Who this is for: agencies loading their own data into NextAgency using the import tools in the portal.

Not sure this is your path? If our team is scripting your data in for you, read NextConcierge: Preparing Your Data for Migration instead. The advice differs in a few important places, so it is worth being on the right one.

How the importer thinks

Understanding this makes everything else in the guide obvious.

The importer takes one spreadsheet at a time. You tell it which of your columns goes to which NextAgency field, and it loads the rows. There is a template you can download, but you do not have to use it. If your own sheet has the right information in it, you can map your own headers.

One import can bring in a lot more than cases

A case import is not limited to cases. From a single sheet it can load:

• Cases
• Contacts
• Notes
• Tasks
• Dependents
• Benefits and policies
• Sub-agents, by name

If all of that is on one sheet, that is fine. It goes in on one pass.

Splitting your data across several sheets is not a requirement. Agencies do it for very large imports, or simply because their export came out of the old system that way. It is a choice, not a rule.

What always comes in on its own

• Commissions. Always a separate import, and always after your policies exist. Every commission row has to attach to a policy already in the portal.
• Documents and files. Handled separately every time, and specific to the job.

Sub-agents: two ways in

A case import can create a sub-agent from a first and last name, and that is all it does. It will not carry an address or the rest of a sub-agent's detail.

There is also a dedicated sub-agent importer. Use that one if you hold full records on your sub-agents and want them loaded properly.

Records are matched on values, not on hidden identifiers

When a row needs to attach to something that is already in your portal, the importer finds it by matching real field values. Those values have to match exactly.

A note on record IDs from your old system

If you have exported your data from another system, you may have columns full of internal ID numbers: client ID, policy ID, commission payment ID. The self-service importer does not use these, so there is no need to chase them down for this path.

Keep them in your file anyway if they are already there. They cost nothing, and they are extremely useful if you ever ask our team to clean up or reconcile your data later. Just do not hold up your import trying to obtain them.

1. Set up your portal before you import

Less needs to be in place ahead of time than people expect. Two things genuinely have to exist first.

Missing values do not stop you

If your sheet contains a sales status, carrier, or product type your portal has never seen, the importer does not silently fail. It stops, tells you the value does not exist, and asks whether you want to add it. Say yes and it carries on.

So settling these in advance is about consistency, not necessity. Three spellings of the same carrier will quietly become three carrier records, and you will be merging them later.

The real exceptions

• Dropdown custom fields. If you built a custom field with a fixed set of options, the values in your sheet have to match those options exactly. The importer will add a new carrier for you; it will not add a new option to your own dropdown. This one catches people out often, so check your sheet against your dropdown before you import.
• Business type and market segment. These lists are fixed: individual, small group, and large group. Where your value does not fit, either map it to the closest match or put your original value into a custom field so you do not lose it.

2. Build the sheet

Start from the template, or map your own headers

The import screen offers a template to download. It is the fastest route because the field names already match, and it marks which fields are required. If you would rather work from an export you already have, that is supported too. You will map your headers to our fields during the import.

There are two templates, Group and Individual, but three ways to run the import, because groups split by size:

• Individual, for individual and senior clients
• Small group
• Large group

Pick the one that matches the data in your sheet, and keep individual and group data in separate sheets.

Do not worry too much about group size. A group can be switched between small and large at any time after the import, so cleaning that up later is no trouble at all.

Required fields

Rows missing a required field will not import.

Sales status is where the record sits with you: client, prospect, and so on. Every case needs one. If you segment your book in a way our defaults do not cover, you can add your own statuses, either beforehand or when the importer prompts you.

Broker of record has to match the user name in your portal exactly.

If you are importing tasks along with your cases, a task needs a title and a due date.

Creating new records versus updating existing ones

You choose which you are doing when you start the import, and the requirements differ.

Creating new records needs the required fields above. Fast Start Step 4: Adding Cases walks through the import screen itself, and includes a bulk importing video.

Updating existing records does not need broker of record or sales status. It needs enough to identify the record you are updating, plus the fields you want to change. How To Bulk Update Case Records is the full guide to that path.

To make sure you are targeting the right record, the importer uses validating fields:

The safest way to build an update sheet is to export what you already have from NextAgency and edit that, rather than retyping. A record that does not exist, or a name spelled differently than it is in the portal, will simply not be found.

One row per record

This is the layout the importer expects, and it is where most homemade spreadsheets need work.

A case with three policies is three rows, repeating the case name on each row, with the benefit fields different on each. Not one row with three sets of benefit columns.

If your data is laid out the wide way and reshaping it looks like a big job, that is a good moment to talk to us about the managed path. NextConcierge is our team doing the reshaping and the loading for you.

Sheet hygiene

• Headers on row 1. No banner, logo, or title rows above them.
• No duplicate or empty column headers. Two columns with the same name, or a populated column with no header, will stop the import.
• No leading or trailing spaces in your values. A carrier called Aetna with a space on the end is not the same as Aetna. This one causes more failed rows than anything else on the list. Select your data and use Find and Replace, or run the values through TRIM, before you import.
• One tab of data. The importer reads a single tab, so put everything on one.
• No merged cells.
• No subtotal or total rows mixed in with the data.
• No blank rows at the bottom. Press Ctrl + End to see where your data really ends.
• No hidden rows or columns, and no filters left on.

3. The columns that cause the most trouble

Protecting a column from your spreadsheet program

Spreadsheet software converts anything that looks like a number into a number, which is what strips leading zeros and turns long numbers into things like 9.12E+08.

In Excel, before you type anything into a column: select it, then Home, then set the number format to Text.

If you are opening a CSV that already contains policy numbers or ZIP codes, do not double-click it. Instead:

1. Open a blank workbook
2. Data, then From Text/CSV
3. Choose the file, then Transform Data
4. Set the ID, policy number, phone, and ZIP columns to Text
5. Load

In Google Sheets, use File, then Import, and uncheck "Convert text to numbers, dates, and formulas."

4. Import in the right order

There are really only two imports here.

1. Your case import. Cases, contacts, dependents, notes, tasks, and benefits, all on one sheet. Put as much of your data on this as you have.
2. Commissions. These come afterward, because every commission row attaches to a policy that already exists in the portal.

Files and documents sit outside both of those and are handled on their own.

You can choose whether an import creates new records or updates existing ones. When you are updating, the values the importer matches on have to match what is already in your portal exactly, so it is worth exporting what you have and working from that rather than retyping. Benefit updates in particular match on carrier, plan name, policy number, and product type.

Get the policy records right on the way in

This is the single highest-value thing you can do while building your case sheet.

NextCommission works best when the policy information in NextAgency matches exactly what your carrier has. Same policy number, same product type. When it does, running commissions month to month is quick and largely hands-off. When it does not, every month starts with a round of matching by hand.

Your case import is the cheapest moment to get that right, because you are typing the policy details anyway.

Test with a small batch first

Do not load 4,000 rows on your first attempt.

1. Copy your sheet and delete all but about ten rows, choosing a mix: a simple case, a case with several policies, one with unusual characters in the name.
2. Import that.
3. Open the records in NextAgency and check them properly, including the fields you mapped by hand.
4. Fix whatever the test revealed in your full sheet, then import the rest.

That one habit prevents nearly every large cleanup job we see.

5. Commissions

Commission imports work differently from the rest, and it is worth reading this section before you build the file.

You import one carrier at a time. You choose the carrier, then load the statement data for it. So if you have one big spreadsheet with several carriers mixed together, split it into one file per carrier before you start. This comes up most often after a carrier acquisition, where the same book pays under two or three related carrier names.

Your commission sheet needs at least these columns:

• Product type
• Paid-to date
• Policy number
• Commission amount

Every commission row attaches to a policy that already exists in NextAgency. The link is made on three things:

There is no partial or approximate matching. If the policy number on your policy record does not match what the carrier put on the statement, the commission has nowhere to land.

Two things that commonly interrupt a commission import: a stray space before or after a policy number, and the same policy number appearing on more than one policy, in which case you will be asked to pick the right one yourself.

So the real work is in your policy records, not your commission sheet. Before your first commission import:

• Make sure your policies have policy numbers, and that they match the carrier statements.
• Make sure the product type on each policy is right, especially where a client holds more than one product with the same carrier.
• Check for clients or employees in your portal with no policies attached. A commission has nothing to match to on those.

This is why the first commission import takes longer than the ones that follow. It is policy cleanup, not the import itself. Once your policy records are right, monthly imports are quick.

Two situations worth flagging before you start:

• A statement that does not say which product a payment is for, where the client holds two products with that carrier. Nothing in the data can resolve that, so you will need to decide how you want it allocated.
• A long history of back commissions. Loading years of statements one carrier at a time is a large job by hand. Most agencies bringing over historical commission data have us do it through NextConcierge instead.

Splits and sub-agents can wait

You do not need to load a sub-agent before you load commission splits. Both can go in at the same time, and a split added or changed afterward applies to the commissions that are already in the system. Loading sub-agents first keeps your naming tidy, but it is not a sequencing requirement.

Each split needs a rate and a basis: percentage of commission, percentage of premium, or a flat amount.

If you hold full records on your sub-agents, addresses and the rest, load them through the dedicated sub-agent importer rather than letting a case import create them from a name.

6. What a spreadsheet import will not cover

Some things are not a spreadsheet job:

• Documents and attachments. Files cannot be attached to the right client through an import sheet.
• Activity logs from another system. Notes and tasks are fine, and both come in on the case import. What cannot come across is the log another platform keeps of who did what and when. Worth knowing if your current system calls its tasks "activities," because those are tasks to us, and they do import.
• Wide exports that need reshaping, where one client's data is spread across dozens of columns.
• Very large books. Past roughly a thousand cases, the volume alone makes a self-service pass impractical.

Any of those, or any combination of them, is what NextConcierge, our managed migration service, is for. It is also worth a conversation if you started down the self-service path and found your export is in worse shape than you expected. There is no penalty for switching, and the earlier you do it, the less rework there is.

Before you import: checklist

Printing this page gives you the checklist to work through while you build your sheet.

A few terms

This article will give you a basic overview of the NextAgency platform.

Once you've logged into the application, you will see each page is made up of the header (top), navigation menu (left), and main content section.  

Header

In this section, you'll find access to the latest agency notifications, a global search field, announcements (recent updates to the application),  text messages, help, user profile, and agency settings.

Navigation

The navigation sidebar provides access to the following:

• Dashboard
• Cases/Policies
• Pipeline
• Contacts
• Library
• Reports
• NextCalendar
• NextMail
• Partners
• Sub-Agents
• Fast Access
• Most Recent
• Directory
• Tickets
• Timeline
• Settings
• Form Responses

Let’s explore these features one by one.

Dashboard 

The dashboard in NextAgency offers a highly flexible and tailored experience. It accomplishes this by employing an array of "tiles," each of which corresponds to distinct datasets within the NextAgency platform. These tiles can be handpicked to cater to the unique requirements and priorities of your agency and business. This adaptability ensures that you can effortlessly fine-tune your dashboard to showcase the most pertinent information for your daily operations.

Cases/Policies

This is where you'll manage your agency's case records.  Clients/prospects, policies, and all of the related data will be contained or linked within these cases.  The initial view for this page, by default, displays all cases. You may also choose to display a listing of all policies, rather than cases.  NextAgency provides many options for sorting, filtering, searching, and viewing your data.

Filters & Search

There are many options for filtering, sorting, and viewing your cases and policies:

• Sales Status: Filter based on the current sales status.  (Sales Status' are customizable from within your Agency settings.)
• Market Segment: Display records for specific market segments.
• Search: Find a record by typing in a partial or complete name.

If you click on "Filters", on the top right of the Cases/Policies page, you will find even more options to filter your results.  Frequently used filters can be saved for later use.

Adding New Cases

To add a new case record, click the New button next to the Import button and fill in the necessary data.  The fields that are shown will depend on the market segment selected.  Individual cases will have different fields than Group cases.  Custom fields may also be defined from your Agency settings menu.

Importing Cases (Bulk)

To save time on adding each case record manually, you can bulk import an Excel spreadsheet with the case record details. To do this, click the Import button next to the search box and follow the instructions.

Viewing and editing a Specific Case

Once you've opened a case, you'll be presented with the details for that case.  Multiple tabs across the top of the case record help to organize the various types of related data.  The available tabs and data will depend on whether the Case is defined as an Individual or Group market segment.  Now let's take a look at each of these tabs.

• Summary (All Market Segments) -  Snapshot of the case record, including detail from each of the tabs, as well as Broker of Record and Team members that are assigned.  

• Contacts (All Market Segments) - Contacts associated with a case.  "Primary" contact will be shown with the blue (P) icon, and this contact will also be listed on the summary page.  New contacts can be added here, and existing contacts in NextAgency can be associated with this case.

• Benefits (All Market Segments) - Policies (benefits), including Current, Past, and Future.  Add new and modify existing benefits.

• Tasks (All Market Segments) - Create and modify tasks (action items) related to this policy.  Tasks can be assigned to NextAgency users.  Due dates and reminder notifications can also be defined.

• Notes (All Market Segments) - View and create notes related to this case.  Notes can be assigned to NextAgency users.  Important notes can also be "Pinned to Summary", so they show up on the Summary page of the Case record.

• Files (All Market Segments) - Attach files to the case.  These could be completed insurance applications and other related documents.  Folder structures can be used to help organize if needed.
  
  

• Dependents (Individual Market Segment Only) - Manage an individual's dependents.  Existing individuals can be added as dependents or new dependents can be created.

• Census (Group Market Segment Only) - Manage Census data for a Small or Large Group case.

• Employees (Group Market Segment Only) - Add, edit, or remove employees associated with a Small or Large Group case.  

• Sales (All Market Segments) - Manage quotes, proposals, and enrollment kits.

• Commissions (All Market Segments) - Edit, create, or import commission statements.   Define commission splits, per policy/Carrier.  NOTE: Commissions module is billed separately from the Core NextAgency product subscription.

• Calls (All Market Segments) -  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 (All Market Segments) -  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 (All Market Segments)- 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 'Need Emails tab in Cases' option. Click the 'Save' button.
  
  
  
  All the attached Outlook emails can be viewed from the 'Emails' tab.
  
  
  
  
• NextText (All Market Segments) -  If you've chosen to use NextText, all communication via SMS that you have had 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 (All Market Segments) - Log of activities related to the case.
  
  

Pipeline

Explore your case records conveniently arranged by their sales status and stages. Choose a sales status and select up to 10 stages for the Pipeline view.

Contacts

In this section, you'll find all of your contacts within NextAgency.  This includes contacts that have been created within a case, within this Contacts page, and/or imported from an Excel spreadsheet.  You may also choose to include contacts that have been synced from your NextMail email (if applicable).

Library

The Library is your agency's file repository.  It contains all files that have been uploaded into NextAgency.  You may create a folder structure to organize your files.  The Library is where an agency would typically store blank applications and documents, whereas, Case specific (completed) applications and documents would be stored within a Case record.

Reports

The Reports allows you to create reports for many different data sets. Most fields within NextAgency can be used to generate reports, including your agency's custom fields.  Any reports that have been saved will be listed here, under the appropriate report category.  To generate a new report for a template that has already been saved, select the category, find the report, and within the Actions menu, select "Run".

To create a new report, select the category of the report, and click "Create".  You'll be taken to a screen where you can select the fields that are relevant for that type of report.  Select the fields you'd like to be included.  If you'd like to save the report for future use, select "Save As Template". 

Once you are ready to generate the report, click "Run".

NextMail

The NextMail page gives you access to NextAgency's mail client, if you've chosen to utilize this integration. For more information, see NextAgency: NextMail.

Partners

The "Partners" dropdown menu grants you access to the information regarding Carriers, General Agents, and Vendors that have been entered into your agency's database.

Fast Access

The Fast Access menu gives you quick access to many features within NextAgency.

Most Recent

The Most Recent menu provides quick access to the most recent cases you've visited, sorted by Individual and Group cases.

Directory

The Directory page contains a list with records of all agency brokers and their details.

Tickets

The Tickets page contains all tickets that have been created by your Agency.  Tickets are typically used for tracking and assignment of an agency's internal actions.

Timeline

The Timeline page provides you with several options for viewing all tasks, tickets, and notes that you or other users have created within NextAgency.  This feature is useful to help your Agency manage and organize your work.  Current options for viewing include:

• All
• Today and Future
• Today
• Tomorrow
• This Week
• Next Week
• Prior to Today

It is also possible to add filters, sort the records to view only their specific types, as well as export and add new tasks and tickets.

Settings

On the Settings page, you can manage information that is relevant to your NextAgency account and access the most important functionalities of NextAgency with just a couple of clicks. For a more comprehensive understanding of all the available setting options, you can explore the detailed information provided on this page.

Form Responses

This is where you'll find all the automated form responses originating from web widgets or Zapier integrations. You can also import the case records information into NextAgency directly from here.

If you find yourself with any questions or in need of support, please don't hesitate to reach out to our support team.

On the Settings page, you can manage information that is relevant to your NextAgency account and access the most important functionalities of NextAgency with just a couple of clicks.

There are two ways to access the page:

1. In the navigation bar, scroll to the bottom and click on Settings.
2. In the upper-right corner of any page, click your name, and then choose Settings.

The Settings page is divided into several subpages, so let's explore each one of them.

Agency Settings

Access Requests: You can monitor all access requests made by our support team on this page. Access requests are initiated when the team needs to investigate or replicate an issue you've reported for documentation purposes or during the initial data import phase. After collecting the necessary information, the team will proceed with the required actions. You also have the option to terminate access on this page.

You can grant/terminate access by Clicking on Actions > Grant Access/Terminate Access.

If you cannot locate the 'Access Request' option within the Settings page, it may be because you have insufficient permissions. In such instances, administrators have the authority to grant or revoke access requests.


Managers: You have the capability to both add and view your managers on this page.

Preferences: The place where you can personalize your Personal and Agency preferences the way you like. Preferences has two tabs- Personal and Agency.

Personal:

• This page lets you set your default Home page and Case tab that you want to be on.
  
  
• Auto-Save Timeline page filter: Once turned on, this will automatically save your Timeline filters based on your last filter.
  
  
• Auto-Save Cases/Policies page filter: Once turned on, this will automatically save your Cases/Policies page filters based on your last filter.
  
  
• Auto-Save Sub-Agent page filter: Once turned on, this will automatically save your Sub-Agent page filters based on your last filter.
  
  
• Automatically copy Dependent address information from Primary account address: Turning this on will ensure that the dependent’s address is automatically copied from the Primary account address.
  
  
• Need Emails tab in cases: To access your attached emails when using the Outlook add-on, you must enable this feature.
• Enable/Disable Notifications: You can customize the way you receive notifications for each item in NextAgency. You can also turn off all of them.

Agency:



Here you can customize your agency-wide settings like Phone number format, Locking/Unlocking Agency Notes, Tasks and Tickets, Auto-Sign off settings, and Two-factor authentication settings which will be reflected to all the users in your Agency.

Profile: Manage your profile data, such as agency details, contact information, and locations.

Support Staff: All your support staff details can be found here.

Teams: This tab provides you with the ability to perform several actions. You can add teams, make edits to existing teams, and delete them. Additionally, there's a "Roles" tab where you can create new roles and assign them to users. Furthermore, you can edit and delete roles that already exist.



Users: This page allows you to manage your agency users by adding, editing, or deleting them. To add a new user, simply click on 'Add an authorized user.' You can also filter users by their roles for easier navigation.





Settings Directory: To help you find settings quickly, we present the attached directory. This PDF has three pages. The first sorts the settings alphabetically. The second page sorts the settings by where they were. The third by where they are now. You'll find this same option conveniently located at the bottom of every tab, ensuring easy access to the directory whenever you need it.

Automations

This page serves as your central hub for configuring various automations such as Checklists, Merge Templates,and Workflows. Here, you have the flexibility to add, customize, and tailor these automations to align perfectly with your agency's specific preferences and requirements. This empowers you to streamline and automate your processes effectively, enhancing overall efficiency and productivity.





Billing

On the billing tab, you can view your subscriptions, Add-ons, billing estimates, and billing details. You can also view the billing history, and NextText history from the menu on the left.






Carrier Settings

Within this section, you have the ability to access and manage your Carrier Credentials and Product Types. This includes the ability to view, add, and edit the existing information for these crucial elements of your operations. This centralized platform empowers you to maintain and update essential data efficiently and accurately, ensuring your processes run smoothly.







Case Settings



The Case Settings section is for configuring and fine-tuning various aspects of your case records. This includes settings related to contact roles, employee statuses, sales statuses, and stages. By utilizing these settings, you can customize and optimize the way your case records are managed, ensuring that they align seamlessly with your business processes and requirements. We will proceed to review each of them individually below.

Contact Roles: On this page, you have the capability to perform various actions related to contact roles. You can add new roles, view existing ones, make edits to their details, and, if necessary, delete specific roles. This functionality provides you with the flexibility to effectively manage and customize contact roles within your system.

Employee Statuses: This page provides you with the capability to add different types of employee statuses. You can add and manage all of these distinct statuses from here, making it convenient and efficient to manage all the statuses.

Sales Statuses: Although we offer "Client" and "Prospect" as default sales statuses, you can expand and tailor this list according to your specific business or agency requirements on this page.

Stages: On this page, you have the capability to add and modify stages for Case Records, Benefits, and Tasks/Tickets. You can create custom stages with names and styles that align with your preferences, which can then be applied to Cases, Benefits, or Tasks/Tickets as needed. To initiate the creation of the desired stage, simply switch to the respective section, whether it's Cases, Benefits, or Tasks/Tickets and click on 'Add Stage'.






Configuration Settings



This page serves as a comprehensive configuration hub, enabling you to fine-tune various essential settings. You can customize Contact Types and custom fields, and manage tags according to your specific needs and requirements. These configuration settings empower you to tailor your system to match the unique characteristics and attributes of your agency, ensuring a more efficient and personalized experience. We will now take a closer look at each of them, addressing them individually in the following sections.

Contact Types: You have the flexibility to tailor contact types to align with your specific requirements. To create a new contact type, click on 'Add Contact Type,' and you will be able to assign it to your preferred contacts. This customization ensures that your contact categorization meets your precise needs.

Custom Fields: NextAgency provides you with a default set of essential fields for Cases, Benefits, Contacts, Commissions, Sub Agents, Tasks/Tickets, and Notes. However, if you find the need to include additional fields, you can create custom fields with the entry type of your choice, such as custom text, date fields, drop-down menus, or percentage values. To initiate the creation of a new custom field, navigate to the relevant section and click on 'Add Custom Field.' This flexibility allows you to tailor your data collection to meet your specific agency needs.




Tags: Tags provide a powerful way to search and filter for specific information that you're seeking. They can serve as filters on the Cases/Policies and Contacts pages, as well as within Reports. Within your portal, you have the capability to create and assign tags to Cases, Contacts, and Sub Agents. This tagging system enhances your ability to organize and retrieve relevant data efficiently.






Imports



This is the central location where you can import all your agency information related to Cases, Contacts, Files, Plans, and Sub Agents. It serves as a comprehensive data import hub, streamlining the process of bringing in essential information and ensuring that your system is up-to-date and organized.

Integrations



The Integrations section provides you with the capability to establish connections with other software applications seamlessly. Here, you can link various services, including your email provider (NextMail and NextCalendar), Lead widgets, Ease, NextText, APIs, Zapier, and Intulse accounts. This integration capability enhances your system's functionality by enabling data exchange and automation with external tools and platforms, making your workflow more efficient and productive.

NextMail/NextCalendar: You have the option to seamlessly incorporate your email system into NextAgency, allowing you to send and receive emails directly within the NextAgency platform. To initiate the setup process, simply click on 'Add Email Account.' This integration streamlines your email communication, making it more convenient and efficient to manage within NextAgency.

Lead Widget: You can generate a lead capturing widget by utilizing the code provided by NextAgency. This widget is a valuable tool that can be embedded into your website or other online platforms to capture and manage leads effectively. It enables seamless lead generation and integration with your NextAgency system, ensuring a smooth flow of prospective client information into your agency's workflow.



Ease: From this page, you can establish a connection and synchronize your Ease account with NextAgency. This synchronization ensures that all the information residing in your Ease account seamlessly integrates with NextAgency. This integration offers you the peace of mind that your data remains up-to-date and consistent across both platforms, streamlining your workflow and enhancing data accuracy and accessibility.


NextText: This feature allows you to purchase and utilize a phone number for both sending and receiving text messages within NextAgency. It proves to be exceptionally convenient when you need to send important updates or messages to your clients.

API(Application programming interface): You have the capability to seamlessly integrate third-party APIs directly from this page. This integration enables the exchange of data and functionalities between NextAgency and external software systems or platforms, expanding the capabilities and functionality of your NextAgency system. By connecting with APIs, you can enhance and extend the reach of your agency's operations, streamlining processes and accessing valuable resources from external sources.

Zapier: On this page, you will find the Zapier integration key, a crucial component required to enable Zapier Integrations. This integration key acts as the bridge between NextAgency and Zapier, allowing you to automate various tasks and data transfers between your NextAgency system and other applications or services supported by Zapier. It simplifies workflow automation and data synchronization, enhancing your overall efficiency and productivity.

Intulse: You can establish a connection between Intulse and NextAgency directly from this page. This integration with Intulse provides you with advanced telecommunications capabilities within NextAgency, facilitating seamless communication and information sharing. To access further information regarding the Intulse integration, please refer to this page.

Sales and Marketing Settings



Step into the Sales and Marketing Settings, your hub for shaping the success of your sales and marketing efforts. Here, you have the power to craft compelling email templates that resonate with your audience, orchestrate dynamic email campaigns for engagement, efficiently manage incoming leads, and leave a memorable mark with personalized email signatures. These settings are the key to optimizing your sales and marketing strategies, enabling you to forge meaningful connections, nurture leads, and project a professional image in every interaction.


Email Templates: Email Templates offer a valuable time-saving feature. By creating an email template, you can streamline your communication efforts. These templates can be utilized both for individual email correspondence and seamlessly integrated into your email campaigns. This efficiency not only saves you time but also ensures consistency and professionalism in your email communications.

Email Campaigns: This section allows you to easily add and manage your email campaigns. Additionally, you can access detailed statistics related to your email campaigns directly from this page. To initiate a new email campaign, just click on 'Add Email Campaign.' This streamlined approach simplifies the process of planning, executing, and analyzing the performance of your email campaigns, enhancing your email marketing effectiveness.





Incoming Lead: With this feature, you can effortlessly capture incoming leads originating from your website. These leads seamlessly integrate into NextAgency, and you can conveniently access them within this section. This streamlined process ensures that potential opportunities are efficiently managed and tracked, allowing you to stay responsive and capitalize on potential business prospects.

Signatures: Elevate your email communications in NextAgency by incorporating custom signatures. These personalized signatures add a professional touch to your emails, making your correspondence more polished and distinctive. Tailor your signature to reflect your identity and convey important contact information effortlessly.


If you have any questions or need further assistance, please don't hesitate to reach out to our support team. We are more than happy to help and provide any clarifications you may require.

The NextAgency settings module enables you to set preferences, create workflows and checklists, customize your NextAgency experience and much more. To help you find settings more quickly, we present the attached directory. This PDF has two pages. The first sorts the settings alphabetically; the second by the tab in the Settings module.

From the Library tab in the navigation bar, you can access a library of all uploaded files and documents that are relevant to your agency.

Uploading Files

To upload an external file from your computer:

1. In the upper-left corner of the Agency Library page, click Add Files > From Desktop.

2. In the dialog that opens, click Select Files and choose one or several files that you want to add to the library or just drag and drop the files to the specified area.

3. Click Upload.

4. Wait until the progress bar is complete, and then click Close. The file(s) will appear on the top of the list.

To add an internal file from NextAgency:

1. Under the File Library header, click Add Files > From NextAgency.
2. In the dialog that opens, click From NextAgency.

3. In the pane on the left, choose one or several files that you want to add to the library. They will appear in the pane on the right, under Selected Files.

4. When ready, click Add.
5. Click Save. The file(s) will appear on the top of the list.

Creating Folders

By default, the files are added to the main folder. However, you can create your own subfolders to organize the files:

1. In the upper-left corner of the Agency Library page, click Create Folder.

2. In the dialog that opens, enter the name of the subfolder.
3. Click Create. The folder will appear at the top of the list.

4. To add files to the folder, just click its name in the list, and then click Add Files.

File and Folder Actions

The following actions are available for files and folders:

• Move Up/Down: You can arrange the files and folders the way you'd like by using the Move Up and Move Down menu items.
• Share: To share a folder with all users in your agency, click Actions > Share, and then confirm the action by clicking Yes.

• Edit/Rename: To rename a file or folder, click Actions > Edit, and then enter a new name for the folder or file in the dialog that appears.
• Download: This action is available only for files. Click Actions > Download to save a file to your computer. To download multiple files as a ZIP archive, select those files, click the Multiple Actions button that appears after the selection, and then choose Download.

• Create Link: This action is available only for files. NextAgency makes it possible to generate shareable file links for others to click and download from. 

• • Click Actions > Create Link.
  • In the dialog that opens, click Create a link.
  • 
  • Click Copy link.
  • 
  • To access all links, click View Public Links.

To search for a specific file, type its name or prefix in the search field above the files list, and then press Enter.

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.

You can also place the folders inside other folders by simply clicking and dragging one folder into another folder.

To open the Carrier settings in NextAgency, click Settings in the navigation bar, and then click the Carrier Settings tab.

Now let's explore each subtab of Carrier settings.

Credentials:

On this page, you can manage the carrier credentials, i.e. login information about the broker or agent, which is stored in NextAgency. You can also add your carrier login information for all carriers that have been added to your agency portal.

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.

Product Type:

You can use this page to manage Product Types, allowing you to add, view, or edit them. To create a new Product Type, just click on the 'Add Product Type' button.



Settings Directory:

The NextAgency settings module enables you to set preferences, create workflows and checklists, customize your NextAgency experience, and much more. On August 15th we reorganized this module to make it more organized and intuitive. We renamed some sections and added a few, too. We moved some tools from one section to another where appropriate. Our aim in all this was to make the settings module even easier to use.

To help you find settings quickly, we present the attached directory. This PDF has three pages. The first sorts the settings alphabetically. The second page sorts the settings by where they were. The third by where they are now.

Selecting this tab will direct you to the Settings Directory page. 

You can merge contacts from the Master Contacts page or the Contacts tab within a case record. To do this, click on Actions > Merge.

Select the contact you’d like to merge, then enter the new contact’s first and last name. You can also choose which fields to merge, such as Emails, Phone Numbers, Tags, Notes, and Associations.

Once you click Save, the two contacts will be merged. The original records will be archived so you can still access their history.

Please reach out to our support team if you need any assistance.

NextAgency Agency Management — your agency CRM, on the go.

The NextAgency mobile app is the companion to the NextAgency web platform. It lets you view and manage your Cases, their Benefits, Employees, Tasks, and Notes, and browse your Carriers and Contacts — right from your phone or tablet, wherever you are.

This article covers installing the app on your Android or Apple device and signing in for the first time. No technical experience needed. Once you're signed in, continue with Using the NextAgency Mobile App for a tour of the app's features.

Before you start

To sign in, you'll need three things:

1. An Android or Apple (iOS) phone or tablet.
2. Your agency domain — this is the short name your agency uses to access NextAgency. It's the part that comes before .nextbroker.io. For example, if your agency is acme.nextbroker.io, your domain will likely be acme.
3. Your NextAgency email and password — the same ones you use to log onto NextAgency on the web.

The NextAgency mobile app is for use by NextAgency users only. If you are not yet a NextAgency user, contact your agency administrator to get set up before continuing.

Step 1 — Install the app

On Android (Google Play)

1. Open the Play Store app on your device.
2. Tap the search bar at the top and search for NextAgency Agency Management.
3. In the results, tap the listing with the dark-blue NextAgency icon, published by "NextAgency Agency Management System" (category: Productivity).

Tip: Our app is usually the first organic result, just below any "Sponsored" ad at the top. You can ignore the other unrelated "Agency…" apps that may appear lower in the list.

4. On the app's page, tap the blue Install button.
5. Wait for the download to finish. When it's done, the button changes to Open.
6. Tap Open to launch the app. (Next time, you can also tap the NextAgency icon on your home screen or in your app drawer.)

On iPhone or iPad (App Store)

1. Open the App Store on your device.
2. Tap Search (bottom-right corner) and search for NextAgency Agency Management.
3. In the results, tap the listing with the dark-blue NextAgency icon.
4. Tap Get, then confirm the install if your device asks (Face ID, Touch ID, or your Apple ID password).
5. When the download finishes, tap Open to launch the app. (Next time, you can also tap the NextAgency icon on your Home Screen.)

The app looks and works the same on both platforms, so the Android screenshots in these articles will match what you see on your Apple device.

Step 2 — Sign in

When the app opens, you'll see the Sign in to NextAgency screen with three fields:

1. Domain — Enter only your agency's subdomain (for example, acme). You'll notice .nextbroker.io is already shown, greyed out, on the right side of the field — the app adds that part for you automatically.

This is the #1 thing to get right. Without the correct domain you won't be able to access your data through the mobile app.

2. Email — Enter the email address you use to log into NextAgency.
3. Password — Enter the password you use to log into your NextAgency account.

Then tap the green Sign In button at the bottom of the screen.

Your device may offer to save your password (Google Password Manager on Android, iCloud Keychain on Apple devices). That's a normal prompt, so choose whichever option you prefer.

Trouble signing in?

"I can't sign in."
Double-check the Domain field — it should hold only your subdomain (for example acme), with no https:// and no .nextbroker.io. Then confirm your email and password with your agency administrator.

"Where can I get more help?"
Contact support@nextagency.com.

What's next

You're all set! Continue with Using the NextAgency Mobile App to learn your way around Cases, Benefits, Tasks, Notes, Carriers, and Contacts.

NextAgency Agency Management — your agency CRM, on the go.

The NextAgency mobile app lets you view and manage your Cases, their Benefits, Employees, Tasks, and Notes, and browse your Carriers and Contacts — right from your Android or Apple phone or tablet. This article is your tour of the app once you're signed in.

New to the app? Start with Installing the NextAgency Mobile App and Signing In, then come back here.

Getting around: the Cases list & menu

After you sign in, the app opens to your Cases list — this is your home screen. Here's what you'll see:

• Menu button (☰) — top-left corner. Opens the main navigation (more on this below).
• Search bar ("Search cases…") — find a case quickly by typing its name.
• Filter icon (the gear/dial to the right of the search bar) — narrow the list down.
• Case count — for example, "SHOWING 50 CASES."
• + New button — top-right corner. Starts a brand-new case.
• Case cards — each case appears as a card showing two status badges: a sales status (such as Client, Active, or Prospect) and a stage (such as Enrolling). Below that you'll see the Segment, the Owner/Broker of Record, and — when available — the Location.

Tap the ☰ menu (top-left) to open the main navigation. From here you can jump to:

• Carriers
• Contacts
• Settings
• Help
• Logout

(Your Cases list stays behind the menu — just tap outside the menu to return to it.)

Working with a case (the tabs)

Tap any case to open its detail view. A case is organized into five tabs across the top: Summary, Benefits, Employees, Tasks, and Notes. Tap a tab name to switch between them.

Summary

The Summary tab gives you the at-a-glance view:

• A header with the sales-status pill, the case name, the Market Segment, the Broker of Record, and when it was last updated.
• Basic Information — such as the Stage.
• Location — the physical address.
• Recent Note Activity — the latest note, with a View all notes → link.

Tap the pencil icon (top-right) to edit the case. If you see "Show all" near the bottom (e.g. "2 sections hidden · Show all"), tap it to reveal additional sections.

Benefits

The Benefits tab lists the case's benefit policies. Each entry shows the product type (such as Medical), the carrier, and a policy number.

Employees

The Employees tab lists the people on a group case — each with their name and email — and includes an Add Employee button.

This tab is most relevant for group cases. Individual cases won't have employees listed.

Tasks

The Tasks tab shows the to-do items tied to the case. Each task shows its priority (e.g. LOW, URGENT), its status (e.g. To-Do), who it's assigned to, and a due date.

Notes

The Notes tab holds free-form notes for the case. Each note has an edit (pencil) icon and a delete (trash) icon, and there's an Add Note button at the top to write a new one.

Creating a new case

From the Cases list, tap + New (top-right) to open the Add Case form. It's organized into sections:

Basic Information

• Market Segment (required) — choose from the dropdown (e.g. Individual or a group type).
• First Name and Last Name (required for individual segments).
• Sales Status, Stage, and Broker — each a dropdown.

Required fields are marked with a red asterisk (*).

Addresses

• Physical Address and Mailing Address — street, address line 2, city, state, ZIP code, and county.

When you're done, tap the green Create button to save the case — or Cancel to back out without saving.

Carriers & Contacts

Carriers

Open the ☰ menu and tap Carriers to see a searchable directory of insurance carriers. Each carrier card may include a website link and the states the carrier operates in. Use the Search carriers… bar to find one quickly.

Contacts

Open the ☰ menu and tap Contacts to see a searchable list of your contacts, each showing a name and a location or email. Tap + New (top-right) to add a contact.

Settings

Open the ☰ menu and tap Settings. This screen has three sections:

Server Configuration

Shows the connected Server URL, Domain, and Environment (e.g. Production), along with a Change Server button.

Heads up: Changing servers signs you out and clears your current configuration. You'll need to sign in again with your domain, email, and password.

Dropdown Values

Shows a Sync Status and gives you two buttons:

• Refresh Dropdown Values — re-pulls the latest picklist options (case stages, sales statuses, benefit product types, broker names, and so on). Use this if a dropdown looks out of date.
• Clear Cache — clears locally stored data.

Note: Task stages are managed in the web CRM, not in the app.

About

Shows the app Version, Build #, commit, and build date, plus a Privacy Policy link.

Troubleshooting & FAQ

"The drop-down fields' data looks out of date."
Check your internet connection first. Then try pulling down to refresh the list, or go to Settings → Refresh Dropdown Values to re-sync.

"How do I switch agencies or domains?"
Go to Settings → Change Server. (This signs you out, so have your domain, email, and password ready.)

"How do I sign out?"
Open the ☰ menu and tap Logout.

"I can't sign in."
See Installing the NextAgency Mobile App and Signing In for a walkthrough of the sign-in screen, especially the Domain field.

"Where can I get more help?"
Open the ☰ menu and tap Help, or contact support@nextagency.com.