Insurance Agency Management Software

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Initial Setup of AgencyAccessPro

For a video walk through of the setup
process click Video Demonstrations 
and select Introduction to Agency Access Pro

Once you have downloaded and installed Agency Access Pro, there are a few things you will need to do to get started.

1    When you open Agency Access Pro for the first time, you will see a dialog box giving you the opportunity to enter a Product Key.

Click the Cancel button to continue with a fully-functional, 30 day trial.

2    Next you will see the AgencyAccessPro Logon dialog box.

Enter admin for both the user and password entry fields. The password will not be visible while typing; instead, asterisks will appear for each character. Click OK to continue.

3    After entering the userid and password, you should see the AgencyAccessPro Client Form

The first time you start AgencyAccessPro, this form will be blank. This form is where you will add/edit/delete Client data. But first, we want to edit the Agency Profile form so we can customize AgencyAccessPro for your agency. So click the Tasks button at the bottom of the form.

Then click Admininstrator Tasks

And then Edit Agency Profile

You should see the Agency Profile screen

You can enter your Agency information on this form. This information will be used throughout the AgencyAccessPro application to pre-fill data fields on forms, certifications and reports. For now, you can just fill in the first few fields through the Agent Name field; Name, Address, City, State and Zipcode. This is all you will need to get started.

There is more Agency Profile information in the Agency Profile Help section.

Click Save record when you are finished. Then click the Close button on the Administrator Tasks form. You should be back at the Client form.


Entering a Client Record

Now let's try entering a Client record. You should see the cursor in the Zipcode field. The Zipcode field has a helpful "lookup" feature; if you enter a zipcode, when you exit the zipcode field, the City and State will be automatically filled in. So go ahead and enter a zipcode and hit the Tab key. In the example below, the zipcode 44444 has been entered, and Newton Falls, OH has been auto-filled. The cursor is now at the Address1 field.


Now let's fill out the rest of the Client's information. As you enter the data in a field, simply hit Tab to progress to the next field. If desired, you can use the drop-down list boxes (one of them is circled below) to help you enter the Client's Profession and Specialty. Simply click the arrow to the right of the field and you will be presented with a list of options.


We now have a completed Client record. If desired, we could enter more detailed information in the panel just to the right of the address information, but this is not required right now. Let's create a Policy for our new Client. Right now our Client's Status is Prospect. (See the top-right red circled field below). This means he does not yet have an active policy with us.



Entering A Policy Record

Click on the Add Policy button (bottom-right red circle above). The Policy Form should be displayed with the cursor in the Policy Type field.



Click on the Policy Type drop-down arrow and choose from the available Policy Types. In our example below, PL (Professional Liability) was chosen as the Policy Type. Note that once the Policy Type field has been chosen, there are a few fields that have been added to the Form. The Policy Type choice will determine which fields are added to the form. For example, there is no reason to display a Death Benefit field on a Professional Liability policy. However, we do need Liability and Aggregate Limit fields. Once a Policy Type is chosen, only the fields applicable to that Policy Type are displayed. Feel free to choose different Policy Types and view the resulting field choices for each type. When you are ready, choose PL as the Policy Type to continue our example.



Now enter the remaining fields

1.   Policy Number

2.   Company

3.   Effective Date (ex. for June 30, 2010, enter 063010)

4.   Incept Date (ex. for June 30, 2010, enter 063010)

5.   Annual Premium

6.   Local Tax
Once you exit the Local Tax field, note that the Total Premium field is updated.

7.   Agency Percentage Points
Once you exit the Agency Points field, note that the Total Com field is updated.

8.   Broker Points

9.   Liability Limit

10. Aggregate Limit

Once these fields are filled in, you'll notice that the form changes again.  Once the required data has been entered, the Policy is considered completed. For example, we don't want to consider a Personal Liability Policy complete until we have entered the Premium, Agency Commission, Liability Limit, etc. Once all of the required fields have been entered, two things happen.

1.   The Record Validated indicator is visible in the top-right corner of the form. If this indicator is visible, it means that all of the required information has been entered for this Policy Type. If you do not see this indicator, it means that there are one or more fields which still require data in ordered to be considered a valid Policy record.


2.   The Policy Function Buttons on the bottom of the form become visible. Since this Policy is now considered valid, we can allow functions to be performed on this Policy.


If you click the Back to Client Form button at the bottom-left of the Policy form, you will be back at the Client form.


Note that since we have created a Policy for this Client, the Client's status has changed from Prospect to Insured.

Directly below the address information that we entered earlier, there is now some Policy information, for the Policy that we just created. If you want to view/edit the Policy, you can select it by clicking the Policy Info line, and then clicking the View Policy button to the right, or simply double-click the line with the Policy info.

Also note that underneath the Policy list is the Comments section. There is an automatically generated comment stating that a Policy was created for this Client.



We have created a Client and then we created a policy for that Client. Hopefully, this is enough to get you started.

This was just a brief introduction to the feature-rich AgencyAccessPro application. Feel free to add more Clients and Policies, edit and delete them, etc. You can experiment with the Client and Policy Functions Buttons at the bottom of the forms, and see what they do.

Refer to the other help sections for more detailed information. Press F1 from any form to get context-sensitive Help.