Multi-Office Setup

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.

Enable Multi-Office Mode

Add a new Office

Assign users to specific offices

Edit or archive an existing office

View archived offices or unarchive an office

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

2. If prompted, log into the Agency Setup portal using your HawkSoft credentials and Agency ID.

3. Select the Offices  tab, and then select Office Setup.

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

If you have not done any Multi-Office configuration yet, you will see a box stating that your agency is currently operating in Single-Office Mode.

1. Click the Agency operating in Single-Office Mode box.

2. Click Convert to Multi-Office Mode.

3. Click Close to close the confirmation dialog.

   The Office Setup dialog opens.

   You will need to create an Office for each of your locations, including your main location, and then assign users to each specific office.

   Follow the steps in the next section to add an Office. Once you've added at least one Office, your agency will be operating in Multi-Office Mode.

Once your agency is in Multi-Office Mode, you can add all of your agency's offices to HawkSoft, including the main office.

1. On the Office Setup tab, click Add New Office.

   The Adding New Office dialog appears.

2. Enter a Description for this Office.

   This is an agency-internal name for this Office (meaning customers will not see this Description).

3. Enter the legal Office Name for this Office.

   Make sure this is the Office's actual business name, as this will appear as the Agency Name on forms and correspondence for this Office's clients and policies.

4. Enter the Office's Address, City, State, Zip, Phone, and Fax fields exactly the way you want it to appear on correspondence generated from this office.

5. Optional: Enter the Office's main Email address.

   This appears on Agency Email fields in forms and correspondence.

6. Optional: Enter the Office's 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.

7. Optional: Set default agents at the client and policy level for this office.

   Rather than configuring default agents on each office tab, you can configure default agents for all of the offices from the Offices > Office Default Agency Users.

Default Agent Information

Before configuring default agents, the agents need to be added to HawkSoft's Users list. See Add a New User for steps on adding a user to HawkSoft.

The Default Agent Information section, at the bottom of the Adding New Office dialog, enables you to select a default Producer, CSR, or Agent(s) to be assigned when a new client or policy is inserted under this Office.

If you do not want to set defaults for any of these fields, you can simply leave them blank.

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".

How does this impact my agency?

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

SeeUser Permissionsfor 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".

How does this impact my agency?

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

Once you have completed this Office's information, click Save to create this Office.

Once you have configured your offices, you can determine which office each user logs into by default, to make it quicker and easier for them to log into their home office.

You can set a user who frequently travels between offices as "Roaming". This will prompt the user to select which office they are at, each time they sign into HawkSoft.

It is important to assign all non-administrator users to at least one office.

How does this impact my agency?

Assigning users to specific offices:

• Impacts which office the user signs into by default. However, users have the ability to change their default office in their My Account settings.
• Determines office information printed on agency documents. See Print Settings for more information.
• Enables you to set different default agents on the clients and policies for each office.
• Enables you to set some permissions for each user at the office level when User Permissions by Office is enabled.
• Enables you to prevent users from opening or editing clients for offices they are not assigned to when User Permissions by Office is enabled.
• Enables you to hide clients from search results for offices the user is not assigned to when both User Permissions by Office and Hide Unauthorized Clients are enabled.

You have two options when assigning users to offices:

Assign a single user to multiple offices

Use this workflow to review which offices a user is currently assigned to, assign multiple offices, select a Default Office, or to set a user as Roaming.

1. In Agency Setup, select the Users tab.

2. Click the user you want to assign offices for.

   You can Filter by initials or name.

3. Select the Offices tab.

4. Check the box for each office the user should be assigned to.

5. Select a Default Office for the user.

   Non-Roaming users must be assigned a default office. Roaming users can optionally be assigned a default office.

6. Conditional: If this is a roaming user, enable This is a roaming user.

Assign multiple users to a single office

Use this workflow to review a specific office and which users are assigned to that office, then add and remove users as needed. This option is helpful for larger agencies with several offices.

1. In Agency Setup, select the Office tab, and then select Office Setup.

2. Click the office that you would like to assign the user(s) to.

   The Editing Office dialog opens.

3. Click on the Users tab to view your agency's entire user list.

   The columns specify each user's initials, name, assigned office(s), and if they are a roaming user.

   Use the Select/Unselect All checkbox to add or remove all users in this office.

   A label appears next to any user(s) designated as inactive, tracking only, and/or administrators.

   A Tracking Only user is a placeholder user profile used for commission and/or sales tracking purposes only. These users can appear in Commission reports, but cannot log into HawkSoft. SeeTo add a Commissions or Sales Tracking Only user for more information.

   A checkmark indicates the users already assigned to this office.

4. Optional: Filter the list of users by name or initials using the filters bar. You can select the View Only Selected toggle to quickly review which users are already selected.

   The total number of users currently assigned to the office displays at the bottom of the user list.

5. Optional: Un-check an existing user to un-assign them from the office.

   Users marked as Administrators cannot be un-assigned from an office.

   Each user must be assigned to at least one office in your agency.

6. Select one or more users to assign to the office.

7. Click Save.

   If User Permissions by Office are enabled for your agency, then each newly assigned users' office-specific permissions will need to be verified from User Setup or User Permissions.

8. Click Confirm to save changes.

   A confirmation message appears stating that the office information was successfully updated.

If needed, you can correct an existing office's information if an error was made or if the information has changed. If the Office closes or no longer does business under your agency, you can archive the Office to prevent users from logging in under this Office.

After archiving an office, you can run reports to reassign clients and policies to a different office.

Before archiving an office, you can use Data Replace to move all clients and policies to a different office. See Data Replace for more information.

You can use the Search Offices field at the top of Office Setup to quickly search for an office by Description, Office #, Name, Address, City, State, or Zip.

To edit the Office

1. Select the office to be edited from the Office Setup tab.

   The Editing [office description] dialog opens.

2. Update any of the contact information or Default Agent Information fields as needed.

3. Click Save to confirm changes.

   The dialog closes, and a message appears confirming the changes have been saved.

To archive an office

1. Select the office to be edited from the Office Setup tab.

   The Editing [office description] dialog appears.

2. Click the Archive Office button in the bottom-right.

3. Click Archive Office again to confirm.

The dialog closes, and a message appears confirming the Office has been archived.

To reassign clients and policies assigned to an archived office

After you have archived an office, the next step is to ensure that all clients and policies are reassigned to an active office.

Client Report

1. Open the Reports menu, then select Quick Reports.

2. Click Generate New Report.

3. Select Client, then select Active Clients.

4. Optional: Add a Report Title.

5. Click Run Report.

   The Reporting window will open.

6. Click Summarize.

7. Select the Client Office column.

   You can select Client Office from the drop down, or you can begin typing to filter the drop down options.

8. Click Summarize.

9. Locate the archived Office, and click on the # Of Items.

   HawkSoft will generate a report containing only clients assigned to the archived Office.

10. Click into each client file on the report, and update the client and policy offices.

Policy Report

1. Open the Reports menu, then select Quick Reports.

2. Click Generate New Report.

3. Select Policy, then select Active Policies.

4. Optional: Add a Report Title.

5. Click Run Report.

   The Reporting window will open.

6. Click Summarize.

7. Select the Policy Office column.

   You can select Policy Office from the drop down, or you can begin typing to filter the drop - down options.

8. Click Summarize.

9. Locate the archived Office, and click on the # Of Items.

   HawkSoft will generate a report containing only policies assigned to the archived Office.

10. Click into each policy on the report, and update the policy office.

For more information, see Customize, Summarize, and Filter Report Data.

If you need to view archived Offices or unarchive an Office for any reason, you can toggle the Show Archived Offices setting on the Office Setup tab. When this option is selected, all archived offices appear in the table with an Archived tag next to them.

1. Select an archived Office from the table.

   The Editing [office description] dialog appears, but warns you that this Office is archived.

2. Click Unarchive Office in the bottom-right corner.

   A confirmation dialog appears.

3. Click Unarchive Office again to confirm.

   The dialog closes, and a message appears confirming the Office has been unarchived.