Who this is for: agencies that need to change many sub-agents or sub-agencies at once, for example after a migration or an annual cleanup, and would rather update them from a spreadsheet than open each record.
The sub-agent import has two modes. New creates sub-agents. Existing finds the sub-agents and sub-agencies already in NextAgency, matches each spreadsheet row to one of them, and updates it, including the splits attached to its cases.
Prefer to watch? See the Updating Existing Sub-Agents and Sub-Agencies by Import video.
Step 1: Prepare your spreadsheet
Use one row per sub-agent, or per sub-agent and case when you are updating splits. Name your columns exactly as shown below and they map themselves in step 3.
The minimum for every row:
- Agent Type (Individual or Agency)
- Sub-agent first name and Sub-agent last name for an individual, or Sub-Agency name for a sub-agency. These must match the name already in NextAgency. Capitalization and extra spaces don't matter.
The minimum to update a split:
- Case Name, the case the split is on
- At least one of Product Type, Carrier or Compensation Type, so NextAgency can find the right split on that case
- Split Rate, the new rate
Add Split Rate Type, Split Effective Date and Split End Date when you want to change those too. Include Split End Date when the split has one you want to keep. Contact, tag and license columns update those details on the sub-agent.
For help formatting the file, see Preparing Your Spreadsheet for Import.
Step 2: Start an Existing import
- Go to Settings, then Import, and open the Sub-Agents tab.
- Click Existing ("Update existing Sub-Agents in your agency").
3. Choose Spreadsheets and click Next.
4. Choose the Market Segment that fits your sheet (Individual is the default), upload your file and click Map Headers.
Step 3: Map your columns and choose how splits are matched
Columns named like NextAgency's fields lock into place on their own. Match any others to their NextAgency field, as you would on any import, and ignore the columns you don't want imported.
Below the mapping, Validation Fields for Split Matching decides what happens to the splits on each case. Check the fields that identify the split you are updating. Each one you check must also be a column in your file:
- Product Type
- Carrier
- Compensation Type
When a row's split matches an existing split on those fields, that split is updated in place. If you check none of them, every row adds a new split instead.
Step 4: Run the import
- Give the import a name and click Import.
- The import runs in the background, and its progress appears in the list of sub-agent imports. When every row finds its sub-agent, the status changes to Completed with 0 errors.
- Open a few of the sub-agents, and their Assigned Splits tab, to check the changes.
When a row can't be matched
If a name in your file isn't found, or belongs to more than one sub-agent, the import shows as Failed with the number of errors. Click the number to see them.
Each row that couldn't be matched is listed with what NextAgency needs from you:
- No sub-agent found. Choose Skip to leave the row out, or Create New to add the sub-agent.
- Multiple sub-agents found. NextAgency asks you to select the correct one to update. You can also choose Skip.
When every row is handled, click Validate / Import to finish.
Common questions
Can I use this to add new sub-agents? Yes. Rows that don't match anyone can be created through the Create New choice described under "When a row can't be matched". To add a whole list of new sub-agents, use New instead.
How is a sub-agent matched? Individuals are matched on first and last name together. Sub-agencies are matched on the Sub-Agency name, with Agent Type set to Agency.
What happens if I don't check any split matching fields? A new split is added for each row. Check Product Type, Carrier and Compensation Type when you want existing splits changed instead.
Do updated splits change my commissions? When an existing split is updated, the commissions it applies to are recalculated with the new split.
Where do I find the update afterward? On the sub-agent's page, and on each case's Assigned Splits tab. See Managing a Sub-Agent's Assigned Splits.