Navigating Agencies in BindHQ

How Users can access the Agencies Page to see information about individual Agencies including sales and bind ratios

Applies to:

  • Adminstrators

Last Updated: January 2021

This article explains how Users can access the Agencies Page to see information about individual retail agencies

 


Accessing Agencies Page

After creating a new retail agency, the system automatically opens the retail agency’s page. You can also access a retail agency’s page by:

  1. Navigating to Administration and selecting the Agents & insureds tab in the left sidebar.
  2. Clicking Browse, view, & edit agencies, then selecting the agency name you want to view.


    If you only want to see the retail agency's summary details, click the plus icon (+) to the left of the agency name.


Overview Tab

  • The Overview tab shows reports and charts for the retail agency’s production and bind ratio, as well as any producers assigned to the retail agency.


Details Tab

  • The Details tab shows the agency profile that was created when the agency was added to BindHQ.
  • These details can be updated as needed.
  • Users can also see the Agency Snapshot, which auto-populates the agency’s bound policy count and volume.


Legal Tab

  • The Legal tab lets users add and track Errors and Omissions (E&O) policies, licenses, and quoting/binding authorization.
  • Users can also set an agency to inactive from this tab to prevent new business from being bound with them.


Documents Tab

  • The Documents tab lets users attach agreements or other items that are non-specific to a policy.
  • To add a document, drag a file into the main pane or click to browse for and upload a file.
  • Use the options to the right of a document to download, edit, delete, or change its order on the list.

Note: Documents are never truly deleted from BindHQ; deleted files no longer display on the tab, but they are still stored in the background.


History Tab

  • The History tab automatically captures data related to applications, quotes, and binds the agency is associated with.

  • Users can click Add Item to manually add historical data to the tab, and can filter the agency’s history by Type (note, file, email), Employee (users in BindHQ), or date range.


Applications Tab

  • The Applications tab shows all applications associated with the agency. Click View/filter all applications to automatically redirect to the All Applications tab.

  • From the All Applications tab, you can set filters for specific agencies, date ranges, etc.

Policies Tab

  • The Policies tab shows all policies associated with the agency.
  • Click View/filter all applications to automatically redirect to the All Policies tab.

  • From the All Policies tab, you can set filters for specific agencies, date ranges, etc.

Contacts Tab

  • The Contacts tab displays the agents associated with the agency.
  • To add a new contact, click Add Contact in the top right corner of the page.

  • The Contact Details page opens. Fill in the contact’s details, then click Save Contact Details.

  • To edit a contact, click the contact name to open the Contact Details page. Make any updates needed, then click Save Contact Details.
  • To delete a contact, click Delete to the right of the contact. The Are you sure you want to delete this Contact? pop-up displays. Click OK.

Activity Tab

  • The Activity tab automatically logs activities associated with the agency (for example, emails sent to the agency from BindHQ).

  • Users can delete activities from the system by clicking Delete to the right of an activity. The Are you sure you want to delete this Activity? pop-up displays. Click OK.
  • Agent - Use the drop-down to select the agent associated with the activity.
  • Subject - Use the drop-down to select the type of activity you’re logging (visit, email, or call). This field is required.To log a new activity, click Log an Activity in the top right corner of the page. The Logging Activity page opens.
  • Ensure the Date and Agency fields are correct, then fill in the remaining fields:
    • Agent - Use the drop-down to select the agent associated with the activity.
    • Subject - Use the drop-down to select the type of activity you’re logging (visit, email, or call). This field is required.
    • Comments - In the text editor, enter any comments or notes related to the activity.

  • After the activity fields are filled in, click Submit.
  • Users are automatically redirected to the Agency visit log.
  • By default, the log is filtered by visits.
  • To view other activity types in the log, click Add Filters and edit/update the Type field as needed.
  • You can also set a date range or filter by agencies or producers (and can add multiple producers to the filter).


Notes Tab

  • Like Applications and Policies, the Notes tab for agencies lets Users keep a running list of high-level items that are unique to the agency.
  • Add a note in the text editor and click Save Notes.

  • After a note is added to the application, a red indicator dot displays indefinitely on the tab.

Policy Transfers Tab

  • The Policy Transfers tab shows incoming and outgoing transfers.
  • Incoming transfers are policies that were transferred from one agency to the current agency.
  • Outgoing transfers are policies that were transferred from the current agency to another one.
  • Click the transfer number to view additional details and notes about the transfer.


Accounting Tab

  • The Accounting tab is available to users with the appropriate roles and permissions to view accounting details.
  • From the Accounting tab, users can record receipts, make payments, and generate statements.
  • At the top of the page, users can view the AR balance and overdue AR balance. By default, the transactions list displays all transactions associated with the agency.
  • Use the From and To fields to filter records by date range, and select By Transaction or By Effective Date to limit which records display.
  • In the Policy and Insured fields, enter a policy number or insured name to filter records.
  • On the right, click an option to filter by Open or Closed transactions, Receivable or Payable transactions, or Agency Bill or Direct Bill.


View Receipts

  • To view receipts associated with the agency, click the More drop-down in the top right corner of the page and select View Receipts.
  • The Receipts page opens and displays the related receipts. From here, you can filter the data, download the data, or record a new receipt.


View Payments

  • To view payments associated with the agency, click the More drop-down in the top right corner of the page and select View Payments.
  • The Payments page opens and displays the related payments. From here, you can filter the data or make a new payment.


View Deposits

  • To view deposits associated with the agency, click the More drop-down in the top right corner of the page and select View Deposits.
  • The Deposits page opens and displays the related deposits. From here, you can filter the data, download the data, or record a new deposit.


Generate Statement

  • To generate a statement for the agency, click the More drop-down in the top right corner of the page and select General Statement.
  • The Customer Statements page opens and lets you select the criteria and template for the statement, then click Generate Statement to download a PDF statement.


Record Receipt

  • From the data list, select one or more open line items by checking the Action/Status checkbox on the right.
  • Click Record Receipt in the bottom right corner of the page and fill in the receipt details.