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Adeel jab
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Main Permissions
Our setup is as follows Operations and Presidents can see everything and everything all the time.
We have 5 departments operations, trucking, commercial, personal, executive team (vice presidents and presidents/ chief executive are executive team)
Scarlett is Vice PRESIDENT of Commercial
Jake is Vice PRESIDENT of Trucking
Carlo is Vice PRESIDENT of Personal lines OR Chief Operating Officer
Jimmy ( CEO) they can see everything
Each department has the president's assistant vice presidents account managers and technicians.
ASSISTANT VPS with less controls
External (EMPLOYEES CAN SEE) use cases
Employee can track progress etc
We want to set up the permissions and automations around this.
Presidents do reviews with assistant vice presidents, account managers, and technicians
Employee Personal Info DO NOT SHARE
Wow Customer Service
Commission Master Carriers/LOBS
The goal is to link back to the appsheet where applicable. Need to make sure the regular user can access these modules where applicable. I would also just keep the link generic of something like “Access in Appsheet”
Organizational Chart:
Website Update: Remove the old organizational chart and replace it with a link to the new AppSheet version.
Employee Training: How to login to Appsheet - Introducing AppSheet for Enhanced Organization! 📱 Brief instructions on how to access and navigate the AppSheet organizational chart (consider a short Loom video) - StreetSmart APP - Google Chrome - 13 January 2025
WOW Customer Service:
Website Update: Update any customer service information to direct employees to the AppSheet WOW Customer Service app.
Employee Training: Detailed instructions and Loom video for employees on how to use the AppSheet WOW Customer Service app to handle customer inquiries and issues. Shoot a loom showing individual users how to check their WOW data (changing filters) - StreetSmart APP - Google Chrome - 13 January 2025
Smart Rewards:
Website Update: Remove or update any references to the old Smart Rewards program and link to the AppSheet Smart Rewards app.
Employee Training: Instructions and a Loom video for employees on how to view and redeem rewards in the AppSheet app. - StreetSmart APP - Google Chrome - 13 January 2025
PTO Form:
Website Update: Remove the old PTO form and replace it with a link to the AppSheet PTO form.
Employee Training: Clear instructions and a Loom video demonstrating how to submit PTO requests through the AppSheet app.
Annual Assessment Form: (confirm does the regular user have the ability to access this module)?
Website Update: Update any links or references to the annual assessment form to point to the AppSheet version.
Employee Training: Instructions and potentially a Loom video explaining how to complete the annual assessment in AppSheet, especially highlighting any new questions or changes. StreetSmart APP - Google Chrome - 14 January 2025
Quality Assurance:
Website Update: Update any quality assurance information or forms to link to the AppSheet Quality Assurance app.
Employee Training: Thorough instructions and a Loom video for employees on how to use the AppSheet Quality Assurance app for relevant tasks.
Employee Feedback Form (pending clarification):
Website Update: Remove the old employee feedback form and replace it with a link to the AppSheet version.
Employee Training: Instructions on where to find and how to submit feedback through the AppSheet app.
Carrier Management:
Website Update: Remove any links to Carrier Management Goals Carrier Login/Website on our website Carla Grace Rogador can you please update? I’m not really sure where we can find this in Appsheet
Employee Training: Instructions for executive team on where this is in appsheet
Carrier Commissions (this is for accounting):
Website Update: Remove any links to Commission Master Carriers/LOBS our website
Employee Training: Instructions for executive team on where this is in appsheet
Feedback Form (pending clarification):
Website Update: Remove any links to FeedBack form to our website and tell them to go to appsheet
Employee Training: Instructions for executive team on where this is in appsheet
Travel Form:
Website Update: Remove any links to FeedBack form to our website and tell them to go to appsheet
Employee Training: Instructions for executive team on where this is in appsheet
Spreadsheet/Data Source: Employee Personal Info DO NOT SHARE
Purpose: Main Database for employees
Permissions:
Presidents can see everything (operations can see this)
Assistant Vice Presidents should not see email SSN Date of Enrollment Equipment Health insurance annual salary 401k setup license status
Can see Handbook signed Ezlynx account employee type phone number and address
Account Managers same as above but also cannot see premium KPIs quality assurance Smart Rewards TOP Sheet (WOW) my notes my feedback can’t see phone number shirt size employee type handbook signed
Technicians Same as above
KPIs
Employee Premiums only presidents see this (operations can see this)
Quality Assurance only presidents and assistant vice presidents can see this. Also, the end user will see this as well in their dashboard I just don’t want them to see each others
Employee Performance Form
Presidents Only presidents can see this (operations can see this) Employee Performance Form Update
Assistant Vice Presidents
Account Managers
Technicians
Done So Far/Modification Request:
Employee Type Employee Data Collection 📊 Improving UI for Employee Data 🖥️
Reviewing KPI's and Reporting 📊Quality assurance google classroom and remarketing
Employee Recognition and Celebration Features
Modification Request
we can remove insurance categories on employee dashboard
Also, how do I mark an employee as terminated or inactive (only presidents and operations can see this)
Can we default the filter to apply active only and not show terminated.
Individual user what commission report and fees are Payroll System Update
Change Top sheet to WOW Customer Service
Employee Performance Form 1v1 meetings with employees can we get this to review old notes and also not share with employee Employee Performance Form Update
Can we make a personnel file page for presidents that is based on this tab Maria Employee File (Personnel file tab) for the president to manage
Administration
Add Vice President of Personal Lines
Remove President of Commercial Insurance
Remove Scarlett Ferrara as President of Commercial Insurance (duplicate) I am not sure , i can only see 1
Ability to upload docs (for example health insurance waivers on file, signed handbooks, license,W4, Authorizations form, etc)
Personal Emails and business emails. Make a field for personal emails but make it hidden for everyone except presidents or OPS. Everyone will login with business email We only want to store personal email if we ever need to reach out to the employee but they will login with business email
Have a field for favorite candy that we can add to (this is on the annual assessment form)
Can we put placeholders on employee profile for them to click and manage their health insurance and 401k benefits. Link for 401k benefits Dental Insurance
Under computer/device ID can we add a field to ask does employee have app defender and GCPW installed?
Commissions Understanding Commissions and Statements 📊
Presidents/accounting enter percentage (edit access)
Percentages- New Business (Percentage), Renewal (Percentage)
Base Pay (user does not see this) (president/accounting has access to this)
Fees (50% of fees or 30% of fees)
Statements (upload file) this would also coincide with the payroll process.
Employee Performance form- Field Organization and User Visibility 🛠️add 1 more field to goal setting called are they on track to hit annual goals? (can we add a separate form when clicking on employee performance
called Quick Note that is a small form that has 2 fields Subject: (free text) Note: free text, give a longer text box. Employee Performance Form Enhancement 💼
Performance Improvement Plan Performance Improvement Plancan we create this form under employee performance plan? Employee Performance Form Enhancement 💼
One more placeholder to manage payroll https://sites.google.com/streetsmart.insurance/siteswiki/employee-corner/payroll?authuser=0
Employee profile page- hide these fields from employees . We still want them in the backend for presidents and operations to see it iOS recording - 21 Nov 2024 Date of Birth, SSN, Date of Enrollment, Device ID, Health Insurance, Dental insurance, annual salary, shirt size, handbook signed, Ezlynx account, employee type, month/year, employment status, WOW position. If employee makes notes, upload docs, can we prevent them from deleting docs?
Annual Assessment form- we can hide all fields to user and just have it assigned to operations team when completed. Under Does your resident address match the address on your license? Add these links Check Sircon or NIPR
Active
We can use this in lieu of employee premiums2025 Sandy Santana - Commercial Lines Account Manager iOS recording - 21 Nov 2024 can we create a goal tracker where we can manually enter data and also pull data from existing modules. For example we have WOW customer Service so if someone needs to get 2 new Customer CSrs a month we can track it Goal tracker https://youtu.be/6z0dwo-xROY Check quality assurance score. Could we aggregate or average the score for the employee for the year? For example we are in November could we keep a running average for all scores they received?
Goals Module KPIs 🎯KPIS ADD FROM Roles and Responsibilities Templates Check Quarterly Goal Tracker
Pre-select five common KPIs for each user.
Allow users to select additional KPIs from a drop-down menu.
Fill in the method to track for each selected KPI.
Role/Responsibility: (Select here)
Field Type
Method to Track
KPI 1 - Book Growth ($120M)
Dollar
Book of Business from Agency Management System
KPI 2 - Retention (95%)
percentage
Report from APP
KPI 3 - Re-Marketing Closing Ratio (25%)
percentage
Label Report from Agency Management System
KPI 4 - Education/Training (Completed)
Number
Google Classroom or whatever Agency decides for quarter
KPI 5 - Quality Assurance (85%)
Percentage
Quality assurance module
KPI 6 Maintaining Process Flows and Standards (100%)
Plain text
Conversation with Manager
KPI 7 Number of Quotes Ran (100/month)
Number
Quote report from Agency Management system
KPI 8 The ability to learn 1 new carrier a month and share with the team (1)
Change to
Learn 1 Carrier a Month
Plain Text
Conversation with Manager
KPI 9 New Business Sales ($120,000)
Dollar
Book of Business report from Management System and APP report
KPI 10 Sales Activities (120 calls)
Number field
Vonage Report
KPI 11 Closing Ratio (25%)
Number field
Ezlynx Report
KPI 12 WOW reports (for example we make a goal for an employee to get 2 coverage enhancements a month)
Number field
APPSHEET
Professional Goals Make a separate module that is completed by the presidents and operations only for Professional Personal Goals and Rapport that has Goal Type- 3 years, 5 years, 10 years Add to this: Messages - Daniiii Ferrara - 1 December 2024
Do they want to get a designation, learn more about a Line of business, carrier?
Can I get carrier resources?
Long term goals
Goal Type-
3 years
5 years
10 years
Personal Goals and Rapport
Are they trying to get healthy, learn a new craft, etc
Hobbies, family, things to remember for building rapport (check annual assessment form completions)
Birthdays and Enrollment Anniversary iOS recording - 21 Nov 2024 can we post a message to Google Chat celebrating birthdays (even without the fun facts from Gemini just a simple happy birthday is fine) also can we have enrollment anniversary’s pushed to presidents 3 weeks before the anniversary (for example Ramses is celebrating a 3 year anniversary for us. Assign a task to the manager to Consider getting them a gift or celebrate with them. For enrollment anniversary this can be a good time for annual assessment form to be sent to the individual user. Prompt managers 2 weeks before birthday and 2 weeks before enrollment anniversary via email to reward employee with the links below (Date format MM/DD/YYYY) to Vise presidents, CEO, Operations
Annual Anniversary
Enrollment Anniversary here are some ideas for gifts and recognition- assign task to Lorie in Projects to get this (notifying to vice president 3 weeks in advance so that actions can be taken (ie, sending gifts or ) it is just notification under assign task to Lorie…. Google Chat, Email. Space Name is StreetSmart and Channel ID= spaces/AAAABMPKWXI
Also post to StreetSmart Chat
Birthday - here are some ideas for gifts and recognition- assign task to Lorie in Projects to get this Google Chat, Email. Space Name is StreetSmart and Channel ID= spaces/AAAABMPKWXI
Remind admins email and chat of upcoming birthday 3 weeks before
Private documents- Admin Only Docs tab can we make an admin only docs section
Can we add the documents on the homepage to the quicklinks module and rename signed handbook to employee handbook?
Employee Handbook- is this possible? Employee Handbook Management 📝 iOS recording - 05 Jan 2025we really just want to track who has and who has not signed the handbook.
Document types and upload frequency.
Document -Employee handbook,
Conditions and frequency Active W2 employees once a year starting in March
Document-waivers for health and dental
Conditions and frequency (applicable to users who are w2 and do not have health or dental insurance) once a year starting in May
Employee Engagement/Year End BonusesHoliday or End of Year Bonuses If we can build a module that can calculate and send out annually that would be great Can we build this into assign a task every year with a table of employees and gift amounts to calculate and share with the executives This can run 11/15 every year to assign to executives to complete
Best Clients/Vendor-Similar to above give us a table of Client/Vendor Name, Ezlynx Link, address, total premium size (only Top management will get this email) https://sites.google.com/streetsmart.insurance/siteswiki/departments/operations/year-end-activities#h.xpcqv9attlcu
Adjust Employee form (can we have categories highlighted or with collapse modules) Improving Employee Performance Interface
Employee Personal Info- profile photo, email, address, phone number, personal email, date of birth, ssn shirt size,
Employment Status/ date of enrollment, status (active or terminated), employment type (add Insboss Virtual assistant) Department, WOW Position, position,
Equipment- do they have equipment, device ID, does employee have app defender and GCPW installed
Benefits- health insurance, dental insurance, 401k setup
Pay- annual salary, do they get commission (if yes then show new business renewal (fix spelling from renewel to renewal)
Compliance- license status, nj license, handbook signed, ezlynx account
Spreadsheet /Data Source: Operations Project Roadmap
Purpose: Manages projects for the operations team
Permissions:
Admins can assign Tasks to employees
Modification Request
Project tasks add attachments
Can we change the name from Project Tasks to Tasks
Add notes every time we have an update on the task that we are working on. (versioning history) or just notes that we are updating
Can we have a notification bar - notifications for approval, pending tasks (reminders), assessments that needs to be done by the employees Can notifications go back to the user that assigned the task to show progress?
Can we use this module as a KanBan Board instead?https://www.appsheet.com/template/mobilepreview?appId=983e04b0-1901-401e-a561-763525cc77d3
Can we change the name from Project Tasks to Tasks
For automated tasks below can we select the date and time it fires?
Adjust tasks
Project Task Module Update can we also add a title for the task and then leave a section to put the body of the task and also put placeholders for links. Also please show who assigned the task
Add notes every time we have an update on the task that we are working on. (versioning history) or just notes that we are updating
AUTOMATION RELATED TASKS New Video
IVANS downloads - carrier review- Carla every year
Agency Roster - carrier verification- Carla every year
Year-End Token for Our Biggest Clients/Referral Sources- Lorie every year
Holiday or End of Year Bonuses- Lorie every year
December middle
Health Insurance reminder annually- Carla
Annual Tax Closure- Audrey
Health insurance reminder March-Carlo Jake Scarlett jimmy
Quarterly (1 week before end of quarter)
Quarterly Bonus Incentive Payouts- Carla
Carrier Management Goals- Carla
Quarterly Games- Lorie
Training- Lorie
Update NotebookLM
Monthly (1 week after month ends)
Wow/SMART Rewards- Lorie
Commission reports - New Commission Process
Quickbooks reconciliation- Audrey
Bank statement request- jimmy Jake carlo Scarlett
Case Studies-Social Media Post FAQs
Weekly (Friday)
Open change request- Marjorie
Operations report- carla
Claims Weekly Report- Steffany
Accounting weekly - Audrey
Unrecognized transactions Jake jimmy carlo Scarlett Audrey
Holidays
this would have to be dynamic if we change the date https://sites.google.com/streetsmart.insurance/siteswiki/employee-corner/holiday-scheduleout-of-office-process
Could we have these tasks go to Lorie to follow?
https://sites.google.com/streetsmart.insurance/siteswiki/employee-corner/holiday-scheduleout-of-office-process#h.oo0qb73lsfvo
Also, can we send an email to our employees on our upcoming holiday one week before and tell them to follow this process https://sites.google.com/streetsmart.insurance/siteswiki/employee-corner/holiday-scheduleout-of-office-process#h.qkensc376xpf
Dynamic based on system data
New employee onboarding push back to project tasks (review new employee onboarding) when a new employee is setup automatically assign a task to Lorie, Carla, or Marjorie to start onboarding
New Carrier onboarding push back to project tasks when a new carrier is setup automatically assign a task to Lorie, Carla, or Marjorie to start onboarding
Employee offboarded- terminated
Referrals push back to project tasks
Pulse push back to project tasks
New business cancellations data push back to project tasks
Announcement banner/pop up for important announcements ?
Automation
Can this also notify ops of upcoming payroll (and accounting), health insurance expiration, license expirations etc. Put it on project tasks and default assign
Same with referrals
Social media
Spreadsheet /Data Source: Quality Assurance Tracker
Purpose: Used for grading quality assurance and calculating user scores
Notes: Quality Assurance Tracker 📊
Modification Request
On the main table remove position and and findings. Can we default date checked showing newest at top?
iOS recording - 21 Nov 2024 have scores pushed to individual user account (only presidents and ops can see scores for everyone)
add another link field call it “Avoma Call Recording”
For account field put a placeholder for link as well (use the same link field we have now)
Add a placeholder link for Loom Video
At bottom of form put a link for Quality Assurance https://sites.google.com/streetsmart.insurance/siteswiki/training/quality-assurance?authuser=0 this for user to click if they want to learn more about it
Add an attachment (pdf, jpg) field if we need to share to user.
Can employee get notified of the new QA and add notes back to us (challenging it)?
For the quality assurance module this score starts at 100% and if the answer is no a deduct that value so if a standard was no, then they lose that value 5 points.
Quality assurance will be done randomly maybe 2 to 3 times a month and every time it will start at 100 so if we could come up with an average at the end of the month for goal tracker that would be good.
But if we have the score calculation with a yes or no, and the text field like you showed me, we can remove the findings field that exists now
Quality Assurance Checklist Appsheet — StreetSmart APP - 1 December 2024
Violation
Point Deduction
Standard
-5
Unacceptable Action
-10
Steps
-5
What ifs?
-10
Were all standards followed?
Yes / No
If No:Specify the standard(s) not followed:
Violation Point Deduction: -5 per standard
Were there any unacceptable actions?
Yes / No
If Yes:Describe the unacceptable action(s):
Unacceptable Action Point Deduction: -10 per action
Were all steps followed?
Yes / No
If No:Specify the step(s) not followed:
Step Point Deduction: -5 per step
Were any "What if?" scenarios missed?
Yes / No
If Yes:Describe the missed scenario(s):
"What if?" Point Deduction: -10 per missed scenario
Smart Rewards
Can we get the ability to assign multiple people at once for one reward and a drop-down for disbursement along with notification for the user when they receive reward when is uploaded I want them to notify the user
Can we send out an email to Gabriela Chutin (TED Team) and Jeffrey Chua (Insboss) every second Tuesday of the month to confirm disbursement of SMART rewards for their team? Below is the sample message/email that we want to automate:
Hi Team,
Good day!
In line with our agency-wide SMART rewards program, please see the SMART rewards tracker of our team members who exemplified our values. This is as of the 2nd week of February 2025 (02/12/2025 last update in the tracker).
If you could also please advise if the previous reporting dates 09/06/2024 to 01/05/2025 have been disbursed? So we can update the tracker.
Should you have any questions, please let us know.
Thank you!
---
Legend:
Please make sure to update the following dates:
Cut-off date (in red font above)- As shown in the sample email below, it is the LAST reported date in the tracker before you sent the email. This should be updated when reporting for a new month depending on the last entry/awardee date indicated in the tracker
Previous reporting dates (in purple font above) - This is the date range of previous reporting where in Gabriela or CSM Jeff has yet to confirm disbursement. You may update these dates depending on their reply OR the PREVIOUS MONTH’S CUTOFF DATE (for example, in the example, the last cutoff date is 02/12/2025, so when reporting for March 2025 and assuming the TED and Insboss Team Lead did not confirm disbursement, then the previous reporting dates will be from 09/06/2024 to 02/12/2025). Note: Payments are updated for up to 01/31/2025 for TED; while InsBoss has 3 rewardees unpaid from 01/23/2025. So the previous reporting date for March 2025 will be from 01/23/2025 to 02/12/2025
Spreadsheet /Data Source: Carrier Management Goals
Purpose: Tracks performance with core carriers
Notes:
Carrier Database
Carrier Meetings Meeting Template (3rd Parties) Enhancing Carrier Management System 🚀
Carrier Goals Carrier Management Goals
Carrier logins carrier document retrieval
Carrier roster update Carrier LOB Relational Database
Carrier commission statements
Can we also do this with our Vendors to manage contact information and notes
Claims data
Permissions:
We need to check the history
And need to upload the docs as well
Carrier Management Strategies 🚀 Carrier Login/Website Carrier Commission Statement Tracker
Modification Request
On the main page can we reduce the items shown in the table and just move it to filters and make sub menus iOS recording - 18 Nov 2024
PAGE 1 TAB
Add drop down selector for each carrier: Admitted, Finance company or Excess and Surplus
Source type- Manual or Download (dropdown selector) this does not apply to finance company
Billing Type- Agency type or Direct Bill (drop down selector) this does not apply to finance company
Change Statement to Commission Statements- In QBO (change to Showing up in QuickBooks) Download in Ezlynx? In excel format? Reconciled in Ezlynx? How are we paid (ACH/EFT or Mail)?
Policy Types- Bundle Personal Lines, Commercial Lines, Trucking
Remove billing quirks
Agreggator turn to d- Ironpeak or First Connect
New Business Commitment- Carriers require us to have a commitment every year (let’s say write $100,000 in premium) so if we can this field and enter a number thats good
Employee Login Setup
Carrier Login Setup (Online or email), Appoint Licensed Agents, Appoint Non Licensed Agents, Annual Employee Update (Online, or email) Setting Up User Logins and Employee Updates 🛠️
Change Promotions to Carrier Promotions- Can we push to organizational departments (personal lines, post promotion and have it pushed to everyone in department)
Remove how are changes/renewals being handled, videos, website how to do, videos add user to website, policy changes, document download, remove download or manual (again), claims, loss runs, categories, carrier test
Internal Notes- Internal Notes Enhancement 📝
Carrier Feedback- Enhancing User Feedback Process 🚀 allow users to add notes and provide feedback
On the individual carrier page
Remove carrier test, categories, and insurance types, management goals only seen by Presidents and operations
Doc types Enhancing Document Management for Carriers expand for meeting notes with carriers and can we make a Vendor page with similar setup includimg ask for cyber and errors and missions
Have a doc upload section for signed contract and another one for Agency Document Retention Requirements
Also, on the form for carrier management goals can we make this a drop down how to retrieve commission report (email, website)
Management Goals need a document upload section for Management goals so we can view the raw data Carrier page- store reports in database for presidents to view
Service Center Fee- add to annual report/process to get this amount as it is a write of for us
Commission Statement Module Carrier Management Updates 🚀 Commission pt2 Video
need upload feature and status button each month
Override or promotional
Monthly Statement Upload with date selector. Date added but also commission statement month
Individual Notes section
Commission Schedule Line of business- New/Renewal/Override or Promotion Carrier Management Updates 🚀 also a tracker to see if they paid in a given month Commission Payment Tracking System 📊 Commission Statement Process
Certificates Module https://www.loom.com/share/effbf281f4984aafbdac29ff2432d310
Line of Business Data
Abusive Acts Liability
Accidental Medical Coverage
Auto (Commercial)
Auto (Personal)
Bonds Miscellaneous
BOP Liability
Business Owners
Commercial pkg
Commercial Prpty
Condominium
Crime
Cyber Liability
Directors and Officers
Dwelling fire
Empl Practices Liab
Employers Liability
Errors and Omissions
Event Liability
Excess
Flood
Garage and Dealers
Genl Liability
Group Disability
Health
Homeowners
Inland marine (comm)
Inland Marine (pers)
Jewelry
Life
Liquor Liability
Malpractice
Mobile Homes
Motor Truck Cargo
Motorcycle
Occupational Accident Ins
Pers Umb (exs indemnity)
Personal pkg
Phys and Surg
Pollution Liability
Product Liability
Professional Liab
Recreational Veh
Renters
Travel Trailer
Umbrella - Comm
Vacant Property
Watercraft (small boat)
Workers comp
Carla
Annual reporting to carriers Carla Grace Rogador https://sites.google.com/streetsmart.insurance/siteswiki/departments/operations/carrier-management-goals?authuser=0
Carla clean up the carriers
Spreadsheet /Data Source: Take PTO
Purpose: Employees request time off
Notes: Sends notifications to managers
Permissions:
Could we have it compile a list of people who took and received PTO
this should only be seen by presidents and operations
Modification Request
PTO- clean up form and automate to manager Improving PTO Management System 🚀 This will also go into Payroll
Can it go to approval process for the following people to approve PTO?
Scarlett is head of Commercial
Jake is head of Trucking
Carlo is head of Personal lines and Operations
Once approved send a message to employee
Then send a message to everyone in the business like on Birthdays etc
Have some type of countdown that shows how much time they have left (this applies to each user on their dashboard) They start at 14. This only applies to w2 employees
Have some type of countdown that shows how much time they have left
On the PTO, maybe it will be better if we have an actual balance of remaining PTO so the users will be prompted and may choose whether it would be a paid or unpaid time off.
[NEWLY ADDED]
For the PTO tab, can we have an Identifier or Label that Admins can modify which PTO filings are already forwarded to payroll/successfully credited?
Spreadsheet /Data Source: Licensing/States
Purpose: Tracks state licenses and their characteristics
Permissions:
Permissions- all users can see this
Modification Request
Data Correlation and Column Addition Request Can we have the licenses show on the carriers (for example Nationwide has our licenses in North Carolina and account for agency or individual licenses
Payroll Process Optimization (expense form)
Can we add a category for us add complaints (A form called Complaint that has the account name
date of the complaint
date selector for response time needed by
field for employee involved and this will be a selector for existing employees (can it assign a task to that employee and assign a task to Marjorie as well
State that it is associated with and save this to that state
A PDF file upload field
Same as above call it Government Notices State Government Notice Module need
date of the Notice
date selector for response time needed by
field for employee involved and this will be a selector for existing employees (can it assign a task to that employee and assign a task to Marjorie as well
State that it is associated with and save this to that state
A PDF file upload field
[NEW]
Can we have a Licensing Dashboard Module that will contain the State - License Number - Expiry date etc. ? probably same as the Carrier dashboard module wherein we can add links how or where to renew? Also the Contact information of licensing department for each state etc? Somehow like a directory but one that has upload document feature so we can keep the copies of each State licenses and have everyone be able to access it when needed
For reference: Inactive and Expiring Licenses Streetsmart Agency Licenses
Add LICENSE feature to Employee Profile, Where we can upload all of their Licenses and have them notified when their license is Due for Renewal?
Spreadsheet /Data Source:
Purpose:
Notes:
Permissions:
only presidents and operations can see this
1099 employees can see docs that they upload or what we share
The end user will see this as well in their dashboard I just don’t want them to see each others
This is for operations only and presidents
Modification Request
File Payroll Process Overview 💼
also have an upload feature for docs
For all employees hide their salary (only presidents can see this)
Add a placeholder link for (View your paystub) Payroll Employee Center and also link to IRS Use this template End of Year Taxes Employees
W2 employees Create automation by 01/28 that sends a message to user to access their w2 every year to go here https://employeecenter.payrollrelief.com/ If they cannot login message Carlo
1099 employees Create automation by 01/28 that sends a message to user to access their w2 every year to go here https://employeecenter.payrollrelief.com/ If they cannot login message Carlo
We need an expense form for users to complete this could be for “licenses, meals and entertainment, office supplies, auto travel expense, airline expenses”
Approver/Approval for employee incentive/payroll payment:
Level 1 - Prepared by (Uploader example for WOW it would be Lorie or Commission will be Audrey)
Level 2 - Checked by / Employee's Conforme (Data will be pushed to the employee's dashboard, then they can review and confirm that these are correct, and once they approved their amounts it will go to payroll dashboard for processing)
Level 3 - Approved by (Managers)
Level 4 - Reviewed and Endorsed / Released (Payroll Master/Accounting)
We can lump commissions, incentives (WOW, SMART), etc. in one place (Payroll module). Also, is there a way that we can generate a report or "payslip" like for each employee with just the summary of their payroll (PTO, Commissions, wow, smart). If not, may be collate all employee payment data that can be filtered thru dates (eg monthly or bi-weekly, tabular form) so we can easily send out a summary to Sharp Payroll?
Make expense form Payroll Process Optimization
iOS recording - 27 Aug 2024
Compliance setup entity in the state
Spreadsheet /Data Source: Health/Dental Insurance Internal
Purpose: Every year we have to offer health insurance to employees and they have to opt in and out
Notes: Health Insurance Health Insurance Waiver Process 📋
Permissions:
For admin control,
We need to make sure if the employee does not have a health insurance, we should have a waiver
If we have a health insurance >
Want to continue to the group insurance
They can request, dont need or change it if not , they need to sing a waiver
For only admins or top management
Historical data?
Permissions
Only Presidents can see this but the individual users can see their health insurance status
Modification Request
Can we make a placeholder for health insurance, so I can place 1 pdf for applicable users to download and complete and fill out Also, in this process (Health and Dental insurance, can we automatically send emails to clients to complete it and mark as done)
Also, users can OPT in to health and dental insurance so allow user to say they want to opt in to this. We can always display a placeholder for our health plan and contact for Steve Paragone Understanding Health Insurance Options
In this process can we create a task for operations to check to see which user has and has not completed this
Spreadsheet /Data Source: Accounting weekly reports
Purpose: Tracks unrecognized expenses for the bookkeeper
Notes: Accounting Workflow Optimization reconciling our books
Would like weekly and monthly reminders for tasks
Weekly to have accounting to send us reports
Monthly to get bank reconciliation statements from us to process
Permissions:
Modification Request
Google Chat and Gmail
Weekly Reports
Link to unapplied cash, payable work list, aged receivables
Tasks to accounting Jimmy Jake or Carlo for unrecognized or accounting issue
Monthly reconciliation of books assigned to Jimmy, accounting, Mary Josel
CAC Calculator,
Referral
Modification Request: Can we have a task pushed out to the agent’s dashboard once we have synced/keyed in referrals and it was their client so they will be alerted that they needed to fill out the referral info?
Modification Request-
iOS recording - 21 Nov 2024 Referrals
Spreadsheet /Data Source:
Purpose: Provides templates for meetings with carriers and within the team
Notes:
Permissions- all users can see this
Spreadsheet /Data Source: Feedback Form
Purpose: Collects employee feedback on processes
Permissions:
Feedback will be part of project task & notifications, and Sir, Carlo and operations team can see that,...
Everyone - CAN ADD OWN FEEDBACK and see their own feedback
OnlyOPS and VPS - can see these feedbacks of anyone in the agency.
Modification Request
Feedback form goes to project tasks
Just push all feedback forms that are completed back to Project Tacks
Spreadsheet /Data Source: SMART Rewards
Purpose: Tracks employee rewards for demonstrating company values
Notes: Posted on website for winners
Waiting on Form/ Video from you Implementing Smart Rewards System 🌟 see #21 too team meeting template Weekly Team Meeting
Permissions
only presidents and assistant vice presidents can see this. (operations can see this)
The end user will see this as well in their dashboard I just don’t want them to see each others
Modification Request
Can we have dropdowns only show active users and not inactive users? Isabella is not active
Can we have this as a drop down selector instead of free text
Can we ever interact with this field in the table view versus going into each individual user and sort by disbursed and not disbursed
Can we automate a reminder email to Jeffrey Chua and Gabriela Chutin cc Carlo every 2nd Tuesday of the month to let us know if the SMART rewards have been disbursed for their team? Maybe the two leaders of Insboss and TED can have permission to have a checkbox access to disbursed column?
Is it also possible that there would be an amount in the SMART rewards summary as well just like WOW for the month?
For each department we pick the winner who had the most SMART and WOW for the month and put this on our Social Media Can we get this as a project task that goes into Project Tasks queue and assign to Lorie
Spreadsheet /Data Source: Travel Process/Travel Preferences Form
Purpose: Outlines the process and captures preferences for work-related travel
Permissions:
Pending on request
Custom Form for Event 📋 Build a Travel Approval App using AppSheet
Forgot to add that this would go back to a certain person to complete request (maybe have it show up on operations project roadmap)
After the date of travel email all users and remind user to provide us the expenses (we need an expense form that they can complete and upload docs then have this go back to the payroll process)
Modification Request
Spreadsheet /Data Source: New Employee Form/Training
Purpose: Gathers information for new hires
Notes: Populates main employee file
Permissions:
Presidents Only presidents can see this (operations can see this)
Modification Request
Once this is completed can we have this push back to Project Tasks for Carla Grace Rogador to complete the onboarding
Can we get this module for new employee/training AppSheet App for Onboarding and Training
Lorie Ann Dela Cruz can you add some of training info here
Onboarding Admin Process
FOR THE NEW HIRE: Invitation link for the New Hire to be added in the APP Sheet that will allow them to input their infos in the system and also upload important documents.
FOR ADMIN: Add Checklist that is visible also for All other admins. So that everyone in the team has visibility in the status of the Onboarding.
Link for the Information, Document and Steps required
[NEW]
FOR ADMIN: Add a task/request feature that allows Admin to assign to the new hire and they get notified on APP Sheet and Email regarding the missing doc/information being requested and they can upload. (This cannot be done in the Project Task tab as it will be confusing to be combined with the task of Techs)
FOR NEW HIRE: Add NPN to the Profile for license purposes and sircon invitation
Offboarding Admin Process
FOR ADMIN: Add Checklist that is visible also for All other admins. So that everyone in the team has visibility in the status of the Onboarding.
Link for the Information, Document and Steps required
New Carrier/Finance Process
Add button that will add new carrier in the system and allow to distribute automated emails to this carrier containing the inquiries for information.
FOR ADMIN: Add Checklist that is visible also for All other admins. So that everyone in the team has visibility in the status of the New Carrier/Finance Onboarding..
Annual Assessment Form
1 sheet and columns all equal
Then we get option to import to database
Can we get 1 report for totality?
Do august with all data and all users
Lorie Ann Dela Cruz iOS recording - 15 Sep 2024
Permissions:
Presidents Only presidents can see this (operations can see this)
Notes: Updates system and license information
Permissions:
Presidents Only presidents can see this (operations can see this)
Employee should also be able to update themselves but only those fields which are activated by the admin in general settings (DONE)
Send Notification to employees to update themselves, yearly or bi-yearly , quarterly, (we can do this for annual assessment form above instead to prompt them every year)
Spreadsheet /Data Source: Holiday Schedule/Out of Office Process
Purpose: Informs employees of time off and holidays
Notes: Includes a group calendar
Permissions:
For Group Calendar can we include a function like this Holiday Calendar Integration
need google credentials to connect
Modification Request
Can we also have a checklist of the things that we need to accomplish? See Holiday Admin: https://sites.google.com/streetsmart.insurance/siteswiki/employee-corner/holiday-scheduleout-of-office-process#h.oo0qb73lsfvo
It would also be really helpful if the system could automatically send out a reminder email to all employees about setting their out-of-office replies. Include the dates of holiday as well
https://www.loom.com/share/5e4046b1f573400ead010a5afd97067f
Administration new page under executive team
My Profile Page -new
Org Chart Page-new
Performance Page Under executive team
Quality assurance linked to existing page
Wow Customer linked to existing page
Smart Rewards linked to existing page
Holidays linked to existing page
PTO linked to existing page
Insurance Carriers new page
States linked to licensing page