Agency Workspace

This page is a rough draft and will need more work before it's finalized.

Agency Workspace Overview

The **Agency Workspace** in the Equinox platform is designed to help agents efficiently manage tasks, access policy information, and fulfill their responsibilities as the primary resource for policyholders. This workspace provides structured access to tools, notifications, and real-time updates, enabling agents to prioritize and complete tasks with ease.

Key Components of the Agency Workspace

1. Header Section

• **Workspace Navigation**: A menu enabling agents to switch between platform areas.
• **Bulletins and Notifications**: Displays urgent messages, updates, or announcements relevant to the agent’s book of business.
• **Search Bar**: Available on all pages, allowing agents to quickly locate policies, applications, or claims by entering policy numbers, insured names, or property addresses.

2. Policies in Force and Total Premium Summary

• A dashboard widget summarizing the agent’s active policies and their total premium.
• Provides a quick snapshot of the agent’s book of business at a glance.

3. Action Buttons

• **Claim Report**: Quick access for submitting claims.
• **New Quote**: Allows agents to initiate new policy applications directly from the workspace.

4. Queues

The workspace features six distinct queues that organize tasks by category to help agents manage their workload effectively:

1. **Pending Applications**: Incomplete or pending policy applications.
2. **Policy Changes**: Requested changes awaiting completion.
3. **Renewals**: Policies nearing their renewal dates.
4. **Cancellations**: Cancellation requests requiring processing or review.
5. **Pending Claims**: Claims submitted by policyholders that need attention.
6. **Documents and Correspondence**: Incoming documents or messages requiring follow-up.

5. Bulletin Notifications

Bulletins, prominently displayed in the workspace, provide real-time updates and reminders related to critical actions or deadlines.

Navigation Tips for Agents

• Use the **Search Bar** frequently to locate policies or tasks efficiently.
• Monitor the **Bulletins** section daily for updates and announcements.
• Check task queues regularly to address all outstanding tasks promptly.

Policy Workflow Management

The Equinox platform enhances efficiency and accuracy with a series of workspaces and dashboards tailored to user roles. These features include:

• **Interactive Work Queues**: Allow agents and Underwriters/Customer Service Representatives to collaborate in real time.
• **Policy Record Transparency**: Provides visibility into the application and policy life cycle, including pending and completed transactions.

Saved Quotes and Applications

• The **Saved Quotes and Applications Queue** in the Agency Workspace provides access to quotes or applications not yet submitted with premium.
• Agents can click **View All** to select and review records, modify details, or submit them. The **Search Bar** also allows quick access to specific records.

If an application is mailed with premium, it is removed from the queue once received. Applications submitted electronically or with premium are either:

1. Automatically issued based on system rules.
2. Routed to the **Pending Transactions Queue** for manual review.

Pending Transactions

The **Pending Transactions Queue** displays:

• **Next Upcoming Due Date**: Indicates the deadline for agent-provided information.
• **Oldest Submitted Transaction**: Highlights the oldest unissued submission to monitor timeliness.

Selecting **View All** takes the agent to the **Policy Record**, where detailed information about the transaction is available.

Pending Renewal Payment

The **Pending Renewal Payment Queue** lists all billed policies (including rollover transfers) awaiting payment. By selecting **View All**, agents can:

• Review policies.
• Accept electronic payments.
• Generate renewal declarations pages immediately after payment.

Expired Policies

To assist with retention, the **Expired Policies Queue** displays expired policies within a 30-day window (expiration date + 29 days). Agents can:

• Follow up with insureds to prevent coverage lapses.
• Accept real-time electronic payments to renew coverage before the policy is removed from the queue.

After 30 days, the policy can no longer be renewed, requiring a new application, current rates, and applicable waiting periods.

Non-Renewals

The **Non-Renewals Queue** includes policies that cannot be renewed due to:

• Community suspensions.
• Unreformed provisional ratings.

Newly Issued Transactions

The **Newly Issued Transactions Queue** shows policies issued, changed, canceled, or renewed within the last 30 days. Selecting **View All** provides access to recent transactions, helping agents address queries efficiently.

Additional Features

• The **Right-Hand Sidebar** displays Bulletins and Notifications to keep agents informed of updates, new requirements, and system enhancements.
• The **Search Bar** offers universal access to all system records, regardless of their status.