Menu Structure
Template Details
| Template | Purpose | Features |
|---|---|---|
Clients/Policyholders Menu 2 — Clients |
Central client registry tracking all policyholders with contact history, policy counts, and agent assignments. | |
Prospects / Leads Menu 2 — Clients |
Sales pipeline for new client acquisition, tracking leads from first contact through policy conversion. | |
Referral Sources Menu 2 — Clients |
Manages the agency referral network, measuring referral volume and value from each source. | |
Appointments Menu 2 — Clients |
Schedules and tracks client meetings, prospect calls, and follow-up appointments with outcome recording. | |
Insurance Policies Menu 3 — Policies |
Core policy record storing coverage details, premium, carrier, deductible, and commission for every policy in force. | |
Policy Renewals Menu 3 — Policies |
Manages the pre-renewal workflow tracking prior/renewal premiums, remarketing, and win/loss outcomes. | |
Policy Endorsements Menu 3 — Policies |
Tracks mid-term policy changes with endorsement number, type, and premium impact calculation. | |
Certificates of Ins Menu 3 — Policies |
Issues and archives Certificates of Insurance, tracking certificate holders, limits, and additional insured status. | |
Policy Cancellations Menu 3 — Policies |
Documents every cancellation with type, reason code, return premium calculation, and replacement coverage status. | |
Claims Menu 4 — Claims |
Full claims lifecycle from first notice of loss through settlement, with adjuster tracking and status management. | |
Subrogation Tracking Menu 4 — Claims Advanced |
Manages third-party recovery efforts after paid claims, tracking demands, attorney involvement, and collections. | |
Premium Payments Menu 5 — Finance |
Tracks installment payment schedules and history per policy, flagging NSF, past-due, and cancelled non-pay accounts. | |
Commission Tracking Menu 5 — Finance |
Reconciles carrier commission statements against expected amounts per policy, identifying underpaid commissions. | |
Agency Expenses Menu 5 — Finance |
Tracks operating expenses by category with budget vs. actual variance for profitability management. | |
Producer Commissions Menu 5 — Finance Advanced |
Calculates and records individual producer commission splits for agencies with multiple agents on varying comp plans. | |
Insurance Carriers Menu 6 — Operations |
Master carrier directory with appointments, AM Best ratings, contacts, commission structures, and portal links. | |
Agents / Producers Menu 6 — Operations |
Staff directory with license numbers, CE requirements, production goals, and commission split information. | |
Carrier Appointments Menu 6 — Operations |
Tracks formal carrier appointment agreements by state and lines of authority with volume requirements. | |
Compliance/Licensing Menu 6 — Operations |
Tracks all agency and agent licenses with CE hours required vs. completed and expiry calendar reminders. | |
E&O Coverage Menu 6 — Operations |
Maintains the agency's own E&O professional liability policy with payment history and renewal reminders. | |
Quotes / Proposals Menu 7 — Marketing |
Manages the quoting pipeline from preparation through binding with competitor pricing comparison and follow-up tracking. | |
Marketing Campaigns Menu 7 — Marketing |
Plans and measures all marketing initiatives with budget vs. actual cost and ROI tracking across all channels. | |
Agency Goals Menu 7 — Marketing |
Sets and tracks production goals for premium, commissions, new policies, and client count with target vs. actual. | |
Training Records Menu 7 — Marketing Advanced |
Tracks CE courses, carrier training, and certifications for all staff with certificate expiry reminders. | |
Vendors / Providers No Menu — Active |
Organizes technology vendors, office suppliers, and service providers with contract terms and auto-renewal tracking. | |
Risk Assessments No Menu — Advanced |
Documents underwriting analysis for complex commercial accounts with risk findings and coverage recommendations. | |
Coverage Line Reference No Menu — Advanced |
Internal knowledge base describing each coverage line with definitions, exclusions, and best practices for staff reference. | |
Competitive Analysis No Menu — Advanced |
Profiles competitors with pricing intelligence, market positioning, and agency advantages to inform strategy. |
Template Relationships
Master Directory
Clients / Policyholders
Insurance Policies
Policy Renewals
Policy Endorsements
Certificates of Ins
Policy Cancellations
Premium Payments
Commission Tracking
Risk Assessments
Appointments
Master Directory
Prospects / Leads
Quotes / Proposals
Appointments
Master Directory
Agents / Producers
Producer Commissions
Training Records
Claims link to Claimants via Contact Lookup. Subrogation Tracking links to the originating Claims record.
Use the built-in Related Information feature to create additional ad-hoc links between any records — for example, linking a bound Quote to its resulting Insurance Policy, or a Claim to the specific Policy it was filed under.
Activation Strategy
✓ Active — Ready to Use (22)
Clients/Policyholders
Prospects / Leads
Referral Sources
Appointments
Insurance Policies
Policy Renewals
Policy Endorsements
Certificates of Ins
Policy Cancellations
Claims
Premium Payments
Commission Tracking
Agency Expenses
Insurance Carriers
Agents / Producers
Carrier Appointments
Compliance/Licensing
E&O Coverage
Quotes / Proposals
Marketing Campaigns
Agency Goals
Vendors / Providers
○ Advanced — Activate When Needed (6)
Subrogation Tracking — when pursuing recoveries
Producer Commissions — with multiple agents
Training Records — for CE management
Risk Assessments — for complex commercial
Coverage Line Reference — for staff training
Competitive Analysis — for market intelligence
To activate: Open the Template Browser (Settings → Templates), find the template, check the Active checkbox. The template will appear on its pre-assigned menu automatically.
Getting Started
01
Enter Your Carriers
Add all appointed carriers in Insurance Carriers with portal URLs and key contacts. This becomes your agency carrier reference.
02
Add Agents & Licenses
Enter all licensed agents in Agents/Producers with license numbers and expiry dates. Add compliance records in Compliance/Licensing.
03
Build Your Client Base
Import or enter top clients in Clients/Policyholders. Add household contacts. Start with your top 20 accounts and expand from there.
04
Enter Active Policies
Add current policies in Insurance Policies linked to each client. Expiration dates instantly populate your renewal calendar.
05
Protect the Agency
Enter the agency's E&O policy in E&O Coverage. Add all licenses to Compliance/Licensing. Let the calendar protect you from lapses.
06
Work Daily Workflows
Use Quotes for every prospect, Policy Renewals to work your renewal list, Appointments for meetings, and Claims for every FNOL.
Pro Tips
Deep Search Connects EverythingSearch a client name to instantly surface all their policies, claims, payments, and endorsements across every template — no navigating menus required.
Let the Calendar Drive Your DayPolicy expiration dates, premium due dates, license renewals, and appointment follow-ups all appear on the integrated calendar — your daily task list is automatic.
Use Hashtags for Instant SegmentationTag clients with #VIP, #COMMERCIAL, #NONRENEWED, or #HIGHRISK. Tag policies with #AUTO, #HOME, #BOP, #WC. Deep Search finds every tagged record instantly.
Link Related Records with One ClickUse Related Information to link a bound Quote to its resulting Policy, a Claim to the underlying Policy, or a Referral Source to the clients they sent you — building your own relationship network.
Transaction Logs Build Your Financial HistoryPremium Payments, Commission Tracking, and E&O Coverage each have Transaction Logs that automatically accumulate a complete payment history — your agency's financial story in one place.
Make It Your Own
This collection is a professionally designed starting point, not a locked system. Every template, field, and menu assignment is yours to customize to match how your insurance agency actually operates.
✚ CREATE
Build your own templates from scratch for anything not covered — cross-sell opportunity trackers, client review meeting agendas, marketing campaign logs, producer recruitment records, or continuing education planners.
✎ MODIFY
Fine-tune any template: change field labels, enable or disable features, update purpose text, or reassign menus. Make each template fit your specific workflow.
❌ REMOVE
Delete templates you don't need, or simply toggle them to Inactive to hide them from menus and browse views without losing the design for later use.
🔬 EXPAND
Combine templates from multiple collections or mix collection templates with your own custom creations for a system that's uniquely yours.
Your Agency Journey
This collection grows with you, whether you're launching a new insurance agency or managing an established multi-line operation.
LAUNCH
You're opening your own agency or going digital for the first time. These templates teach you what records to keep and how professional insurance agencies manage policies, claims, and client relationships. Get productive immediately at minimal cost with no subscription fees.
GROW
As your book of business grows and you add producers, customize templates to match your evolving workflow. Activate advanced templates when ready. Data Fortress scales with you without pressure to upgrade or migrate.
EVOLVE
When you adopt agency management systems like Applied Epic, HawkSoft, or EZLynx, Data Fortress fills the gaps. Keep using templates for prospect tracking, carrier documentation, commission reconciliation, and more. Create new templates to bridge systems.
No vendor lock-in. No subscription fees. No per-policy pricing. Your data, your way, at every stage.