Affiliations

Jim Friend -

This article explains the many features and benefits of using affiliations in SureLC.  Take advantage of  affiliations to organize producers by group, apply custom validation rules, setup carrier and product restrictions, custom registration links, and much more. To learn more about affiliations, select any of the links below to learn about each topic and how to effectively use affiliations to save both your agency and your producers valuable time. 

 

1. WHAT ARE AFFILIATIONS? (▶ video included

2. CREATING AFFILIATIONS

3. REMOVING AFFILIATIONS

4. RENAME / REASSIGN (▶ video included

5. ASSIGNING AN AFFILIATION TO A PRODUCER 

6.  AFFILIATION SETTINGS & CUSTOM VALIDATION RULES (▶ video included)

7. DESIGNATING MASTER E&O POLICIES 

8. LIMITING CARRIER AVAILABILITY (▶ video included)

9. LIMITING PRODUCT LINES 

10. CUSTOM LINK (▶ video included

11. UNIQUE BUSINESS CONTACT INFO  

12. DBA TEMPLATE (▶ video included

13. DESIGNATING HIERARCHY & COMMISSION SCHEDULES

 

 

 

 

1. WHAT ARE AFFILIATIONS? 

The following video explains how to setup and use affiliations: 

Affiliations are a way of designating how a producer does business with your agency.  They are simply labels that allow your agency to tie logic to. Affiliations can be used in a number of ways:

  • To assign or sort Producers by Territory.
  • To have quick reference to large Agency downlines.
  • To designate Producers writing under a Broker Dealer.
  • To designate ONE Master E&O policy that will cover a large group of Producers.
  • Assign Producers to a specific Administrators (Requires Sub-Agency Access)
  • To restrict the Carrier & Product selections for a group of Producers.
  • To restrict validation rules for a group of Producers. 

These are just a few examples of why the affiliation feature might benefit your agency.

 

 

 

2. CREATING AFFILIATIONS

Step 1: Login to SureLC. 

Step 2: Select Affiliations in the navigation menu. 

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Step 3: Select the +Add Affiliation button on the top right. 

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Step 4: Enter the Affiliation Name. Please note this is the only required field. However, you can also add the Business name, contact, phone, and email which can be shown to your agents when they are a assigned to the affiliation as long as "Use Affilion Info" is enabled on the top of the affiliations tab. Select Apply to create the new affiliation. 

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3. REMOVING AFFILIATIONS

Step 1: Login to SureLC. 

Step 2: Select Affiliations in the navigation menu. 

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Step 3: Use the search field to locate the affiliation to remove. Please note before removing the affiliation you should consider reassigning ALL producers who are a member of that affiliation to a new affilation. If they are not reassigned prior to removing they will be reassigned to the "Not Affiliated" group. To reassign producers to a new affiliation Select the Edit button and then select the Reassign tab. 

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4. RENAME / REASSIGN  

Please note that affiliations cannot be renamed. Instead, producers can can be moved from one affiliation to another by using the REASSIGN tab under affiliation settings. To move producers from one affiliation to another do the following: 

Step 1: Login to SureLC. 

Step 2: Select Affiliations in the navigation menu. 

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Step 3: Locate the affiliation that you want to move your producers from. If you want to move them to another existing affiliation go to step 4. If you want to reassign them to a new affiliation, you must add the affiliation using the button on the top right. 

Step 4: Edit the affiliation settings and then select the REASSIGN tab. Using the left pane, select one, multilple, or all of the producers that you want to move to another affilation.   Once selected, choose the affiiliation that you want to move the producers to in the right pane and then save the changes. In the following example, the producers that are assigned to the ABC Agency affiliation will be reassigned to the AAA Insurance affiliation. 

REASSIGN.png

 



5. ASSIGNING AN AFFILIATION TO A PRODUCER 

Step 1: Login to SureLC and go to the Producers page. 

Step 2: Use the search field to locate the producer that you want to assign the affiliation to.   

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Step 3: On the right of the screen, select the more options button followed by Change Affiliation. 

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Step 4: Select the affiliation name from the list and select Apply

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Step 5: The producer will now be assigned to the selected affiliation. You can very this in the affiilations column. 

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6.  AFFILIATION SETTINGS & CUSTOM VALIDATION RULES

Designate strict requirements, such as EFT, E&O, AML, etc…. for each affiliation.  This will ensure producers from the designated Affiliation cannot request a contract until they've satisfied the rule on their profile.

Step 1: Login to SureLC. 

Step 2: Select Affiliations in the navigation menu. 

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Step 3: Using the list or search field locate the affiliation and then select the Edit button. 

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Step 4: On the Settings tab select the Custom validation rules radio button. Next, select the check boxes next to all of the options that you want to make a requirement for your agents to provided in their profile before they will be able to contract and then click Save

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7. DESIGNATING MASTER E&O POLICIES 

Designate a Master E&O policy that covers all producers under a specific Affiliation. 

This feature typically applies to Master E&O policies for a Broker Dealer.  Designating one policy by affiliation will eliminate having to upload the declaration page under each Affiliated producer's profile.

You'll be able to upload the policy once and update the information once a year when the policy renews. Updated information will filter to all affiliated profiles eliminating redundant tasks. 

Step 1: Login to SureLC. 

Step 2: Select E&O (umbrella icon) on the navigation menu. 

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Step 3: Select the ADD E&O POLICY button on the top right. 

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Step 4: Select the distribution model type (Blanket or Certificate). Then enter the policy information which includes the start date, expiration date, case limit, total limit, policy number, and carrier.  

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Step 5: Select the SET AFFILIATIONS button and then select ALL of the affiliations that the policy should apply to and then select the SET AFFILIATIONS button. 

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Step 6: Drag and drop the policy title document or select the button to open file explorer on your computer and then select the policy .pdf. The uploaded document should be the title policy only and not the full policy. 

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8. LIMITING CARRIER AVAILABILITY

This feature provides a way of restricting carrier availability based on a producer's affiliation.

Suppose your agency markets 50 different carriers, but you work with a downline agency that can only work with 10 carriers from your full list.

By creating an Affiliation you have the ability to manage this directly in SureLC so that those designated producers can only request appointments for the 10 carriers they're authorized to work with instead of the entire set of carriers your agency markets.

 

Step 1: Login to SureLC. 

Step 2: Select Affiliations on the navigation menu. 

Step 3: Using the list or search field locate the affiliation and then select the Edit button. 

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Step 4: Select the Carriers tab. By default, ALL carriers are enabled for ALL affiliations. Uncheck the box next to any carriers that you want to disable for the selected affiliation and then Save the changes. 

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9. LIMITING PRODUCT LINES 

This feature allows you to designate, on a per-affiliation and per-carrier basis, which PRODUCTS your producers can choose when completing a new appointment request.

Step 1: Login to SureLC. 

Step 2: Select Carriers on the navigation menu. 

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Step 3: Use the carrier list or search field to locate the carrier. Select the carrier name to open carrier setup. 

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Step 4: Select Product Lines

Step 5: Use the search field to locate the affiliation. Review the current product lines that are available for the selected carrier. Enabled products will show a check mark. Select any product to toggle it on or off.  By default all products are enabled for all carriers and affiliations.  Changes are saved automatically.   

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10. CUSTOM LINK 

Creating a dedicated URL link for a large agency will allow producers to complete the registration process and automatically be linked to the correct affiliation in your system.  

Additionally you can configure whether your agency should be visible to this group.  The configurations allow you hide your agency's name from the registration process so that producers aren't confused by the agency they are contracting directly with.

Additional features that can be applied:

  • Set up designated CC and BCC contacts to be notified upon registration
  • Designate DBA settings automatically upon registration

TO CREATE A CUSTOM LINK FOR AN AFFILIATION: 

Step 1: 
Login to SureLC. 

Step 2: Select Affiliations on the navigation menu. 

Step 3: Using the list or search field locate the affiliation and then select the Edit button. 

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Step 4: Select the Custom Link tab. This page is used to customize link options and is also where you'll copy the updated link from on the bottom right. 

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The following options can be adjusted here: 

1. Affiliation Settings - Check or uncheck the boxes to let your producers change their affiliation, require a selection, or to show the name of the affiliation to the agent as opposed to your agency name. 

Editable -  When enabled producers will have access to the affiliations list during the registration process.  From there they can select the affiliation that they will be assigned to. Only leave this option enabled when you want to give them the ability to do this. In most cases this box is unchecked as you want to assign them to the affilation via the custom link. 

Required - When enabled an affiliation selection is required by the agent and they cannot skip affilation selection. This option is only used when editable is enabled. 

Visible - Enable when you want producers who register via the custom link to see the name of the affilation on login screens and email correspondences as opposed to your agency name which is the default. Please note in order for this selection to apply you must have "Use affiliation info" enabled on the Affiliations page. 

2. Contact Information - Enter custom contact info when you want to replace the default agency info with an updated phone, fax, cell or upline. Please note these settings only apply when "Use affiliation info" is enabled on the Affiliations page.

3. Dougn Business As... (DBA) - Select the DBA type that you want to apply as an override to ALL members fo the affilation. This is useful when you want to setup all the agents who are a member of the affilation as with the same DBA info such as all individuals or ALL license only agents soliciting for the same individual or business. When enabled producers will not be able to change their DBA type selection. 

4. New Registration CC & BCC - Add one or more email addresses to the CC or BCC fields to copy these individuals on new procuer registrations via the custom link created for the affiliation. These are email addresses will be notified in addition to your agency contact email. 

5. Custom Link - This section shows the custom link to share with the producers that you want to assign to the affiliation with the custom settings. Highlight the link and copy or select the check mark to copy the custom link. Once copied, open your browser and paste the link into a new tab to test the link. Email the link to the producers you want to assign to the affiliation and/or to contact who will be managing producers for that affilation or to an affiliate agency when needed. 

Copy Custom Link - Use the button to get a copy of the weblink which can be shared with your producers anyway that you choose. 

 

 

 

11. UNIQUE BUSINESS CONTACT INFO  

Perhaps your agency needs to have a different Business Name or Contact Person designated in letter templates to the carriers and to a group of Producers.

This feature assists in keeping your primary agency hidden behind the scenes, replacing your Primary Agency name and contact information with custom settings for a particular affiliation.

Affiliation name is displayed in place of your Agency's name the application screens, email correspondences, etc...


Step 1: 
Login to SureLC. 

Step 2: Select Affiliations on the navigation menu. 

Step 3: Using the list or search field locate the affiliation and then select the Edit button. 

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Step 4: Select the Settings tab. Right at the top you can edit the Business Name, Contact, Phone, and Email address to use for the affiliation. After entering the desired info, save the changes for them to apply. Plese note "Use Affiliation Info" must be enabled at the top of the affiliations page in order for these settings to apply. 

** Please Note: When an affiliation email address is defined new producer registration emails will be sent to that email address (in addition to the agency contact email) whenenver a new producer completes self registration using the affiliation custom link. **

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12. DBA TEMPLATE 

Your agency has the ability to override any DBA settings, Phone/fax/email settings on a producer's profile per affiliation. It’s called DBA Template and is pretty handy if you have a particular agency that sets up all their producers as LOA.

Or perhaps you work with an agency that needs to ensure ALL producers under them have the same phone/fax/email designated on all contracting forms?

This override feature ensures the settings cannot be changed.  You can make these designations without having to override the data entered by the producer when he or she sets up their profile.

 

Step 1: Login to SureLC. 

Step 2: Select Affiliations on the navigation menu. 

Step 3: Using the list or search field locate the affiliation and then select the Edit button. 

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Step 4: Select the DBA Template tab.  Enter the information that you want to apply as an override to the  members of the selected affiliation. Please make sure that you want to apply these overrides as any settings enabled here will apply to ALL producers who are a member of the selected affilation. This information entered here will override the DBA information in the producer profiles.  

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1. Doing Business As - Select a DBA type to apply as an override to the producer profiles who are assigned to the affiliation. When you select License Only Agent please remember to also select who the producers will be soliciting for. When enabled the DBA override will apply to ALL producers who are a member of the selected affiliation. After making a selection, select "Use Always" to enable the override. Or, to disable select "Never Use". 

2. Best Way to Contact 

Email - Enter an email address to apply as an overide. When the field is populated it will be applied to ALL producers who are a member of the selected affiliation. To enable this setting select "Use Always". To disable select "Never Use". 

Phone -Enter an phone number to apply as an overide. When the field is populated it will be applied to ALL producers who are a member of the selected affiliation. To enable this setting select "Use Always". To disable select "Never Use". 

Fax -Enter a fax number to apply as an overide. When the field is populated it will be applied to ALL producers who are a member of the selected affiliation. To enable this setting select "Use Always". To disable select "Never Use". 

3. Mailing & Business Addresses 

Select the pencil icon to edit the mailing or business address to apply as an override. Select "Use Always" to enable or "Never Use" to disable. The override information will applied to the DBA tab of ALL producers profiles who are members of the selected affiliation. 




13. DESIGNATING HIERARCHY & COMMISSION SCHEDULES

Designating carrier schedule settings for an affiliation simply requires naming the hierarchy or compensation schedule the exact same name as the Affiliation (Case Sensitive). 

Although this doesn't restrict other schedules from producing, it will ensure the schedule landing page is the one that matches the affiliation name.  From there your admins will still be able to quickly navigate to another schedule setting stored, but this eliminates a few clicks in the event you need a specific schedule for a particular affiliation.

 

HINT: Just be sure the label you give the schedule matches exactly to the Affiliation Name created.

 

For those agencies using the Affiliate Agency (formerly called Sub-Agencies) & "Affiliate Processor" features, you'll be able to designate and restrict the schedule settings needed for a particular affiliation.  Only the designated schedule will be accessible, all others will be restricted from view.

For more information on what a Sub-Agency is CLICK HERE.

This "Affiliate Processor" designation is available for you to enable by request - just send an email to support@surancebay.com 

 

 

 

 

 

 

 

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