Data Entry Process

To give you a clearer picture of the work our team is doing for you behind the scenes, we've put together a brief overview of our data entry process.

Data entry can be quite a time-consuming process. For us to automate things, we need to first manually load them in. This streamlines information management, enhancing accuracy and accessibility while enabling more personalized client interactions.

Before it can begin, there are pre-requisites for the Data Entry to be completed with quality and diligence. We outlined these stages for you to see it in bird's viewpoint of how we make this happen.

Data Entry Pre-requisites

If you've recently started using TAP or purchased a new book that requires adding new clients to your system, here are the steps and the information we need from you.

Getting the Data

We need the following to acquire the data for scoping & loading:

Providers' Log In Credentials via safe password vault that we will be organizing for you (1Password)
Export of all your client list and policy information (stated below)

Information for Data Entry (Export - Existing Clients)

List of Policy Numbers and their respective providers
Confirmation of the Lead Origin
Confirmation of the Assigned Adviser
Confirmation of Availability of these policies in the relevant Provider Hubs
Client Details associated with each policy

Information for Data Entry (Old / Current CRM)

If you're looking for assistance with moving old CRMs, additional information would be required;

Access to the old CRM (whether that be an existing login or a new admin login)
Confirmation of which Client data should be transferred (EG. client list of inforce policies noted or leads and ex-clients, etc)
Confirmation of what information should be transferred (EG. notes, documents, activities, etc)

Information for Leads

If you have any list of leads that you want to be in the CRM, you may send us through a file in a spreadsheet format (.xsl) with the following details below:

Name (First Name & Last Name)
Contact Number / Phone Number
Email Address
Lead Origin
Any additional information you may have.

*pricing of this varies based on volume.

Scoping and Costs

Once all the necessary information is received, our team will conduct a data scoping process to determine the total number of policies and client files.

The cost is $5 per client file; 50% upfront payment will be required.

As the total number of client files can only be confirmed after the policies have been loaded, the 50% upfront payment will be based on the cost per policy. The remaining balance or excess will be invoiced after the final count, reflecting the total number of client files instead of policies.

Data Entry Process

Once the payment has been settled, Data Entry will commence.

The whole process involves the following stages:

Data Entry: This step involves importing client data and policy details exported from the Provider Hubs.
Old CRM Transfer: If the client previously used another CRM before transitioning to TAP, any remaining historical data from the old or current CRM is migrated to the TAP CRM.
Final Sweep: Once all data has been imported and transferred, a manual review is conducted to cross-check the data from both the Provider Hubs and the old CRM, ensuring accuracy and maintaining data quality.

How we Input your Data in the CRM

Our team has had extensive training on the CRM and the Insurance, KiwiSaver and Mortgages environments to ensure they give you the best service possible.

This page outlines the standard way our team inputs data into the system and answers some commonly asked questions.

Defaults

When we enter new client, there are a few options that we default to unless confirmed otherwise. These can, of course, be amended at a later date.

Contact Method: Email
Lead Type: Internal Lead
Lead Origin: Unknown

Insurance

What are some of these boxes for and what do the different statuses mean?

Policy Status:
- - Lead, Existing Policy, First Meeting & Lead NTU: If this is a lead that has information entered and you would like to track the outcome of a meeting, these status can be used
  - Submitted: When an application has been received, check and submitted to the provider (awaiting confirmation of policy number or loaded email)
  - Underwriting: Loaded and awaiting underwriting, underwriting completed and awaiting client disclosure only, further information submitted and awaiting final underwriting
  - Notes/Tests Required : Any client tests or GP Notes pending
  - Offer of Terms: Standard rates offered, or offer of terms awaiting sign off.
  - Policy Accepted: First Payment Date or confirmation to issue sent through to the Provider, awaiting Policy Schedule
  - Inforce & Cancelled: Inforce with the Provider or Cancelled, whether that be written request, lapse or a claim outcome
  - Open NTU: If this is closed by the Provider, due to non-movement, we will keep in the system so it doesn't get lost in the NTU category if you're still working on it. Generally a prompt that a DOGH or new application may be required
  - NTU: Not taken up, application submitted by either deferred, declined or client chose not to proceed.
Premium: API (this pulls through to your Dashboard and fills up your target bars)
Retention Status: Any Existing Business notification received should be noted here.
Claim Status: Any Claim notification received should be noted here.
Anniversary Date: Removed if a policy has been cancelled
Cancellation Date: Last Payment made by the client, if they cancel
Start Trans: Date Commission is received
End Trans: Date processing cancellation
Double Sub: Ticked if submitting same cover to two providers to remove any duplication in production dashboards and reports, as generally a client would only proceed with one of the providers.
Required Field: Temporary Notes that show the current situation or outstanding requirements.
Notes: stores permanent notes.

Mortgages

Any completed mortgages, currently in place with a provider, will be set as Current Mortgage.
If this is a mortgage that you have written for the client, the box "Company Name Mortgage" will be ticked to separate it out from any Current Mortgages that cover a current mortgage that wasn't written by you.
Same applied to the "Refix" box being ticked - if this is not a mortgage that you set up for the client, but it is an existing one that you have refixed, this will be ticked
If nothing is ticked, the stats are not pulled through to your dashboard.

KiwiSaver

Tracks member details and other pertinent information. Status allows you to track clients through from prospect to completion.

If a Client has a KiwiSaver book, we will be requesting an export with CSV format with the following details:

Member Number

Member Name
DOB
Address
Phone Number
Email
Scheme type
Balance
Fund Type

Auto-Forward Okta Emails to 2fa@tapnz.co.nz

Gmail Users

Step 1: Add Forwarding Address

Log in to Gmail using the account that receives Okta emails.
Click the ⚙️ Settings icon (top-right) → Select See all settings.
Go to the Forwarding and POP/IMAP tab.
Click Add a forwarding address.
Enter 2fa@tapnz.co.nz and click Next → Proceed → OK.
Check 2fa@tapnz.co.nz for a confirmation email and click the verification link inside.

Step 2: Create a Filter to Forward Only Okta Emails

Go back to Gmail Settings → Click on Filters and Blocked Addresses.
Click Create a new filter.
In the From field, enter: noreply@okta.com
Click Create filter.
Check Forward it to and select 2fa@tapnz.co.nz.
Click Create filter to save.

Microsoft Outlook (Office 365) Users

Step 1: Create a Rule to Forward Okta Emails

Log in to Outlook Web.
Click the ⚙️ Settings icon (top-right).
Scroll down and select View all Outlook settings.
Go to Mail → Rules.
Click Add a new rule.
Name the rule: "Okta 2FA Forwarding".
Under Add a condition, select:
- From → Enter noreply@okta.com.
Under Add an action, select:
- Forward to → Enter 2fa@tapnz.co.nz.
Click Save.

Once completed, all Okta 2FA emails will automatically forward to 2fa@tapnz.co.nz. If you need further assistance, let me know!

If you have any questions regarding Data Entry, reach out to your TAP team!

Report abuse