Onboarding Admin Process✋

SBCS Designation

The SBCS designation stands for Small Business Coverage Specialist. It's a professional designation awarded by Hartford School of Insurance to insurance professionals who complete a program focused on small business insurance coverage. The program equips individuals with the knowledge and skills to better serve their small business clients by understanding various coverage options like Businessowners Policy, Small Business Auto, Workers Compensation, and Home-based Business. 

When an Agent accomplish this, the following steps should be done:

• Update Wisestamp information (email signature)

• Upload Certification/Documentation in the Employee APP Sheet Profile

• Update Streetsmart Team and Social Medias (coordinate with Gaby on this)

Scripts and Templates

Employee Information Update Email

Good Day, 

We would like to inform you that your requested Employee Information Change has been updated to our system. Kindly make sure that this Name Change is applied to your Licenses (Sircon and NIPR) and other websites you are using/working on. Please reach out to the States Licensing if necessary.

Note: Complete Name and Address must always be correct in your licenses and licensing account at all times.

Let us know if you need anything else. Thank you!

Onboarding Email 

SUBJECT:  Your First Day at Streetsmart!

Hi (Employee Name), Welcome to StreetSmart!

We are excited to have you on our team! Please complete your Onboarding form here! You can only access it on your work email (@streetsmart.insurance), if you have any issues accessing it, Kindly reply back. 

IMPORTANT: Employee Portals

Our Agency uses APP Sheet portal, so please be sure to accept the invite for this Dashboard. If you haven't found them in your email yet, please click here. You will be able to see your Employee Profile in there. Please fill out ALL employee information in your Profile. 

For the Payroll portal, you can access the web version of the Employee Portal Payroll Relief here.

IMPORTANT: Invitation Links

Important invitation emails will be sent to your Streetsmart email including those from Ezlynx, Wisestamp, and Different Carriers. Some of them require your acceptance/compliance to proceed. Most of them might have time expiration of the links, so be sure to check your email and accept them ASAP. In case that link already expired, please reach out to operations@streetsmart.insurance so the invite can be resent.

IMPORTANT: Training and Education

You will receive invites from Total CSR and Agency Performance Pack Online. These are educational trainings related to your onboarding. Be sure to accept the invitation emails sent to have access for these. Part of the process is also checking our New Employee Onboarding Process.

IMPORTANT: Onboarding Documents

You will be required to submit Employee documents through the APP SHEET portal too. Attached are 6 documents for your onboarding that need your signature. The Health/Dental Insurance waivers are REQUIRED only if you are NOT availing the coverage. If you would like to proceed with enrollment, you may contact Steven.Paragone@nbsllc.com to discuss the options. 

The SIGNED copies of the Payroll forms are time-sensitive, so be sure to submit it asap, so we can have it processed immediately. 

Go to MY PROFILE > PROFILE DETAIL > Scroll down to DOCUMENTS and add the files there. see screenshot for your reference.

Should you have any concerns or clarifications, please do not hesitate to reach out. I'll be happy to assist you. Thank you!

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Assign a task to team lead with any issues you are facing and/or completed items. 

Welcome Email and chat Message

## **Email Generation**

**Subject:** Welcome to StreetSmart, [Employee name]!

Hi StreetSmart Team,

I'm delighted to introduce our newest team member, [Employee name]! [Employee name] will be joining the [Department name] team as a [Job title].

 We're confident that [Employee name] will be a valuable asset to our team.

Outside of work, [Employee name] enjoys [List of hobbies and interests]. [He/She/They] are also a [Fun fact].

Please join me in welcoming [Employee name] to the StreetSmart family!

Best regards,

[Your name]

## **Chat Message**

**Hi everyone**,

Please give a warm StreetSmart welcome to our newest team member, [Employee name]!

[Employee name] will be joining the [Department name] team as a [Job title]. They will be working with us [Tasks and responsibilities].

[Employee name] has an impressive background in the [Industry] industry, with [Number] years of experience. We're excited to see what they bring to the table!

Outside of work, [Employee name] enjoys [List of hobbies and interests]. They are also a [Fun fact].

Everyone, please make sure to introduce yourselves to [Employee name] and make them feel welcome.

Thanks,

[Your name]

Renewal Email Template (NEW CSR)

• Who does this

Lorie / Operations Technician

 Make sure your Renewal Template is added

X Renewal>CSR NAME (Customer)

Hello [Recipient_FirstName, fallback=],

We hope you are well! My name is [CSR_FirstName, fallback=], I recently received your upcoming LOB policy with CARRIER NAME. We have some critical updates we need to review on your account. I only need about 10 minutes of your time, and we must speak this week.

In order to connect, we want to make it simple for you. You can do one of the following:

• Call us at (732) 462-8343, and ask for [CSR_FirstName, fallback=] or an Account Manager (We are available from 9 am - 5 pm)

• Book an appointment with me here using my meeting link

• Or you can simply respond to this email with some times that work for you

We appreciate your business and are looking forward to connecting with you soon to review your options and update your insurance information. 

New Hire Checklist 

Onboarding Admin Process - Google Docs - 26 January 2024

For ANY Onboarding Requests, this should be answered by the Requestor:
- What is the role of the New employee and which Department will they be added to?

-What is their Salary?

- When is the Start date?
- **If Licensed Agent, Do they need SENTRY Background Check?

- **If Licensed Agent, Do they need Employee welcome package?

- **If Licensed Agent, Do they need equipment?

1. Setup new employee in Gmail and Ezlynx (in Ezlynx if they are in personal lines team setup personal applicant, if trucking or commercial setup commercial applicant). If the employee is a producer, make sure the producer is setup as a service team (see video)

2. Add employee to APP Sheet, make sure to send an email invite to the employee  so they can access the APP Sheet.

3. Update the names and information in the Employment Contract, (use this for commission-based), forward updated copy to Carlo/Jake to review before sending.

4. Necessary documents that needs to be signed: Health Insurance waivers, Dental Insurance waivers, StreetSmart Risk Managers Inc. Employee Handbook, Payroll Forms, W4 Form - TO BE INCLUDED IN THE ONBOARDING EMAIL.

5. Send the new employee the onboarding form  (use the onboarding email below). Make sure you send this to the personal email account. In the chat use the https://chat.google.com/room/AAAAIZ7SkM8?cls=7 chat  Forms are saved here New Employee Information Form (File responses)

> Any questions always make the team lead aware

1. Personal Lines: Carlo

1. Commercial Lines: Scarlett 

2. Trucking: Jake
   
   

• Assign a task to Carla with clear instructions from above 

  1. We need all of the information above along with what Ezlynx department and call group to join in Ring Central

     1. Watch this video first then add them to Organizational Chart

Gmail/Google

• Who does this?

  • You can contact our Operations Team and Operations Technicians (Marjorie Riña / Carla Rogador)

• What to do?

• Make sure to add the user to the correct department.

  • Add information to a user's Directory profile - Google Workspace Admin Help

  • Follow Organizational Chart

  • Add employee to Commercial, Personal, Trucking, StreetSmart, and Important Announcements 

Ezlynx

• Administrative Workflows - Agency Bill Commissions, Direct Bill Commissions, Accounting

• Make sure All Automations are assigned/updated. Check filter types on each tab. If it contains filter by Producer then review and update all automations.

Reminder: There is a limit for licensed users added. Make sure to check the list of enabled users and verify they're all active members of Streetsmart. If there are inactive members, Reduction of users must be done.

• Clone the user that has the appropriate permissions and send a welcome email to that user email. DO NOT SETUP EZLYNX BEFORE SETTING GMAIL UP.
  - This can only be done if the limit for licensed users is not yet full.

•   Please add to applicable departments  

Ring Central

• Who does this?

  • You can contact Marjorie Rina (mrina@streetsmart.insurance)

• What to do?

  • Add Agent to Applicable Department

  • Commercial

  • Personal 

  • Trucking 

APP SHEET

TO INVITE: access the appshet template and click the share button and it will show a tab where you input the email that needs to be invited. ADD Email and click DONE.

TO ADD in the Organizational Chart: Go to ADMINISTRATIONS > EMPLOYEES > click ADD and enter all Employee Details

Educational Training/Miscellaneous 

• Add to Calendly

  • You can contact our Chief Operating Officer (Carlo Ferrara) for the credentials

  • go to https://calendly.com/app/admin/users 

  • Watch this video on How to Add New User in Calendly

    • Calendly - 25 January 2024

    • Calendly - 25 January 2024

    • [NEW] Calendly Integration on EZ : check on EZ support if the integration of the user has been done. Remind the New Employee if not.

• Add to TotalCSR 

  • • • Video

  • Login to HATS portal of TotalCSR

  • Click add employee then input the employee's first and last  name,  work email and  state

  • Go to Train and look for the newly  created  employee profile  and  toggle the switch to activate . Activation usually takes  45 minutes to 1 hour

  • After  activating,  make sure to assign courses to employees according to their  department and  role:

For new employees on COMMERCIAL LINES/TRUCKING department: 

• Commercial Lines Courses

  • New Hire (QCLS)

  • Adv. Coverage (PCIA) 

  • Producers* (applicable to AMs/Sales Producer only)

• Professional Lines Course

  • Professional Lines (QPIS)

• Career Development Course (Assign according to their Position)

  • Managers - for AMs/Producers only

  • Employees - for Technicians only

• Ethics Course

For PERSONAL LINES team member:

• Personal Lines Course

  • New Hire (QPLS)

• Professional Lines Course

  • Professional Lines (QPIS)

• Career Development Course (Assign according to their Position)

  • Managers - for AMs/Producers only

  • Employees - for Technicians only

• Ethics Course
  
  

• Add to Agency Performance Partners 

  • Email Shey shey@agencyperformancepartners.com, reports@agencyperformancepartners.com, liz@agencyperformancepartners.com, to add and to put on latest class and reports

Request to Update users in APP Reports/Classes

"Hi Team,  

We would like to request to add  EMPLOYEE NAME (email@streetsmart.insurance) in the latest class and reports, Agency efficiency meeting invites, and email count tracker.

He/She will be a [Position] under [Department]. As per the group, please include him on the same group as [Department Lead].

Let me know if you need anything else to proceed with this request, Thanks!"

• • • Add to Streetsmart Staff Directory

      • Email support@advisorevolved.com

Website Update - Staff Directory

"Hi Team, Can we add EMPLOYEE NAME in the Staff Directory? Her email is email@streetsmart.insurance and She/He will be a [POSITION] under [DEPARTMENT]

Let me know if you need anything to proceed with this request. Thank you!"

• • Add to Screenshot Monitoring

    • You can contact our Operations Team and Operations Technicians
      
      

• Add to SMART Rewards Reports (Use appsheet going forward and not the spreadsheet)

  • You can message our Operations Manager 

  • Their name/s should be added in the tracker together with the department

• Add to Weekly Meeting

  • Email the team lead to add the new member to the weekly meetings for the applicable department.

  •  Subject: Add to Weekly Team Meeting

  • To:  (Applicable Department Team Lead)

> Personal Lines: Carlo - carlo@streetsmart.insurance

> Commercial Lines: Carlo- carlo@streetsmart.insurance

> Trucking: Jake - jake@streetsmart.insurance

• Body: Hi (Team Lead), Kindly be advised that accounts for your new team member have been set up. Please add them in your invites for your Weekly Team Meetings. Thank you!

WiseStamp 

Reminder: This has a limit for users added. Make sure to check the list of enabled users and verify they're all active members of StreetSmart.

• Who does this?

  • You can contact our Operations Team and Operations Technicians (Marjorie Riña / Carla Rogador)

• What to do?

• Add email signature for Agents and TED team

• Add email signature for Everyone Else

• How to add email signature in Ezlynx

• Email Signature Tracker
  
  

LOOM WORKSPACE  

How to Invite Workspace Contacts in SSINJ
Make sure the New Employee is invited to the Loom Workspace. 

Go to SETTINGS > WORKSPACE > Click INVITE MEMBER > Enter the Email Address of the New Employee you’d like to invite > Click SEND INVITES

• Send in Onboarding Email first to get responses and documents required to proceed on the other steps