Appsheet Buildout

Contact in Whatsapp
Adeel jab

92 345 3116588 

adeelkhipk@gmail.com

I. Introduction 

• Purpose of the project

  1. Internal (EXECUTIVE TEAM and Operations to manage functions) Employee Management System Overview What can we automate or Connect? 

  2. Manage Employees- basic data, commissions, performance, license, health insurance, dental insurance etc Enhancing User Tracking System 🚀

  3. Manage Licenses

  4. Manage Carriers

  5. Manage Vendors and contracts

  6. Project Tasks

  7. Manage Accounting

  8. Expenses, Travel plans, 

  9. Manage Meetings

Automations- Google Chat

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

10. External (EMPLOYEES CAN SEE) use cases 

11. 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

Spreadsheets Killed

Quality Assurance Tracker NEW

Employee Personal Info DO NOT SHARE

Wow Customer Service

SMART Rewards

Carrier Login/Website

Carrier Management Goals

Commission Master Carriers/LOBS 

Website Updates and Employee Training for AppSheet Transition

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” 

1. 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

2. 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

3. 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

4. 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. 

5. 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

6. 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. 

7. 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.

8. 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 

9. 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

10. 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

11. 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

Professional Goals 

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

  1. 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

  2. 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 

Year-End Activities (November)

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 

March

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

Video Watch here

• 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:

1. 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

2. 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

Audrey Operations Team Data Cleanup 📊

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

•  Licenses Management Update

• 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 💼

Can we also prompt Mike for an invoice or accounting to submit data? As well as pull data from other reports?

also have an upload feature for docs

• Can we have the ability to share docs with employees so they can see what we have in their account that they can click it? This is the ability to upload the commission statements and share with the employee to view 

• 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-

https://sites.google.com/streetsmart.insurance/siteswiki/sops-standard-operating-procedures/referrals/referral-report?authuser=0

iOS recording - 21 Nov 2024 Referrals

Spreadsheet /Data Source: 

Purpose: Provides templates for meetings with carriers and within the team

Notes:

• Weekly Team Meeting

• Level 10 Meeting Weekly Level 10 Meetings 📊 

• Leadership Level 10 Meeting

Permissions:

Meeting template (reminder)

1. Links

2. Notes

3. Meeting templates need to send notifications to 5 departments, trucking, commercial, personal, accounting, executive team 

Permissions- all users can see this

Modification Request

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..

Link for the Information and Steps required

Annual Assessment Form

Spreadsheet/Data Source: Annual Assessment Form

Purpose: Used for employee self-assessment and compliance

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)

Done So Far/Modification Request:

Spreadsheet/Data Source: Annual Assessment Form

Purpose:  Employee information changes/update

Notes: Updates system and license information

Permissions:

• Presidents Only presidents can see this (operations can see this)

Done So Far/Modification Request

• 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

https://calendar.google.com/calendar/u/0?cid=Y19mODZhYzUwZjIzMDkyODM3NTJhOWRmNzdjOGI3YzMwOGY5YzBlZTJhNDRmNjhmNGM1ZGQyMmVmN2UyNjJkYjQxQGdyb3VwLmNhbGVuZGFyLmdvb2dsZS5jb20

Modification Request

• Can you make sure the holiday admin process shows up on my project task list so I can keep track of everything I need to do? Have it get assigned to Lorie 1 week before holiday

• 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

• All tasks should go to my project task except for Updating Vonage and certificate inbox’s email responder (this should go to Marjorie) 

• 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