Using the Brokerage Manager

How to add and edit Brokerage Submissions

Last Updated: December 2022

This article explains how to add and edit Brokerage Submissions

The sections for this article are:

• Adding a new Brokerage Submissions
• Searching for Marketing Companies and Marketing Company Contacts
• Edit Brokerage Submission Email
• Upload new Documents or select Documents already filed to the Application
• Creating new Brokerage Submissions with or without sending an email
• Brokerage Submission Listing screen
• Edit a Brokerage Submission

Brokerage Manager walkthrough

Adding a new Brokerage Submission

You can create new Brokerage Submissions for applications by clicking on the Brokerage Manager tab, then clicking on the Add Submissions button

Searching for Marketing Companies and Marketing Company Contacts on the Add Submissions Screen

You can use the built in filter to easily find the Marketing Company and Marketing Company Contacts you are looking for

• Type in search term into the search bar
  
  • Select Marketing Company Contacts by clicking on the checkbox. The parent Marketing Company will be automatically selected
  • You can click on the Marketing Company name to automatically select all Marketing Company Contacts
  • Selected Marketing Companies and Marketing Company Contacts will be displayed on the right hand side
  • The person icon signals if the contact is an individual or an inbox icon if it is a shared inbox
  • Marketing Companies without Marketing Company Contacts are not displayed
  • The Marketing Companies are expandable and can be collapsed back by the user. The search will automatically expand the Marketing Company if a result is found. 

You can now add notes to marketing company contacts to capture the division and specialty of the marketing company. This is also searchable and will show up in the brokerage manager. In addition, you can see multiple contacts under the Marketing Company Contacts. The Marketing Company category also shows the number of contacts available for each Marketing Company which is selected, and allows you to select the appropriate contact for the submission. 

As you prepare your submissions, you will also be able to click on the "Upload | Drop Here" button to upload the relevant documents. The documents  will then be displayed under "Attached Documents" on the Brokerage Manager tab.  

Edit Brokerage Submission Email on the Add Submissions screen

Choose the Brokerage Email Template you want to use and write your personalized email

• First select a Brokerage Submission Email template
  
  • You can either keep the Email Subject or update it
  • You can see the Subject Line and the Email body preview as you edit the email
  • The following wildcards are supported to pull information from the application:
    
    

    Placeholder	Data point
    	Name of the Marketing Company Contact, or if shared inbox 'Dear Recipient'
    	Name of the Insured with DBA
    	Location of Risk, it there are multiple locations on the application the first location address is displayed
    	Requested Effective Date
    	Active user full name
    	Office phone of the user (set up in user settings)
    	Cell phone of the user (set up in user settings)

     

Upload new Documents or select Documents already filed to the Application

You can upload documents during creating Brokerage Submissions or select files already filed to the Application

•  Upload documents
  
  • Drag and Drop
  • Or click 'Upload'
• Select documents already attached to the Application at time of creation of the Brokerage Submission

Creating new Brokerage Submissions with our without sending an email

You can create Brokerage Submissions in multiple ways:

•  Save & Exit
  
  • By clicking Save & Exit all the selected Marketing Companies will create a new Brokerage Submission but the system will NOT send any emails
    • You can later edit and send these submissions as emails
• Save & Send Email 
  • Or click Save and Send Email to save and create the Brokerage Submissions and send personalized emails per recipient.
  • Wildcards are replaced with Application data:
    • In case of Individuals: the full name of the Marketing Company Contact, e.g. Jane Doe
    • In case of Shared Inboxes: Dear Recipient
  • Marketing Company contacts that do not have an email address will be skipped when the system sends out emails. For the use case of just tracking portal submissions you can create a Marketing Company Contact with the name 'Online Portal' to use the Brokerage Manager

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  Brokerage Submission Listing Screen

  After a brokerage submission has been added you can see details of the brokerage submissions under the Brokerage Manager tab

  •  ID
    • Unique ID for each Brokerage Submission. Can be used for identifying brokerage submissions in reports
  • Created
    • Date and time when the Brokerage Submission was created
  • Status
    • Use the status to track the lifecycle of the brokerage submission.
    • The currently supported statuses are:
      • Unsubmitted: A draft Brokerage Submission. The default status after creating a Brokerage Submission by clicking Save & Exit on the Add Submissions screen. Can be Archived. After a brokerage submission is moved out Unsubmitted status then it cannot be Archived anymore.
      • Pending (Market): means the brokerage submission is pending on feedback from the Marketing Company (Brokerage Market). This is the default status after clicking Save & Send Email on the Add Submissions screen.
      • Pending (Agent): means the brokerage submission is pending on the Retail Agent. 
      • Price Not Competitive: use if the Marketing Company provided a quote but it is deemed to expensive,
      • Declined: means the Marketing Company declined the risk.
      • Quoted: means the Marketing Company provided a quote for this risk.
      • Bound: means that this Brokerage Submission made it to a bound policy. 
  • Emailed: An icon and an Emailed label signals if the Brokerage Submission was shared via email from BindHQ.
  • Last Updated
    • Date and time of the last update made on the Brokerage Submission.
  • Market
    • The name of the Marketing Company.
  • Contact(s)
    • The names and email addresses of the Marketing Company Contacts associated to the Brokerage Submission.
  • Carrier
    • If the Carrier is known on the quote its name is shown.
  • Premium
    • Premium on the quote provided by the Marketing Company. It can be added on the Brokerage Submission edit screen.
  • Documents
    • Easily access documents associated to the brokerage submission using the dropdown.
  • Actions
    • Access the Brokerage Submission Edit screen by clicking on the Edit button.

Edit Brokerage Submission

Clicking the Edit button on the Brokerage Submission Listing Screen brings up the edit screen of the selected Brokerage Submission. This screen is very similar to the Add Submission screen.

• Carrier
  • You can set the Carrier on the quote provided.
• Internal Notes
  • This section is used for internal notes only, it is not surfaced on any client facing documentation.
• Minimum Earned Premium %, Gross Commission %, Retail Agency Commission %
  • Used to track agreed commissions.
• Add line items
  • Add line items to the brokerage submission like Premium and Fees.
• Risk Information and Attach Documents
  • This section is editable until the Brokerage Submission Email is sent to the Marketing Company Contacts selected on the Brokerage Submission.
  • Once the email is sent these fields become read only.
• Status Transitions and Save & Exit
  • Change the status you want to use then click Save & Exit to save your change.
  • There are constraints for possible status transitions, for instance a bound Brokerage Submission cannot be moved to Declined, etc.
  • If the Brokerage Submission Email has not been sent yet you can click Save and Send Email to save the Brokerage Submission (with any changes made to the email text, attachments, status) and send it as a Brokerage Submission Email to the Marketing Company Contacts.