Just getting started with AgencyRoot? You’re in the right place!
A Note from our Founders
If you’re reading this you just signed up for AgencyRoot because you’re committed to propelling your agency forward. Congratulations! To make the most out of the AgencyRoot platform, we’ve created this guide for getting started. Thank you for joining our platform. We’re dedicated to making agency processes much easier, so if there’s ever anything we can do to help you, please let us know.
- Chris, Denise, and Travis
Initial Customer Data Process
More information about managing customer data can be found in the customers' section.
1. Contact Your Insurance Providers
To receive your policy data from insurance providers, please find each of the companies you write business with in the list below and follow the associated instructions.
IMPORTANT SECURITY NOTE
Some AIPs provide you a username and password for your M13 data. These are NOT the same as your individual processing system logins, which should not be shared with anyone. When you get the M13 FTP details, do not email these credentials to us. You may send them via our secure chat app in the bottom right of AgencyRoot.
If the AIP Requests a Non-Disclosure Certification Statement:
Please download this form, fill in your agency name and all agency codes (including sub-agency codes separately) that you would like to receive data for, then sign the form. Please email the complete form to AgAgencySvs@sompo-intl.com and be sure to attach our NDS statement. Please cc your sales manager on this email so they may help you track progress.
AgriSompo will provide you with a username and password. You may transmit this to us securely using the chat function in AgencyRoot.
Please download this form, fill in your contact information at the top, and fill in all agency codes (including sub-agency codes separately) that you would like to receive data for, then sign the form. Please email the complete form to rwilliams@proag.com and be sure to attach our NDS statement using the requested email format included at the bottom of the form. Please cc your sales manager on this email so they may help you track progress.
ProAg will provide AgencyRoot direct access to the data once approved. There is no username and password needed.
Please download this form, Complete the following sections:
“Crop Years Requested”
Circle “Yes” from Multi-Peril and Crop Hail
“STATE” & “AGENCY CODES”
✅”Other” + For parent/members, to ensure all agency codes are included for current and future Parent/Member Agency Codes, state “And All Member Agencies.”
Leave all other fields blank - DO NOT fill in the Name - Signature - Date - Title or Position *that is for AgencyRoot to complete.
Return to support@agencyroot.com when complete for our signature, we’ll return to you, then proceed with sending to your sales rep.
Rain & Hail will provide you with a username and password. You may transmit this to us securely using the chat function in AgencyRoot. Do not email these credentials.
RCIS has typically made M13/PASS data available for manual download only. This data may be uploaded into to AgencyRoot’s system on the Data Sync page at any frequency you choose. You may let your sales rep know you’re an advocate for automating the process!
Email your sales rep using the template link below; please make sure you replace the “To” field with your Sales Rep, and also please “cc” support@agencyroot.com
NOTE: If your link does not work for some reason, you can copy the paragraph below into a regular email to your sales manager:
I would like to request that my M13/PASS policy data be shared with my agency management software, AgencyRoot via FTP on a daily basis. The contact for AgencyRoot is Travis Laine and he can be reached at 512-797-9732 or travis@agencyroot.com.
Please download this form. You will need to create a separate document for each agency code, and then:
Fill in your agency info as well as the specific agency code at the top of the page
Check the MPCI data box and the nondisclosure signed box
List “AgencyRoot” as the vendor for the data
Sign the form next to “agent signature”
Send the form back to FMH for home office approval
For All Other AIPs:
Email your sales rep using the template link below; please make sure you replace the “To” field with your Sales Rep, and also please “cc” support@agencyroot.com
NOTE: If your link does not work for some reason, you can copy the paragraph below into a regular email to your sales manager:
I would like to request that my M13/PASS policy data be shared with my agency management software, AgencyRoot via FTP on a daily basis. The contact for AgencyRoot is Travis Laine and he can be reached at 512-797-9732 or travis@agencyroot.com.
CRS was acquired by Great American and will is longer be transmitting directly to AgencyRoot starting with the 2024 Reinsurance Year. For CRS policies prior to 2024, please contact Great American.
2. Add your Company Appointments
After you’ve sent your M13 Request email to your sales manager, add your AIP’s to your dashboard. This will allow you to have a central hub for AIP contact data as well as show you the last time your AIPs updated the M13 transmission.
To add your Company Appointments select Agency Admin > Company Appointments.
Add Appointment > and Add any Company Contacts / Agency Codes.
You can also edit these names at a later point by selecting the 3-dot action button > Manage Company
3. Importing Your Prospects & Other Agency Contacts
While waiting on the customer data from the AIPs, you can import all other contacts that won’t have a record at the AIP yet. If you have a list of prospects in any other software, in an excel list, or like many agents, in your head, you’ll want to get those organized in AgencyRoot. To import contacts from a list, download the CSV document template under Agency Admin > Import Contacts, copy your contact records into that document, and then follow the instructions on the Import Contacts page to re-upload it into AgencyRoot.
You can import customers this way as well, but we recommend getting the customer data from the AIP first so that all your policy data is synced from the beginning as outlined in step 3.
4. Creating and Syncing Your Customers
When we receive data from an AIP, you'll have the opportunity to simply import customers through the Contact Sync process. To access the contact sync screen, you must be an agency administrator, and there will be a link on your dashboard. Next to each contact, just click "Add New Customer" and the contact information and policies will be imported to AgencyRoot.
Please review How to Sync Contacts and Entities here before getting started.
4. Take AgencyRoot with you and Download the APP for Apple Products
When you download the AgencyRoot App from the iOS App Store your Tasks are synced to your phone and all notes & all Contacts are at your fingertips, wherever you are.
https://apps.apple.com/us/app/agencyroot/id1460642511
5. Stay up to date with us on Social Media
We really appreciate your decision to partner with us to manage your Crop Insurance customers. Please like us back and follow any updates, news, or fun facts on our Social Media channels.
Facebook: https://www.facebook.com/agencyroot/
Twitter: https://twitter.com/agencyroot
LinkedIn: https://www.linkedin.com/company/agencyroot/
6. Schedule an Admin Training with Support
Building a strong foundation of the platform is critical to you and your team's adoption of this new system. We are here to provide you one-on-one training to do that. Contact your AgencyRoot support team @ support@agencyroot.com and request an admin training today.
Keys to Continued Success with AgencyRoot
Old Habits Die Hard
AgencyRoot is an agency management platform. You cannot manage your agency without knowing all the information about it, which means you have to be diligent about putting all information into the software as it happens. No shortcuts!
Communications need to be logged in AgencyRoot, not just on paper. We know you’ll still take notes on paper, but we recommend every day clearing your notepad by entering in any important notes to AgencyRoot. This helps to keep your notetaking clean and organized.
Documents should be scanned and uploaded as soon as they’re signed/completed. Don’t pile them on your desk! AgencyRoot keeps track of what you have and do not have in your office, but if they pile up on your desk, you’re losing that functionality within AgencyRoot.
Fully Commit
All employees at the agency must be committed to getting the agency data into AgencyRoot and to use AgencyRoot as the central source for data. An employee that is flipping through their notebook with a client in front of them trying to find notes from their previous meeting is one that hasn’t fully committed to using AgencyRoot.
Review Regularly
Set a task reminder in AgencyRoot for 1 month from now to review your customized processes such as segments and other internal processes for usefulness and accuracy. Continue doing so on a regular basis.