Change Status or Discard an Appointment Request

Chris Toth -

Changing the status or discarding an appointment request will help in keeping your Work Inbox clean and simply help keep track of your Producer's appointment stages until approved and completed.

This forum covers the following topics:

 

Please Note:  Status changes and Notes can also be completed while working within the Work InboxCLICK HERE for more details.

 

Change Status:

Status' are automatically changed with each step taken in the workflow to alert the Agency Worker of the stage the appointment request is in.

Status' available are:

  • Agency - Appointment request has been initiated and is now ready for processing.
  • Carrier - Appointment request was processed and now requires follow-up with the Carrier.
  • Producer - Appointment request was sent to Producer awaiting Request/Review.
  • Completed - Appointment request was approved and writing number assigned.
  • Discarded - Appointment was no longer needed.

As Request/Reviews are sent out to Producers, the status on the record changes to "Producer". 

Once reviewed the status changes to "Agency" letting Agency Workers know there is something to process.

Once processed the status changes to "Carrier" assuming that any processed requests are either being emailed or electronically sent to the carrier.  To see a list of carriers that are electronically submitted CLICK HERE.  

Once the carrier approves the Appointment, Agency Workers can change the status to "Completed", and indicate the carrier's assigned writing number for the Producer and firm if applicable.

 

How do I change the status myself?

  • Go to Info & Appointments
  • Search for the Producer and select the "APPOINTMENT" hyperlink on their information card.
  • Highlight the carrier appointment you want to change
  • The Status and History section appears in the bottom of the screen
  • Select the "ADD COMMENT" button.

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  •  Choose the status you would like to apply.
  • Select the "SAVE" button when done

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Add Notes:

Notes are a great way to leave a trail of detail for other co-workers or even the Producer. 

  • Follow the details above to open the "Status and History" section.
  • Type any comments needed.
  • Select the "SAVE" button when done

Please note: you can can mark notes as private so they aren't displayed to your Producer by simply selecting the "Do Not Show To Producer" checkbox.

 

Complete and Add Writing Number:

Changing the status of a record to "Completed" allows Agency Workers to maintain writing numbers on the Producer profile for quick reference.

Additionally, once the record is moved to a "Completed" status, it's moved out of the Work Inbox and filed into the agents "Completed" appointments folder, maintaining records in an organized fashion away from the pending issues still in process.

  • Follow the details above to open the "Status and History" section.
  • Change the status to "Completed".
  • Enter writing numbers assigned by the carrier.
  • Type any comments needed.
  • Select the "SAVE" button when done

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Please note: Producers setup as a "Business Entity" will be able to record separate writing numbers assigned to the Principal and the Firm. 

 

Where can I view "Completed" records?

Once a record is changed to a "Completed" status, you can retrieve details in two locations:

  • Filter Button - From the Appointments list for the Producer, select the "Filter By" button and navigate to the "Completed" folder.

 

  • Contracts Tab - Completed records are mapped to the Producer's "Contract Tab".  The contracts tab provides a quick glance of all "Completed" appointments for the producer. 

Please note:  Producers do NOT have access to the Contract Tab. This tab is only viewable to Agency Workers.

 

Discard Request:

There may be a need to discard requests for a variety of reasons:

  • Producer never reviewed the request.
  • Producer no longer has business to write with the particular carrier.
  • Carrier Terminated the Appointment.
  • Carrier rejected the application.

Whatever the reason is, you can quickly "Discard" the request to remove it from your Pending records.  

Additionally, once the record is moved to a "Discarded" status, it's moved out of the Work Inbox and filed into the agents "Discarded" appointments folder.

  • Follow the details above to open the "Status and History" section.
  • Change the status to "Discarded".
  • Type any comments needed.
  • Select the "SAVE" button when done.
Have more questions? Submit a request

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