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Overview

An insurance agency is a constantly changing entity.  It needs a management program that can evolve and work with them.  That is why Evolution Agency Management was created.  Called eVo for short, this program provides a multitude of features that keeps in mind your agency’s workflow.  The goal is a streamlined process that keeps the focus off figuring out how to use the program, and keeps the focus on making your agency the most effective and successful agency it can be.

EVo manages insureds, insurance companies, and staff all in one place.  You can identify and manage active, inactive, and prospective clients easily.  The system keeps a complete history record of all diary notes and transactions that save automatically.  You cannot forget to save something – it does it for you!  A total accounting package is included, helping you manage insurance billing, payments, and your agency’s operations as a whole.  Additional features such as a calendar and email system are also included.

Additionally, eVo provides options for lists and reports, including policy, diary and production lists.  A letter editor allows you to easily create and edit marketing or informational letters.  The letter and list features then work together through the power of mail merge to send letters to hundreds of contacts at once.

Unique Shortcuts

eVo comes with several unique shortcuts to make your job easier.

Ø  While using eVo, you never have to worry about forgetting to save your work.  Everything is automatically saved for you, unless you specifically cancel the update.

Ø  The Extended Search option is a powerful tool for finding contacts when the information you have is not the first name insured.

Ø  Have you ever had something to remember that was so important, that you wrote it on a sticky note?  Then you probably stuck that note on your mirror or even on the computer screen.  An eVo sticky note is a diary entry that will pop up every time you view the contact.  Here’s an example:

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Contacts

EVo keeps track of multiple types of contacts, both active and inactive.

Contact Screens

Here is a sample contact screen. You can see all the features that are available at one glance.

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From here, you can click on the “Address” label and you will be taken to Google Maps with this address already mapped. Or click on the E-Mail label and you will be taken to the email system with the correct information prefilled.

Additional Contacts

The additional contact section is for additional contacts relating to the insured or company. For individual insureds, you can add the information for a spouse, children, or whoever else lives in the household.

For a commercial insured, you can enter the president, administrative assistant, etc.

For an insurance company, you can list all of the underwriters, claims representatives, etc.

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Diary

The Diary is like a “To Do List,” the listing of all activities that need to take place for a contact. Diary entries can be made on both the policy and the client level.

Until you mark a diary entry complete, it will remain on the open diary list. You do not have to worry about it falling off once it is past its due date. As long as all tasks are entered, there is no way you can lose them or forget to do them. They will reappear every day until you mark them as complete.

Every time you log in, the first thing you see is the open diary list. It displays all diary entries with a due date on or before today’s date. This is an example of the open diary list:

image010Once a diary entry is marked complete, it is still in the system but moved to History. A completed diary entry cannot be altered, so that an accurate and permanent history is kept.

Diary Screen

Below is an example of a typical Diary entry.

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Notes

Each contact and policy has a note section to enter any additional information needed for a contact. It is like one big piece of paper to write on.

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Attachments

The activities of a typical insurance agency can create a lot of paperwork. Frequently, all of this paper is kept in physical files somewhere in the office. When you need access to one of these documents, you must leave your desk, walk back to the file cabinets, and search for the document needed.

What if you could access that document through your agency management system? That is the purpose of the attachment feature in this system. You can attach a wide variety of files straight to the contact record, and then view the file with just a click.

You can attach any kind of document your computer can support. Documents, pictures, and websites can all be attached to the contact record. This is particularly useful for company documents, such as Declaration pages. This way, the most up-to-date Declarations page is attached to the contact along with the policy. All of the insured’s information is right at hand.

User Defined Fields

User Defined Fields are variable fields designed to hold additional contact information as needed. You decide for yourself what information to store.

The fields can be changed to suit the individual needs of your agency.

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Privacy & Security Issues

In many agencies, the agency may want to limit what each employee can see and have access to. Particularly, you may not want producers to have access to each other’s clients. A administrator can assign security rights to any employee.

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Policies

The policy section is the meat of the system. In this section, you can manage the agency’s policies. You can keep track of relevant policy information, and link to the company’s policy website for further transactions. With this information, you will know what policy a client has with you, what company that policy is insured with, and the status of the policy all at a glance. Additionally, you can know instantly which producer or CSR usually works with this client. Everything is pulled together in one screen. Below is a policy screen.

image020Diary, History, Notes, and Attachments all work the same way as any other place in the system. However, they are saved on the policy level. When you view the diaries here, you will only get a list of open diaries for this particular policy. The same holds true for history, notes, and attachments. They will however still show along with all other diaries on the main contact screen.

The policy lookup feature is also very useful. Imagine that you receive a document that contains a policy number, but not the name of the insured. Because you do not have the name, you cannot use the name search. The policy lookup feature can find a policy based on the number or part of the number.

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Claims

Claims are viewed and filed under the Policy screens. You can see below an example claim

image024   You can view claims for the insured from the insured’s screen:

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Calendar

The Calendar is a powerful tool for managing your day-to-day operations, allowing you to schedule appointments and receive reminders. This works in much the same way as the Outlook calendar, so many users will be very familiar with this system.

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Accounting

eVo comes with a full fledged accounting system you can use to keep track of how much your policyholders owe, how much you owe the company, and best of all, how much you get to keep

Once a month, you can come to an individual company’s record, and process the month end accounting. To do this, simply choose the accounting option on the screen. Then, you will view all open accounting records.

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You can view either the Agency Bill or the Direct Bill payments. You can see the status of each entry and determine what action needs to be taken.

The accounting option on the policy level interacts with the global accounting feature for the whole agency. Entering information here allows you to keep track of everything else. There are three key sections to the policy accounting feature: invoice, commission, and the payments and credits. These sections allow you to easily track what is owed and what is paid by the insured. It also calculates what commission you are receiving and what you owe your employees. Then, the month end processing pulls this information to see what you owe the company.

Reports & Letters

The Reports feature allows you to view activity agency wide. It provides reports for every staff member and contact along with creating letters. There are several options for running reports. You can either print these reports, or they can each be saved in a number of formats, such as Adobe Acrobat, Rich Text, Text, Web Page, or Excel, according to your agency’s needs.

 

The different reports include:

  • Expiration Report -This report pulls all policies expiring within a set amount of time.
  • Production for Agency -This report allows you to see the production for the entire agency for a set amount of time.
  • Production by Producer – This report allows you to see the production either for a specific producer or for all producers in the agency.
  • Open Claims – This report runs a list of all open claims for a set amount of time.
  • Diary – The diary report allows you to see all open or closed diary entries for the entire agency or for just one person. For open diaries, all entries due on or before the specified date will be included. For the closed diaries, all entries from the specified date range will be included.

The Marketing letter function allows you to send mass letters to groups of clients by utilizing the capabilities of mail merge. You can either send a letter or extract for a comma-separated file.

Send Letter allows you to complete the mail merge process within the eVo system using its own Letter Editor.

The letter editor provides the resources to create and edit letter templates to facilitate quicker written communication with your insureds and other contacts.

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Here is an example of what a letter would look like with the fields inserted.

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Interacting With Mail Merge

Now that we have this letter with the automatic fields, you can link with the mail merge feature of the marketing letters to do this.

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Links

The Links feature can help your organize websites, documents, and programs your agency will frequently utilize. There is space for forty links.

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In addition to the items mentioned above, through the Links feature eVo can integrate with any rating program you choose to use. It does this by providing a link from the system to your external rating system.   If you use one of the first slots that include shortcuts, your rating system can literally be just a couple of key strokes away at any moment.

Merging Options

When creating new insureds and working with existing insureds, have you ever realized that you have duplicate clients? Or, perhaps an insured changes her last name and you have policies listed under each name. In cases like this, eVo can merge the two insureds together for you. This is true for policies as well.

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