To add new agency users in NextBroker, you should have the Administrative Broker permissions, so this article is aimed at users that have such permissions within NextBroker. Follow these steps:
- In the navigation bar, click Fast Access > Manage Users.
- In the upper-right corner of the User Management page that opens, click Add an Authorized User.
- In the Add an Authorized User window that opens, you should fill the name of the user, their email address, location, and role. The field arrangement in the window may change depending on the role.
- When ready, click Save. As a result, the user will get an invitation by email.
The following user roles are available:
- Administrative Broker. Administrative Brokers have broad authority concerning your agency’s business. They may view and manage all of your agency’s prospects and clients, including those of other brokers. Administrative Brokers may manage carrier profiles and enrollment kits. They have access to your agency’s billing information and NextAgency invoices. If this user should not have these permissions, consider adding the user as a Writing Broker or Support Staff.
- Writing Broker. Writing Brokers are permitted to view and make changes to their own prospects and clients and to appoint Support Staff to help them. They may manage carrier profiles and enrollment kits used by your agency. Only Administrative Brokers may appoint Writing Brokers. Administrative Brokers can customize the permissions for Writing Brokers within the same Add an Authorized User window.
- Broker Support. When you select this role, an additional field will appear, where you should specify the corresponding associate brokers/writing brokers. Support Staff are permitted to view and edit only the prospects and clients to which the Broker adding them as user has access. If appointed by an Administrative Broker, they have access to all prospects and clients in your agency. If appointed by a Writing Broker, they have access only to that Writing Broker's prospects and clients. Administrative Brokers can customize the permissions for Support Staff within the same Add an Authorized User window.
- Agency Support. Support Staff are permitted to view and edit only the prospects and clients to which the Broker adding them as user has access. If appointed by an Administrative Broker, they have access to all prospects and clients in your agency. If appointed by a Writing Broker, they have access only to that Writing Broker's prospects and clients. Administrative Brokers can customize the permissions for Support Staff within the same Add an Authorized User window.
IMPORTANT: Before adding any broker as an authorized user, make sure that you can trust this person.
On the Settings page, you can manage data that is relevant to your NextBroker account and access the most important functionality of NextBroker with just a couple of clicks.
There are two ways to access the page:
- In the navigation bar, click Fast Access, and then choose Settings.
- In the upper-right corner of any page, click your name, and then choose Account Settings.
The Settings page is divided into several subpages, so let's explore each of them.
The Agency Settings subpage is divided into the following tabs:
- Agency Contacts. Manage the records of contact persons that you want to keep track of and display to your entire agency, such as vendor and carrier contacts.
- Profile. Manage your profile data, such as agency details, contact information, and locations.
- Teams. Manage the teams that are authorized to access NextBroker.
- Vendors. Edit the data relevant to the vendors that your company is working with and add new vendor records.
The Sales Settings subpage is divided into the following tabs:
- Account Contacts. Manage the contacts that are associated with your account.
- Checklists. Manage the checklists that are associated with your account.
- Custom Fields. Add custom fields to NextBroker and view the existing ones.
- Email Templates. Add custom email templates to NextBroker and view the existing ones.
- General Agents. Edit the data relevant to the general agents and add new general agent records.
- Incoming Lead. View the incoming leads and add them to CRM.
- Product Types. Add new product types and manage the existing ones.
- Sales Statuses. Add new sales statuses for cases and edit the existing ones.
- Stages. Add new case stages and edit the existing ones.
- Sub-Agents. Edit the data relevant to the sub-agents and add new sub-agent records.
- Tags. Manage all tags that you and your agents have created within NextBroker. Add new tags, edit the existing tags, assign the tags to cases, and specify whether tags should be mandatory when creating new cases.
- Workflows. Manage all workflows that you and your agents have created within NextBroker. Add new workflows, edit the existing workflows, and assign the workflows to cases.
There is a separate article about the administrative settings - NextBroker: Administrative Settings.
On the Default tab of the Billing subpage, you can manage your billing information in the following way:
- View information regarding your current payment plan with NextBroker and change another plan if necessary.
- View the next charge date, the billing amount, the number of brokers that you manage with your current plan, credit card data, and email address to send the invoices.
- Update the email settings (unsubscribe certain mailing lists).
- Update the payment card info.
On the History tab of the Billing subpage, you can view the history of your payment transactions according to the chosen payment plan.
The Integration subpage is divided into the following tabs:
- NextMail. Set up the internal mailing system of NextBroker. For more information, see NextBroker: NextMail.
- Lead Widget. Copy the code of NextBroker widget that will help you capture leads on your website.
To open the administration tools of NextBroker, click Fast Access > Settings in the navigation bar, and then click the Administrative Settings tab.
There is also a faster way to access the administrative settings - just click Fast Access > Carriers, to directly open the first subtab of the administrative settings, Carriers.
Now let's explore each subtab of administrative settings.
On this page, you can manage the records of carriers that are relevant to NextBroker:
- Use the quick filters to narrow down the search results.
- Add new carrier records.
- Edit existing carrier records.
- Duplicate carrier records.
- Archive carrier records.
- Manage commission statements for the carriers.
On this page, you can manage the carrier credentials, i.e. login information about the broker or agent, which is stored in NextBroker. You can also add your carrier login information for all carriers that have been added to your agency portal.
On this page, you can manage the broker support staff records and hire new support staff.
You can do the following:
- Add new credentials.
- Filter the credentials according to state or user.
- Preview information about the credentials.
- Edit information about the credentials.
- Delete information about the credentials.
On this page, you can view the agency managers and their associated brokers as well as add new managers.
On this page, you can manage users who are authorized to access NextBroker. You can also add the trusted brokers and support reps to your NextAgency account.
This article will give you a basic overview of the NextBroker app. The navigation sidebar contains several tabs: Home Page/Dashboard, Library, Reports, NextMail, Fast Access, Most Recent, Directory, Tickets, and Timeline. Let’s explore these tabs one by one.
The Dashboard is the first page that you see when you log in to the app. You can use it as a starting point to manage your case records. First, let’s explore the basic components of the Dashboard.
Company Name and Settings
In the upper-left corner of the Dashboard, you can see the name of your company. Next to it are notifications, a search bar, and a menu where you can set up your account and profile.
Filters, Search, Import, New Case
In the next panel below, you can find the basic filtering options with which you can sort the list according to the following criteria:
- Sales Status: Filter the list to view only the Prospect, Client, Ex-Prospect, Ex-Client, Fallen Off, and Ex-Medicare records. You can also Select All records.
- Market Segment: View the prospect and/or client records only as individuals, small groups, or large groups.
Next to the basic filtering options, there is a search box where you can query specific case records on the Dashboard.
Next to the basic filtering options you can find the Quick Filters panel, which opens an advanced filter. In this advanced filter, you can narrow down your case records by specific criteria that are divided into several groups: General, Details, Benefits, Leads, Custom, and Shared Cases.
You can save those filters for later use by clicking Save Filter and then access them by clicking Open Saved Filters.
Next to the filters, there's the import menu and the New button that allows you to create a new case record. For more information on importing and adding new case records, see NextBroker: Adding, Editing, and Deleting New Prospects/Clients.
NextBroker dashboard has two views: case view and policy view. You can easily switch between the two views. The policy view allows you to view the carrier name, plan name, product type, plan type, and policy number.
NextBroker automatically saves your sort settings for later use. For example, you can sort your leads by effective date and set the display of 25 leads per page. Then, when you leave the leads page and return there again, the leads will be still sorted by effective date, with 25 records per page.
Importing Prospect and Client Records
To save time on adding each case record manually, you can bulk import an Excel spreadsheet with the case records. To do it, click the Import button next to the search box and follow the instructions on the Bulk Import Client/Prospect page that opens.
Adding Prospect and Client Records Manually
If you would like to add a small number of case records, you can do it manually. To do it, click the New button next to the Import button and fill in the necessary data.
Prospect and Client Records Table
The prospect and client records table is the key element of the NextBroker Dashboard. Let’s take a look at the table columns.
- Stage. NextBroker offers several groups of sales statuses (stages) that are different for prospects and clients. For a prospect, the stages display a sales pipeline that is needed to convert a prospect to a client. For a client, the stages show the selling and renewal statuses and can help you quickly identify clients who are having service issues. For your convenience, the stages are marked with colors. Just click the stage to view other available stages and change it, if necessary.
- Created. Date on which the record was created.
- Name. Name of an individual or a company, followed by short information regarding the sales status and market segment.
- Broker. Name of a broker who is responsible for the record, which can be changed.
- Team. Names of other representatives who are responsible for the record. You can assign as many team leads and reps as you need.
- Effective Date. Date when the contract with the prospect or client is supposed to become active.
- Renewal Date. Date when the contract with the prospect or client is supposed to be renewed.
- Last Note. Recent note that was made in the profile of the prospect or client.
The last cell of the prospect and client records table has the following options:
- Details. Opens the case record and gives an in-depth overview of the prospect’s or client’s details. Here you can also edit these details.
- Notes. Opens the Notes tab of the case record, which contains files that are relevant to the case.
- Tasks. Opens the Tasks tab of the case record, which contains files that are relevant to the case.
- Sales. Opens the Sales tab of the case record, where you can send or request quotes, add and send proposals, and create enrollment kits.
- Archive. Opens a dialog asking if you want to archive the current case record. As a result, the record will no longer be show in the table.
- Share. Opens a dialog that you can use to share the case with other agencies.
- Benefits. Opens the Benefits tab of the case record, which contains insurance benefits that are relevant to the case.
- Files. Opens the Files tab of the case record, which contains files that are relevant to the case.
- Employees. Opens the Files tab of the case record, which contains the records of employees that are relevant to the case.
- Convert. Opens a dialog asking if you want to change the sales status of the case.
- Assign Tag. Opens a dialog that you can use to assign tags to the case.
The File Library page contains all uploaded files and documents that are relevant to your agency. Here you can also add new files, organize them into folders, and create shareable links for files and folders.
The Reports page contains all reports that have ever been created by your agency employees. Here you can also create new reports for:
- Sales team
- Commissions: general, unpaid, and for sub-agents
- Customer service
The NextMail page gives you access to NextBroker's internal mailing system. For more information, see NextBroker: NextMail.
The Fast Access tab gives you quick access to sales and administrative tools. Here you can do the following:
- View and edit agency contacts.
- View the carriers library and add new carriers.
- View and add general agents.
- View incoming leads and add them to CRM.
- Set up your account.
- View and add users.
- View and add vendors.
The Most Recent page contains the latest cases that you have accessed, divided into Individual and Groups.
The Directory page contains a list with records of all agency brokers and their details.
The Tickets page contains all tickets that you have created for your cases, with an opportunity to filter, create, view, export, archive, add attachments, edit, and delete the tickets.
The Timeline page contains all tasks, tickets, and notes that you have created for your cases, with an opportunity to view, export, archive, add attachments, edit, and delete the tickets. and add specific filters. It is also possible to add specific filters, sort the records to view only their specific types as well as export and add new tasks and tickets.