Agency Information Setup

The first step in setting up your agency is to enter your basic agency information. Use the Agency tab on the Agency Setup dialog to configure your agency's contact and license information and configure Default Agent Information for single-office agencies.

It is important to insert agency information exactly as you want it to appear on any correspondence generated from HawkSoft. Items such as ACORD forms, HawkSoft form letters, receipts, invoices, email, text, and proposal templates use this information to prefill your agency's contact and license information.

This task is typically performed by an Owner/Administrator or Manager.

In order to complete this task, user permissions must be set to include:

Agency Setup > Agency Information/Office Setup

See User Permissions for more information.

Agency Information

Default Agent Information (Single-office agencies)

Agency Information

  1. Click the  Setup icon, and then select Agency Setup from the menu.

    If prompted, log into the Agency Setup portal using your HawkSoft credentials and Agency IDClosed Unique identification number for your agency. Your agency ID is displayed on the login screen of HawkSoft Desktop. You can also find it by clicking in your initials on the top-right of most HawkSoft in the Web pages, displayed after the @ symbol, just above your name..

    You can also access Agency Setup from your browser on any device. Just bookmark the following URL: https://myagency.hawksoft.app This enables you to make changes without having to log into the HawkSoft desktop program.

  2. Select the Agency Information tab .

  3. Enter information in the Agency Name, Address, City, State, Zip, Phone, and Fax fields exactly the way you want it to appear on correspondence generated from HawkSoft.

  4. Enter an agency-wide Email address.

    This appears on Agency Email fields in forms and correspondence.

  5. Optional: Enter the agency License Number.

    Some states require that agencies include their Agency License Number on printed materials. Once entered, this number will be available to easily insert as a merge field in correspondence. See Correspondence Templates - Formatting Options (Letters, Memos, Proposals, and Policy Overview) for more information on adding the License Number to correspondence.

  6. Verify your Agency Time Zone.

    If your agency operates across multiple time zones, HawkSoft recommends using the time zone of your main office.

    Agency Time Zone is used to determine 'Today' and 'Yesterday' for accounting purposes.

Default Agent Information (Single-office agencies)

If your agency is in single-office mode, the Default Agent Information fields are located on the Agency Information tab.

If your agency is in multi-office mode, the following fields are located per office within Office Setup. See Multi-Office Setup for details.

Clients

You can set defaults for the Client Producer and Client CSR fields. Select a name from the available drop-downs or select "Use Current User".

The Producer and CSR fields are located on the Client Name and Address screen.

  • If you select a default Producer or CSR, the selection is applied at the time a user inserts a new client file.

  • If you select "Use Current User", the user inserting the client is chosen as the CSR or Producer.

  • If any of the fields are left blank, no default Producer or CSR will be chosen when inserting a client.

Regardless of the default setting, users can select any user from the Producer and CSR drop-down fields when inserting a new client. Once the client is saved, the user will need the following permission to change the default Producer or CSR on an existing client:

Client Actions> Edit Client> Change Client Producer/CSR

See User Permissions for more information.

Policies

You can set defaults for the Policy Agent 1, 2, and 3 fields. Select a name from the available drop-downs or select "Use Current User".

The Agent fields are located on the Policy Information screen.

  • If you select a default Agent, the selection is applied at the time a user inserts a new policy.

  • If you select "Use Current User", the user inserting the policy is chosen as that Agent.

  • If any of the fields are left blank, no default Agent will be chosen when inserting a policy.

Regardless of the default setting, users can select any user from the Agent drop-down fields when inserting a new policy. Once the policy is saved, the user will need the following permissions to change any of the Agent fields on an existing policy:

Client Actions > Edit Client > Change Agent 1, 2, or 3

See User Permissions for more information.

When setup is complete, click Save Updates to save your changes.

Related Topics Link IconRelated Topics