The NextConcierge Process and Overview

Overview

Congratulations and welcome. By adopting the NextAgency agency management system you’ll soon be saving time, money, and clients. The sooner you get your current agency data into NextAgency the sooner you’ll begin reaping benefits. So let’s get you started.

Most of our agencies import their data into NextAgency themselves using our proven tools and expert support. For complex situations, or if you’re pressed for time, we offer NextConcierge. You provide the data; we upload it into NextAgency.

In the NextConcierge process, both you and NextAgency have important roles to play. This Onboarding Process Overview and Description document describes our mutual commitments and responsibilities as well as important information about pricing.

What to Expect

When you join NextAgency, we’ll schedule a welcome call with you. We’ll answer your questions, start your training, and provide details on how to migrate your data. Whether you import your data or use NextConcierge is up to you. Either way, our support team is there for you to provide advice and training.

Review

If you choose to use NextConcierge, we’ll first review your data to determine the resources required. Much of this will depend on the volume and how well your data is organized. Even if your data is in disarray, don’t worry. We’ve seen worse. Based on this review we’ll provide you with a firm quote for the work and an estimated timeline.

Types of Data

Our NextConcierge team can help you import information related to:

1. Prospects and Clients
2. Employees
3. Contacts
4. Benefits and Policies
5. Notes and Tasks
6. Carriers
7. General Agents
8. Users (your agency’s staff)
9. Documents and Forms
10. Commissions
11. Sub-Agents

Determining Time and Cost

Your agency is unique. You may be moving to NextAgency from another system or going digital for the first time. This means we can’t know in advance what it will take to onboard your data. We enable you to share your data with us via a HIPAA-compliant cloud-based service. We’ll determine the volume, organization and type (spreadsheets versus documents) of your data. The sooner you can provide us with this data and respond to any questions we may have, the sooner we can provide you with a Statement of Work.

This SOW will describe the data to be imported into NextAgency, the expected time required, and the cost. You will receive this Statement of Work prior to the commencement of the NextConcierge process. Whether to move forward is totally up to you. No charge will be generated until you sign-off on the SOW.

The NextConcierge Process

The NextConcierge service involves four steps:

1. Gather. You gather and collect your data.
2. Prepare & Share. You organize your data and deliver it to us using our secure, HIPAA-compliant tools.
3. Scrub, Map & Import. We clean your data, determine where it goes in NextAgency and upload it there.
4. Sign-off. You review our work and determine if you are satisfied with the result.

Step-by-Step Details

What follows is a more detailed explanation for each step in the NextConcierge process. Your concierge will send you regular updates, so you’ll know where things stand throughout the process.

1. Gather

Most insurance agencies have a lot of data tucked away in file cabinets, Excel spreadsheets, online file programs, other agency management systems, scraps of paper or elsewhere. The first step is for you to gather all your data. This is a great opportunity to do some house cleaning. You may find some of your data is outdated or unnecessary. Think about what information you really need and that your data is accurate. We import what you send us.

2. Prepare & Share

Your data needs to be in digital form to be uploaded into NextAgency. Excel, Word and PDF files are already digital. If you are moving to NextAgency from another agency management system you should be able to export your data into spreadsheets. Paper documents may be scanned into digital form.

You need to identify the data you send us so we can determine what goes where. For example, a list of names may be a roster of individual clients, a group’s employees, vendors you work with, sub-agents, or your employees. Usually adding a title to the document is all it takes, but only you can identify your data.

3. Scrub, Map & Import

Once we receive your data, we convert your data into importable files and determine where it goes in NextAgency. This often involves scrubbing your data, creating a script to import the converted data and files, mapping the data into appropriate fields, and then migrating the data. This process may be repeated several times.

Your concierge will contact you (or your designee) with any questions. If your current data requires fields that NextAgency does not include by default, we will add custom fields to house this information. Your concierge will send you regular updates on our progress, so you always know where things stand.

4. Sign-off

Our job is to get your data into NextAgency quickly and accurately. You determine if we have.

Once we notify you that your data is in NextAgency, you need to determine if it is accurate. We will do our best to quickly fix these errors. You are always in control. This means the NextConcierge process will be considered complete only after you email us that you are satisfied with our work. If we do not hear from you within one week of notifying you that your data is in the system, we will deem the NextConcierge process to be complete.

You are welcome to suggest enhancements to NextAgency during your onboarding process. We are eager to hear your suggestions. Many of NextAgency’s features are the direct result of requests from our users. Unless explicitly stated in the SOW we send you, however, those enhancements are outside the NextConcierge process.

And now a Word from Our Lawyers and Accountants

NextConcierge is an optional service offered by Take 44, Inc., the company behind NextAgency. You are under no obligation to use NextConcierge.

In the unlikely event of a dispute over whether we have successfully completed the NextConcierge process, you and we agree to work in good faith to reach a mutually amenable solution. If we reach an impasse, we may: stop further onboarding of your data; delete previously onboarded data from our servers; return to you any physical material you provided to us; and terminate your NextAgency subscription. You won’t owe any additional license fees for NextAgency. However, you will receive no refund of license fees paid prior to this termination. In addition, any NextConcierge Service Fees not yet paid under the initial statement of work will be due and payable, unless otherwise agreed to in the Statement of Work.

And A Word or Two from Our Trainers

We’ve tried to make NextAgency as straightforward and intuitive as possible. We make access to our support team easy. And we have a help desk with useful articles and informative video tutorials. However, as with any software, training can shorten the learning curve. We strongly encourage you to schedule your free training sessions as early as possible.

If you have any questions concerning the NextConcierge Service or training, please contact us at Support@NextAgency.com.

We look forward to working with you.