The Retention page is a worklist of the clients who need your attention soon: policies coming up for renewal, people aging off their coverage, and employees about to become eligible for benefits. Instead of running a report and then hunting down each case, you can see what's coming, act on it, and clear it from the list, all from one page.

Prefer to watch? See the Using the Retention Page video.

To open it, click Retention (the shield icon) in the left navigation. It's also listed under Fast Access.

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The three tabs

Tab	What each row is	Who or what appears
Upcoming Renewals	A policy	Current policies whose renewal date falls in the window, plus renewals that have already passed while the policy is still current
Aging Off	A person on a case	Individual clients, employees and spouses turning 65, and dependent children turning 26
Benefit Eligibility	An employee on a group case	Employees whose benefit waiting period ends in the window

Each tab shows how many records it holds for the window you've chosen and when the next one is due (for example, next in 16 days). Every tab lists the soonest event first.

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Choose how far ahead to look

Looking ahead, at the top of the page, sets the window for all three tabs at once. Choose Next 30 days, Next 60 days, Next 90 days or Next 120 days, or click Custom to pick your own date range (up to one year).

The tab counts and the list always describe the same window, so when you widen it, the counts go up with it.

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Upcoming Renewals

This tab lists each policy whose renewal date falls inside the window, soonest first. A renewal date that has already passed while the policy is still current isn't dropped: it stays at the top of the list in red, with how many days overdue it is (renewals more than a year overdue are left off).

The default columns are Case, Renewal date, Product type, Sales status, Stage and Scheduled comp (the policy's expected annual compensation, or Not recorded when its Compensation tab is empty).

When you're ready to roll a policy into its next plan year, see Renewing Benefits.

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Aging Off

This tab lists people reaching an age that changes their coverage:

• Turning 65 (the move to Medicare): individual clients, group employees and their spouses, and dependents recorded as a spouse.
• Turning 26 (aging off a parent's plan): dependents recorded as a child, son or daughter.

Click Turning 65 or Turning 26 to see just one group, or All to see both. The default columns are Turning, Person, Role, Case, Milestone date, Days remaining, Stage and Sales status.

Ages come from the birthdates on your cases, employees and dependents, so a person without a birthdate won't appear here.

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Benefit Eligibility

This tab lists employees on group cases whose waiting period ends inside the window, with the date they become eligible. The eligibility date is worked out from the employee's start date and the Eligibility Period on the case's benefits; if a group has plans with different waiting periods, the employee's earliest date is used.

The default columns are Employee, Case, Eligibility date, Days remaining, Waiting period, Stage and Sales status.

An employee needs a start date, and the benefit needs an Eligibility Period, for the employee to appear.

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Search, filter and sort

• Search: type in Press Enter to Search and press Enter. On Upcoming Renewals it matches the case name, the case owner, the stage and the product type; on Aging Off it matches the person, the case and the role; on Benefit Eligibility it matches the employee and the case.
• Filters: click Filters to open the same filter panel you use on the Cases/Policies page. Upcoming Renewals uses the Policy View filters, because each row is a policy. Aging Off and Benefit Eligibility use the Case View filters, because each row is a person on a case. You can save a filter by name and reopen it later from Open Saved Filters; each tab keeps its own saved filters.
• Sort: click any column heading to sort by it. Click again to reverse the order.

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Choose your columns

1. Click the gear icon next to Filters.
2. Check the columns you want to see, up to 10. Each tab offers its own columns first, under Retention, then the same columns as the matching Cases/Policies view: the Policy View's for Upcoming Renewals, the Case View's for Aging Off and Benefit Eligibility.
3. Click Save.

To go back to the tab's default columns, click the reset icon at the top of the Columns window.

Your view is saved for you

The page remembers how you left it: your Looking ahead window, and each tab's columns, filters, sort order and page size. They're saved to your user, so the page opens the same way next time, on any computer. Other users keep their own settings.

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Act on a row

Click Actions on any row:

Action	What it does
Create task	Opens the case's New Task window, without leaving the page
Log note	Opens the case's New Note window
Send email	Opens a NextMail email to the case. If your NextMail account isn't connected, the menu says so and links to NextMail
Snooze	Hides the row for a number of days you choose
Dismiss	Hides the row for good
Open case	Opens the case in a new browser tab

You can also change a case's stage right from the Stage column, the same way you do on Cases/Policies.

Snooze and dismiss

Once you've handled a row, clear it from the list so the page shows only what still needs work.

• Snooze: enter how many days to hide the row (1 to 365) and click Snooze. When the snooze ends, the row comes back if it still qualifies.

• Dismiss: hides the row for good. Dismissing applies to that one event only: next year's renewal of the same policy appears as a new row.

Snoozing and dismissing apply to everyone in your agency, not just you, and each one is recorded in the case's activity.

To act on several rows at once, check them (or use the checkbox in the header row to select the whole page) and choose Bulk Actions > Snooze or Dismiss.

Bring a row back

Click Snoozed or Dismissed to see the rows hidden from the list, who hid them, when, and (for a snooze) until when. Click Actions > Restore on a row, or select several rows and choose Bulk Actions > Restore, to put them back on the list. Click the same button again, or All, to go back to the list.

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Who sees what

• Each user sees only rows from cases they have access to, the same as on Cases/Policies.
• Snoozed and dismissed rows are hidden for the whole agency.

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Common questions

Why isn't a renewal showing up? The policy has to be current, have a renewal date inside your Looking ahead window, and not be snoozed or dismissed. Check the Snoozed and Dismissed lists, and try a wider window.

Why is a renewal from last month still listed? A renewal that has passed while the policy is still current stays on the list, marked overdue, until you renew the policy, update its dates, or snooze or dismiss the row. See Renewing Benefits.

Why isn't someone turning 65 on Aging Off? Check that their birthdate is filled in on the case, employee or dependent record. For dependents, the relation needs to read as a spouse (for 65) or a child, son or daughter (for 26).

Why isn't a new hire on Benefit Eligibility? The employee needs a start date, and at least one of the group's benefits needs an Eligibility Period.

If I snooze a row, will my coworkers still see it? No. Snoozed and dismissed rows are hidden for everyone in the agency. Anyone can find them again under Snoozed or Dismissed and restore them.

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Please contact our support team if you have any questions.

NextAgency enables you to utilize Receiver Fields, also known as "tokens." These are placeholders enclosed in curly brackets, such as {{Group DBA}}, that dynamically pull relevant information.

You can incorporate Receiver Fields into your Email Templates and Email Campaigns for personalized communication.

Additionally, the Receiver Fields option is available next to the Title field when setting up a Workflow Task.

Receiver Fields make it easy to personalize and automate your workflows, ensuring a seamless and efficient user experience.

If you need help or have any questions, feel free to reach out to our support team.

The "Potential Product Type" filter helps agencies efficiently find cross-selling opportunities by identifying clients lacking specified coverage types. The Potential Product Type filter will display case records where, for the selected policy type(s), the client does not have any policies with a status of Current or Future. Cases who previously had the selected policy type(s), but don't now, will be visible because they may wish to add it moving forward.

You can use the field to simply view these cases (on the Cases/Policies page), to generate a list (using the Cases report), to generate email campaigns and to fine-tune workflows. Here's how:

1. Cases/Policies page: From the Cases/Policies page. click on the 'Filters' option. Within the Benefits section, select specific coverage(s) in the field labeled Potential Product Type. This will generate a list of cases currently without the selected product types.

 

 

2. Reports: You can generate a list of these cases in Excel by using the Potential Product Type filter when running a Case report.

 

You can display missing benefits by including the Potential Product Type field in the columns you select for your Case report.

3. Email Campaigns: The Potential Product Type filter can be used to finely tune email campaigns when cross-selling with the Potential Product Type filter. For example, you can select existing clients who have medical coverage with Acme Insurance, but not dental or life policies.




4. Workflows: You can also create a drip marketing campaigns or remind your team to reach out to clients by employing the Potential Product Type field in a Workflow.

 

If you have any questions, please reach out to our support team.

NextAgency enables you to reach your clients with email campaigns. This article explains how to use our email campaigns with your agency’s CRM data to target your clients, improve customer retention, drive sales, and achieve effective marketing results.

Introduction to Setting Up Email Campaigns with NextMail Integration  

1. In the navigation pane, click Fast Access >Email Campaigns.

2. At the top of the Email Campaigns page, you can view some Quick Statistics about your previous email campaigns, such as the number of sent emails, spam emails, and bounces both for all the time and today.

Linking Your Email to Email Campaigns

1. To link an email account, below the Quick Statistics section on the right, click Manage Emails.

2. The Campaign Emails page opens. In the upper-right corner of the page, click New.
3. In the Add Email popup that opens, enter your email account, and then click Add.

4. You will receive a verification email to the address that you have just entered. Go to that email’s inbox, open the verification email, and then verify your address. Note: If you do not see the verification email, please check your Spam or Trash folders.

Creating Your Email Campaign 

1. Having set up and verified your email, you can add a new email campaign. Below the Quick Statistics section on the right, click Add Email Campaign.

2. It is now a three-step process to edit, manage, and schedule your campaign. First, choose a name for your email campaign, describe it, and then click Continue.

Customizing and Editing Your Email’s Details

3. Second, set up your email message. Specify the sender and the recipient in the From and To fields, accordingly. Note: For email recipients, you can choose either a Primary Contact, Administrator Contact, or Lead.

Personalizing Your Email 

4. Now enter the email subject. In the body of the email, we have integrated some simple Receiver Fields so that you can make your emails seem more personalized and unique. For example, you can add such personalized fields as First Name, Last Name, Broker of Record, and more. Having entered the email’s text body and edited it to best reflect your agency, click Continue.

Sending Your Email with Time-Driven Precision

5. The last step of setting up your campaign is scheduling. On this page, you will be able to schedule your email to be sent at a specific time.

Customizing Your Email Campaign for Optimal Results

6. Finally, filter your campaign so that it will reach only the specific cases or clients. We have built robust filtering tools so you can make decisions and send emails to your clients at a granular level. You can filter by client name, date of birth, renewal date,  specific product type, and more.

Reviewing Your Campaign 

7. Having set up all of your filters, in the upper-right corner of the Filters pane, click Calculate Case Count to see how many cases will be affected/emails will be sent out.

Finalizing Your Campaign

8. Now, scroll to the very bottom of the screen and click either Publish Live or Save as Draft. If you decide to save your campaign as a draft, you can easily come back to the Email Campaigns page, click the Actions button next to the draft campaign, and then select Set to Active.

Viewing Your Campaign’s Performance

At the top of the Email Campaigns page, you can view some quick statistics about your previous campaigns, such as the number of sent emails, spam emails, and bounces both for all the time and today.

Introducing Pipeline View for Sales Pipeline Visualization

With the advent of Pipeline view, navigating the intricacies of the sales pipeline takes on a whole new dimension. To access the Pipeline view, simply click on 'Pipeline' either from the Cases/Policies page or directly from the blue navigation pane.

1. Toggle Between List and Grid Displays

Users can seamlessly switch between list and pipeline displays in the Cases view of the Cases/Policies page, providing them with the freedom to choose the layout that best suits their workflow.

2. Customizable Views

The Pipeline view allows for the designation of default views. This means users can handpick the sales status and stages they wish to see upon landing on the page, streamlining their workflow from the get-go. After clicking on the Pipeline, please click on the 'Settings' icon to select the Sales status and Stages. Please note that you can select one Sales Status and up to 5 stages.

4. Intuitive Card Layout

The grid view's card layout offers a wealth of essential information, including Case Name, Broker, Date Created, and Days in Current Stage, providing users with a comprehensive overview at a glance.

5. Drag-and-Drop Functionality

Updating stages has never been easier. Users can effortlessly drag-and-drop tiles from one grid column to another.