Embedded Files
The TAP Wizards specialize in data management and organization, ensure all files and information are kept up to date and tidy. This commitment ensures quick access to quality client data with just a few clicks, saving you hours of data entry when you need it.
What Wizards do:
What Wizards do:
TAP Wizards are responsible for various key tasks, including:
Creation of new client files
Processing policy changes including new policies, increases, decreases, and cancellations
Handling client anniversary & arrears procedures
Managing client correspondence, file notes, and important emails
Updating client contact details
Conducting audits and cleaning for data integrity
These steps ensure efficient workflow and data integrity management by your TAP Wizards.
All emails exchanged between the adviser, provider, and client will be logged as notes in the client's CRM file. Any relevant documentation attached to these communications will also be uploaded to the client's file.
For changes in address or contact details, once confirmed by the Wizards, updates will be promptly made to the client's information in the CRM.
Advisers can submit new lead information, even if it includes minimal details like phone numbers and full names, to initiate the creation of the client's file. This ensures that notes can be consistently added to the CRM throughout the entire advice process, with ongoing updates and organization as applications progress.
Wizards are responsible for maintaining CRM data, including adding, editing, and closing off covers as necessary.
The Wizards receive the anniversary letter or check the hub to update the latest anniversary if not received via email from the provider. They also verify and update client details (such as addresses and all insured lives) within the CRM, ensuring all policy owners are correctly linked under the client's file.
Review and update the life & risk policy, confirming the accuracy of policy owners, products, API and anniversary dates.
Update any changes such as increase, reductions, alterations, or cancellations since the policy's initial entry.
Upon completion, relevant documents are uploaded and a note is added to the CRM.
The Wizards receive the application. If the client file doesn't already exist in the system, it is created.
If the client file already exists, the Wizards update it based on the information provided in the application.
Documents are uploaded and notes are recorded in the CRM.
A Life & Risk (L&R) tab is established based on the quote provided with the application, set up initially as a pending application.
Through the forwarding system, application details from the provider are received, and the status and notes are continually updated throughout the underwriting process.
The adviser provides the Wizards with the reduction quote, letter, new schedule, or cancellation letter, along with confirmation from the provider.
The Wizards update the LIfe & Risk (L&R) section of the client's file accordingly, making adjustments to API and recording the dates of these changes.
If it's cancellation, they process it in the CRM and mark the cancellation date.
Documents are uploaded, and notes are added accordingly.
The Adviser informs the wizards about any change in servicing adviser requests ( such as when a new policy is taken over by the adviser).
Wizards then update the CRM to ensure the client list is up to date & accurate.
Wizards - Price Matrix
Wizards - Price Matrix
Want to join Wizards service?
Want to join Wizards service?
Keen to join the Wizards service? Email any of our TAP Account Managers or contact us at info@tapnz.co.nz, and a team member will get in touch with you to get everything set up.
Setting up Wizards
Setting up Wizards
When you’re ready to set up Wizards, you will be asked to follow the steps below:
Set up auto-forwarding
You will be asked to set up auto-forwarding from your email address to the Support Inbox that the TAP wizards team will use (Example: support@companyname.co.nz)
This will ensure your Wizards receive all incoming emails directly, removing the need for manual forwarding for data loading. Your Wizards will handle the necessary tasks and filter out emails not required for CRM loading.
Include provider support emails
You will also need to ensure that all support email addresses from the providers you work with (e.g. AIA, Partners Life, Resolution Life) are set up for auto-forwarding - for example, support@partnerslife.co.nz.
Processing timeframe
All work will be processed into the CRM within 24 hours.
By receiving information first, your Wizards will be able to begin processing promptly, maintain turnaround times, and prevent delays in your follow-up actions.
Actioned emails
All processed emails will be copied into the 'Actioned' label for your reference.
Few Things to Note:
On the first few days, Wizards is gonna run through backdating in your inbox. You will see the most current updates within a week.
If accessing the Support Inbox, we highly discourage leaving emails opened. Kindly mark them unread for Wizards to check. Opening emails might cause a miss out from the team.
Quarterly, our Audit Team will conduct data quality reports to uphold standards.
All emails that are not relevant for CRM Data Entry & Updating will be kept as is. No action will be taken.
These steps ensure efficient workflow and data integrity management by your TAP Wizards.
Want a comparison between the Admin and Wizards services TAP offers? Click below:
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