members.
Finally, you can view custom fields that are related to the case, assign tags and workflows to the case, view the company snapshot, view important case-related dates, and read recent case-related notes.
Contacts
This tab houses contact information about the owner/administrator of the client's business or Individual contact persons. You can choose to either add a new contact or link existing ones.
Benefits
On the Benefits tab, you can view and add insurance benefits relevant to the case record.
To add a new Benefit, simply click on 'Add Benefit' and fill out all the details.
You can also filter the benefits by product type as well as by the Current and Past parameters.
Tasks
This page contains tasks relevant to the case record. You can add new tasks as well as edit the existing tasks.
To add a new Task, simply click on 'New' and fill out the details.
You can also archive tasks and later view them by selecting the Archived checkbox in the upper-left corner of the page.
Finally, you can filter the tasks by type, stage, tags, due date, etc.
Here are the available filters that will help you narrow down your results.
Notes
This page contains notes relevant to the case record. You can add new notes and edit the existing notes.
To add a new Note, click on 'New' and fill out the details of your note.
You can also archive the notes and later view them by selecting the Archived checkbox in the upper-left corner of the page.
You also have the option to apply filters to the notes. To apply, click on 'Filters'. Below are the filters available for your use.
Files
This page contains several system folders for all files and documents relevant to the case record. It is also possible to create custom folders and add files. You can share, edit, and delete custom folders, but not system folders.
You can also move files between folders. You can either drag a file record to the folder or select one or several files, click the Multiple Actions button that appears after the selection, and then choose Move.
In the window that appears, select the folder where you are going to move the file(s) and click Move.
Finally, you can place the folders inside other folders by simply clicking and dragging one folder into another folder.
Census
This page contains demographic information about the client’s employees, such as, age or marital status. This data is needed to estimate the health care costs and is used for quoting purposes only, without being linked to the client's actual HR system. You can view the records by selecting the census type from the drop-down list.
You can also add new employees to the census by clicking the Employee button next to the drop-down list.
The following actions are available for the census:
- Set Coverage: Set the coverage status for the census.
- Set Dependent Status: If a person in the list is a dependent, i.e. a spouse of a child of an employee, you can specify the exact status.
- Delete Selected: Remove the selected employee record together with dependents.
- Import: If you need to add a large amount of employee records, it would be more convenient to run a bulk import from an Excel file. You need to download the import template, fill it in, and then upload it to NextAgency.
- Export: Generate an Excel file with employee data from the census.
- Quote: Send a quote request for the case to a carrier or general agency.
Employees
This page contains a list of the client’s employee records. Here you can do the following:
- Add new Employees. Add existing Case Contacts and Individual case records as Employees.
- Filter the employees by Type, State, Zip code, Created on, Date of Hire, and Location.
- Copy all or several employees to the census
- Run a bulk import of the employees
Sales
On the Sales page, you can view and edit quotes, proposals, and enrollment kits that are relevant to the case.
You can also do the following:
- Upload and request quotes
- Add and Send proposals.
- Create enrollment kits
- Convert employer enrollment kits to carriers
Commissions
This page contains all the information regarding commissions, overrides, splits, and bonuses that are relevant to the case record.
You can split the commissions between a carrier and a subagent on the Split subpage.
You can also view the hidden sub-agents on the corresponding subpage.
Calls - Add and edit Calls to include uploading the recording or linking the recording for each of your cases. You can also create Tasks and Notes associated with each call.
NextMail
If you've chosen to sync your email account with NextAgency, the NextMail tab will display communications related to the case, including emails sent to or from contacts defined within the case.
Emails - Emails assigned to cases from within the Outlook add-on are displayed in the Email tab of case records. By default, this tab is hidden. To display the tab, go to Settings > Agency Settings > Preferences. Click on the Personal sub-tab and then toggle on the 'Include Emails Tab' option. Click the 'Save' button.
All the attached Outlook emails can be viewed from the 'Emails' tab.
NextText- If you've chosen to use NextText, all communication via SMS with the client will be displayed here, including the contact details, date and time stamps, and of course messages. You are also able to send messages to your contact via SMS here as well.
Activities - Logs of all activities related to the case will be stored on this tab.
If you have any questions, please reach out to our support team.