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 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 your agency and your producers valuable time.
1. WHAT ARE AFFILIATIONS? (▶ video included)
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)
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 them. Affiliations can be used in a number of ways:
- To assign or sort Producers by Territory.
- This is to provide a 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 a few examples of why the affiliation feature might benefit your agency.
2. CREATING AFFILIATIONS
Step 1: Log in to SureLC.
Step 2: Select Affiliations in the navigation menu.
Step 3: Select the +Add Affiliation button on the top right.
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 assigned to the affiliation as long as "Use Affilion Info" is enabled at the top of the affiliations tab. Select Apply to create the new affiliation.
3. REMOVING AFFILIATIONS
Step 1: Log in to SureLC.
Step 2: Select Affiliations in the navigation menu.
Step 3: Use the search field to locate the affiliation to remove. Please note that before removing the affiliation, you should consider reassigning ALL producers who are members of that affiliation to a new affiliation. 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.
4. RENAME / REASSIGN
Please note that affiliations cannot be renamed. Instead, producers can be moved from one affiliation to another using the REASSIGN tab under affiliation settings. To move producers from one affiliation to another, do the following:
Step 1: Log in to SureLC.
Step 2: Select Affiliations in the navigation menu.
Step 3: Locate the affiliation from which you want to move your producers. 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 at the top right.
Step 4: Edit the affiliation settings and then select the REASSIGN tab. Using the left pane, select one, multiple, or all of the producers that you want to move to another affiliation. Once selected, choose the affiliation 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.
5. ASSIGNING AN AFFILIATION TO A PRODUCER
Step 1: Log in 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.
Step 3: On the right of the screen, select the actions button followed by Change Affiliation.
Step 4: Select the affiliation name from the list and select Apply.
Step 5: The producer will now be assigned to the selected affiliation. You can see this in the affiliations column.
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: Log in to SureLC.
Step 2: Select Affiliations in the navigation menu.
Step 3: Using the list or search field, locate the affiliation and then select the Edit button.
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 require your agents to provide in their profiles before they can contract, and then click Save.
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 uploading 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 be propagated to all affiliated profiles, eliminating redundant tasks.
Step 1: Log in to SureLC.
Step 2: Select E&O (umbrella icon) on the navigation menu.
Step 3: Select the ADD E&O POLICY button on the top right.
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.
Step 5: Select the SET AFFILIATIONS button, select ALL of the affiliations that the policy should apply to, and then select the SET AFFILIATIONS button.
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.
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 can manage this directly in SureLC so that 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: Log in to SureLC.
Step 2: Select Affiliations on the navigation menu.
Step 3: Locate the affiliation using the list or search field and then select the Edit button.
Step 4: Select the Carriers tab. By default, ALL carriers are enabled for ALL affiliations. Uncheck the box next to any carriers you want to disable for the selected affiliation, and then Save the changes.
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: Log in to SureLC.
Step 2: Select Carriers on the navigation menu.
Step 3: Locate the carrier using the carrier list or search field. Select the carrier name to open the carrier setup.
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 checkmark. Select any product to toggle it on or off. By default, all products are enabled for all carriers and affiliations. Changes are saved automatically.
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 to 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: Log in 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.
Step 4: Select the Custom Link tab. This page allows you to customize link options and is also where you'll copy the updated link at the bottom right.
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 show the affiliation name to the agent instead of 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 to which they will be assigned. Only leave this option enabled when you want to give them this ability. In most cases, this box is unchecked, as you want to assign them to the affiliation via the custom link.
Required—When enabled, the agent must select an affiliation, and they cannot skip affiliation selection. This option is only used when editable is enabled.
Visible—Enable this when you want producers who register via the custom link to see the name of the affiliation on login screens and email correspondences, as opposed to your agency name, which is the default. Please note that in order for this selection to apply, you must have "Use affiliation info" enabled on the Affiliations page.
2. Contact Information - Enter custom contact information when you want to replace the default agency information with an updated phone, fax, cell, or upline. Please note that 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 of the affiliation. This is useful when you want to set up all the agents who are members of the affiliation 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 producer registrations via the custom link created for the affiliation. These 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 it, 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 contact who will manage producers for that affiliation or to an affiliate agency when needed.
Copy Custom Link - Use the button to get a copy of the weblink, which you can share with your producers in any way you choose.
11. UNIQUE BUSINESS CONTACT INFO
Perhaps your agency needs to designate a different Business Name or Contact Person in letter templates for the carriers and 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.
The affiliation name is displayed in place of your agency's name on the application screens, in email correspondences, etc.
Step 1: Log in to SureLC.
Step 2: Select Affiliations on the navigation menu.
Step 3: Locate the affiliation using the list or search field and then select the Edit button.
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. Please note that "Use Affiliation Info" must be enabled at the top of the affiliations page 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) whenever a new producer completes self-registration using the affiliation custom link. **
12. DBA TEMPLATE
Your agency has the ability to override any DBA settings and phone/fax/email settings on a producer's profile per affiliation. This is called the DBA Template and is pretty handy if you have a particular agency that sets up all its 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 overriding the data the producer enters when he or she sets up their profile.
Step 1: Log in to SureLC.
Step 2: Select Affiliations on the navigation menu.
Step 3: Locate the affiliation using the list or search field and then select the Edit button.
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 members of the selected affiliation. This information entered here will override the DBA information in the producer profiles.
1. Doing Business As—Select a DBA type to apply as an override to the producer profiles 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 members of the selected affiliation. After making a selection, select "Use Always" to enable the override. Or, to disable it, select "Never Use."
2. Best Way to Contact
Email - Enter an email address to apply as an override. When the field is populated, it will be applied to ALL producers who are members of the selected affiliation. To enable this setting, select "Use Always." To disable it, select "Never Use."
Phone - Enter a phone number to apply as an override. When the field is populated, it will be applied to ALL producers who are members of the selected affiliation. To enable this setting, select "Use Always." To disable it, select "Never Use."
Fax -Enter a fax number to apply as an override. When the field is populated, it will be applied to ALL producers who are members of the selected affiliation. To enable this setting, select "Use Always". To disable it, 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 producer 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 & compensation schedule with the exact same name as the Affiliation (Case Sensitive).
Although this doesn't restrict other schedules from being selected, it will ensure the schedule landing page matches the affiliation name (this will be the new default schedule for all producers assigned to the matching affiliation). From there, your admins will still be able to navigate to other schedule settings in the schedule list quickly, but this eliminates a few clicks if you need a specific schedule for a particular affiliation.
HINT: Just be sure the schedule name matches the affiliation name.
RESTRICTING AFFILIATE AGENCY SCHEDULES
For those agencies with Affiliate Agencies setup (formerly called Sub-Agencies with affiliate processors), you can designate and restrict the schedules that will be available for a particular affiliation. For example, if your affiliate agency was Allied Insurance, and you add a new hierarchy schedule called "Allied Insurance," you can make this schedule available to the Allied Insurance affiliate agency only using the Set Affiliations option on the Hierarchy & Commissions page under the carrier settings.
Please Note: Set affiliations will ONLY list the affiliations that have a designated affiliate agency admin.
Only the designated schedules will be accessible by the associated affiliate agency processors. All other schedules not designated will be restricted from the affiliate processor view. ALL schedules will be available to agency admins (agency workers and agency managers). For more information about Affiliate Agencies, CLICK HERE.
Comments