How to change the Agent Name on file per client

Step 1: Identify Incorrect Assignments 0:00

• Recognize that an Agent may have written under another Agent's NPN or writing ID.
• Understand that this can lead to incorrect commission statements.

Step 2: Create a New Folder for Corrections 1:06

• Create a new folder named 'Agent Name Corrections' in the system.

Step 3: Set Up If/Then Rules 1:15

• Use If/Then rules to identify clients assigned to the incorrect Agent.
• Input the full names of clients that need to be reassigned.

Step 4: Assign Correct Agent Name 1:56

• Set the Agent name to the correct Agent (e.g., Mike Tyson).
• Ensure that all commissions for the identified clients are reassigned to the correct Agent.

Step 5: Confirm Changes 2:28

• Run the If/Then rules and confirm the changes.
• Verify that the Agent name has been updated correctly in the system.

Step 6: Organize Client Folders 3:37

• Optionally, create subfolders for each Agent to keep client assignments organized.
• Example: 'Mike Tyson's Clients', 'Lee's Clients'.

Step 7: Automate Future Updates 5:15

• Decide on a schedule for manual updates (e.g., bi-weekly or monthly).
• Alternatively, set up automation using Zapier to streamline the process.

Step 8: Create a Submission Form 6:01

• Use a form (e.g., JotForm or Google Forms) for Agents to submit their sales information.

Step 9: Connect Form to ComTrack via Zapier 8:08

• Set up a Zapier integration to connect the form submissions to ComTrack.
• Ensure that the correct fields are mapped (e.g., client name, Agent name).

Step 10: Test Automation 12:15

• Test the automation to ensure that submissions correctly create rules in ComTrack.

Step 11: Handle Multiple Clients with Same Name 14:08

• If multiple clients share the same name, add additional conditions (e.g., carrier name) to specify the correct assignment.

Cautionary Notes

• Always double-check the Agent names and client assignments to avoid payment errors.
• Ensure that all team members are trained on the SOP to maintain consistency.

Tips for Efficiency

• Regularly review and update the If/Then rules to keep them relevant.
• Use clear naming conventions for folders and rules to enhance organization.