Managing Overseas Agent Applications: Application Stages Overview
In Agent Manager, this feature provides a structured approach to managing applications through a series of stages that allow for clear tracking of progress and accountability when working with overseas agents. Each application submitted by an overseas agent can be assigned to the following application stages. These stages help ensure that applications and any associated commission claims are processed in a transparent, verifiable manner.
Adding New Stages
New stages can be added by Super Users inside Agent Manager > Settings cog > Dropdowns tab, and clicking 'Add an Agent Stage':
Agent Application Stages
1 - New Application In:
When a new application is received from an agent, it is initially marked in this stage. This indicates that the application has been received and is awaiting further assessment.2 - Assessing Application Ownership:
In this stage, the application’s ownership is reviewed to verify that the agent submitting the application has an established relationship with the applicant.3 - Application Ownership Verified:
Once the ownership of the application has been confirmed, it progresses to this stage. This confirms that the agent is authorised to act on behalf of the applicant.4 - Agency Commission Claimed:
Here, the agent has submitted a commission claim associated with the application. This claim is recorded in the CRM for further verification.5 - Agency Commission Claim Verified:
This stage is for verifying the legitimacy and completeness of the agent's commission claim. All required documentation and criteria for the claim are checked.6 - Commission Claim Approved for Payment:
Once the commission claim has been verified, it is approved for payment. This status indicates that all necessary checks have been completed.7 - Commission Claim Paid:
The agent's commission has been processed and payment has been made. This stage provides a clear audit trail, confirming that the commission has been settled.8 - Application Processing Completed:
All aspects of the application process, including commission payments, have been finalised. This stage indicates that the application has been fully processed and is closed from a CRM perspective.
Special Handling Stages
Some applications may require special handling, particularly if there are issues with verification or if additional investigation is needed. In such cases, applications are assigned one of the following special stages:
93 - Application Ownership Not Verified:
If the agent’s ownership of the application cannot be verified, the application will move to this stage. Further action or clarification from the agent may be required to continue.95 - Agency Commission Claim Not Verified:
When the agent’s commission claim lacks necessary documentation or does not meet verification criteria, it is placed in this stage. The agent may need to provide additional information or correct errors.99 - On HOLD, Pending Investigation:
If any part of the application process requires a more thorough review, the application is moved to this hold status. It remains here until the investigation is resolved and further action can be taken.
Tips for Managing Applications through Stages
Monitor Progress Regularly: Review the status of applications in Agent Manager to ensure they are moving through the stages in a timely manner.
Communicate with Agents: If applications are held at stages due to verification issues, ensure timely communication with agents to resolve outstanding concerns.
Record Documentation: Attach all relevant documentation within each application’s CRM record to streamline verification processes and reduce delays.
Review Hold Statuses: Periodically check applications marked as ‘On HOLD’ (Stage 99) to ensure investigations are progressing and applications are managed without unnecessary delay.
By following these stages, you can ensure that each overseas agent application is handled accurately, transparently, and efficiently, enhancing your relationship with agents and promoting a smooth processing experience for all parties involved.
FAQs
Q. Can I edit these stages to fit the way we work with our agents?
A. Yes. You can edit this list to suit your processes. This list gives you an idea of how Agent Manager can report back to you on where each application is with regard to processing with the agent.
Q. Is this different to the Application's Status?
A. Yes. The Application Status describes where each application is on its journey from arrival in the Applications app, through the various steps of getting an offer from your officers, satisfying conditions, etc.