Who this is for: anyone who tracks the producers and sub-agencies who share commissions with the agency. This article covers adding a sub-agent, filling in their record, and managing sub-agents from the list.
Prefer to watch? Managing Sub-Agents (Video)
Where sub-agents live
Open Sub-Agents in the left navigation. The page has three tabs: Sub-Agents, Schedules and Hierarchies. This article stays on the Sub-Agents tab. Schedules and hierarchies are covered in Building a Sub-Agent Hierarchy.
The list shows each sub-agent with their sub-agency and type. To find one, type a name or sub-agency in the search box above the list.
Add a sub-agent
- Click Add Sub-Agent. The Add New Sub-Agent window opens.
- Enter the First Name and Last Name. These are the only required fields.
- Choose a Sub-Agent Status, such as Active.
- Add an Email and a Phone Number.
- If the person works through a sub-agency, choose it in Sub-Agency Name. You can also type a new name to create a sub-agency.
- Choose Individual for a person, or Agency for a whole sub-agency.
- Addresses are optional. You can add them now or later.
- Click Save.
NextAgency opens the new sub-agent's record.
The sub-agent's record
The Summary tab shows the sub-agent's details, status and stage.
The other tabs hold:
| Tab | What it holds |
|---|---|
| Contacts, Tasks, Notes, Files | Everything you keep with the sub-agent |
| Assigned Cases | The cases they are assigned to |
| Assigned Splits | Every split this sub-agent has on a case. See Managing a Sub-Agent's Assigned Splits |
| Licenses | Their National Producer Number and state licenses |
| Schedules | Their split schedules |
Add an NPN and a state license
Open the Licenses tab.
- Click Add NPN, enter the sub-agent's National Producer Number, and click Save. The number now shows at the top of the tab. NextAgency uses it to recognize the sub-agent on imported commission statements, as described in Auto-Applying Sub-Agent Splits.
- To record a state license, click Add License.
- Enter the license name, such as Life and Health, and choose the state.
- Add the License Number and the Renewal Date.
- Click Save. The license appears in the list.
Change a sub-agent's details or status
- On the Summary tab, click the pencil icon on Details.
- Make your changes, such as adding a physical address, city and ZIP code.
- Click Save & Continue.
The Sub-Agent Status card has a pencil icon of its own for changing the sub-agent's status.
Manage sub-agents from the list
Bulk Actions
On the Sub-Agents tab, search for a sub-agent and check the box beside their name. You can select as many sub-agents as you like. Bulk Actions appears, and each action works on every sub-agent you selected:
- Add or remove schedules
- Assign tags and checklists
- Change Sub-Agent Status or Sub-Agent Stage
- Assign sub-agents to a sub-agency
- Archive or delete them
The Actions menu
Each row also has an Actions menu, where you can edit, tag, archive or delete a sub-agent. Edit opens their record.
Import
To add many sub-agents at once, click Import and load them from a spreadsheet. To update sub-agents who are already in NextAgency, see Updating Existing Sub-Agents and Sub-Agencies by Import.
Common questions
Which fields are required to add a sub-agent? Only the first name and last name.
What is the difference between Individual and Agency? Individual is for a person. Agency is for a whole sub-agency.
Where do I add the NPN? On the sub-agent's Licenses tab, with Add NPN.
Can I change several sub-agents at once? Yes. Check the boxes beside their names and use Bulk Actions.