Admin Processes

To fully benefit from your system, proper maintenance is essential. Along with our TAP Admin Support services, this resource can also guide you in loading data correctly or assist your Admin staff member as a helpful reference.

If we were to be assisting with your Administration, we would follow the below steps. Feel free to use this process or amend accordingly to suit your business. 

• Update the L&R Insurance service within the Client file.

• Update the Retention Status: A dropdown selection of 1st & 2nd Arrears is shown. Select whichever is appropriate. If it is third Arrears or more, just keep the status as ‘2nd Arrears’ 

• Update the Required Field:

"[[Number]] ARREARS. $[[AMOUNT OWING]] ($[[PREMIUM]] [[FREQUENCY]] payment). SD [[START DATE]]. API $[[ANNUAL PREMIUM]]. Next payment [[NEXT PAYMENT DATE]]. dd/mm - Arrears email sent to the client. [[Adviser]] notified. ''

• Copy the Required Field into the Notes section. 

• Update the Required Field, add the Lapse Date.

[[Number of Arrears]] ARREARS. $[[Amount Owing]] ($[[Amount]] [[Frequency> payment]]). SD [[start date]]. API $[[API]]. NPD [[next payment date]]. Lapse Date [[lapse date]]. [[date of processing]] – Arrears email sent to the client/ Provider directly sent an email to the client. [[Adviser]] notified.

• Policy Status: Cancelled

• Retention Status: Not Assigned

• Anniversary Date: Remove

• End Transaction: Date processed

• Cancellation Date: This refers to the date indicated by the provider as effective, or if no confirmation date exists, the date when confirmation was received from the provider. 

  • Cancellation Code: Please specify the reason for the policy cancellation. If the reason is unclear in the signed request, consult with the Adviser. If the reason is not listed in the dropdown menu, kindly reach out to the Tech Team for help. 

• Trail Generating: Untick

• Required Field: Remove the arrears note; this field should be left empty.  

• CRM Notes: ''Provider confirmed that this policy has lapsed. Adviser Notified."

• Contact Status: "Ex-Client" if this is the only policy in file

• Upload the lapse letter.

• Policy Status remains 'Inforce'

• Retention Status: Cancellation Requested'.

• Required Field: Add a cancellation note
  
  "WRITTEN/VERBAL CANCELLATION REQUEST, START DATE [[DD/MM/YYYY]]. API $[[API]]. Conserve Date [[DD/MM/YYYY]]. [[DD/MM]] Client forwarded a cancellation request directly to [[Provider]]. Adviser notified."
  
  

• Notes: Copy the same content from the Required Field

• Upload the Letter from the Provider and/or the Client

• Policy Status: Cancelled

• Retention Status: Not Assigned

• Anniversary Date: Remove

• End Transaction: Date processed

• Cancellation Date: This refers to the date indicated by the provider as effective, or if no confirmation date exists, the date when confirmation was received from the provider. 

  • Cancellation Code: Please specify the reason for the policy cancellation. If the reason is unclear in the signed request, consult with the Adviser. If the reason is not listed in the dropdown menu, kindly reach out to the Tech Team for help. 

• Trail Generating: Untick

• Required Field: Remove the arrears note; this field should be left empty.  

• CRM Notes: ''Provider confirmed that this policy has lapsed. Adviser Notified."

• Upload the Cancellation letter.

• Update the CRM: Update the retention status, add notes on the required field and copy it on the notes section.

• Upload documents: Upload the letter received from the provider and/or client to the CRM and rename it as usual

• Email to the provider (Optional): Request a copy of signed request to the provider if this was not provided on the email

• Update the CRM (Primary Tab): Please update the retention status, remove notes on the required field, update products (add waiver of premium and delete the removed cover), API and add notes

• Create Another Tab: Create a reduction tab based on the new schedule received

• Upload documents: Upload the letter received from the provider to the CRM and rename it as usual

• Change the retention status to “Change of Servicing”

• Add a notes in the required field - Change of Servicing Adviser Requested. Commission Date & Adviser Notified.

• Notify the adviser, and copy the original email from the provider and your email to your adviser, in the CRM

• Retain the retention status to “Change of Servicing”

• Update the notes in the required field

• Move the contact status to “Ex- Client” (If necessary)

• Notify your adviser, and copy the original email from the provider and your email to your adviser, in the CRM

• Remove the anniversary date

• Updated the contact method to “Do not Contact” on the People/Entities tab.