Licensing & Appointments - overview

SOP: Monitor, Auto-Renew, and Manage Licenses and Carrier Appointments in ComTrack

Objective

This SOP explains how to set up and use ComTrack’s Licenses and Appointments feature to monitor Agent licenses, enable auto-renewal, add non-resident licenses, and review carrier appointments. The goal is to prevent expirations, simplify renewals, and keep license data organized and easy to understand.

Key Steps

1. Set the Agent oversight level before managing licenses 0:18

• Go to Compliance > Licenses and Appointments.
• For first-time setup, open Agents and locate the Agent you want to configure.
• In the Agent record, find the Oversight setting.
• Choose the correct level:
  • None: Do not monitor licenses or appointments.
  • Monitor: Track the Agent’s NIPR licenses and appointments only.
  • Manage: Track licenses and appointments, enable auto-renew, and apply for non-resident licenses.
• Use Monitor for Agents whose non-resident licenses are not being paid for.
• Use Manage for LOAs or Agents whose licenses you want ComTrack to actively manage.

2. Enter the Agent’s NPN and confirm managed status 1:41

• In the Agent’s record, enter the Agent’s NPN.
• Click Manage to activate full license management.
• Confirm the status changes to Manage.
• Wait for the system to refresh and load the Agent’s license records.
• Verify the license list appears correctly before making changes.

3. Review the Agent’s license list and expiration details 1:50

• After refresh, review the full list of licenses displayed for the Agent.
• Check each license for:
  • State
  • License number
  • Start date
  • End date
  • Renewal date
• Identify licenses that are already expired or nearing expiration.
• Use this view to quickly confirm the Agent’s current licensing status.

4. Turn on auto-renew for licenses that should be renewed automatically 2:02

• Locate the license you want to renew automatically.
• Toggle Auto-Renew on for that license.
• Complete the required information when prompted.
• Confirm the renewal timing is set correctly.
• ComTrack will attempt to renew the license approximately 90 days before the end date.
• Use this feature to reduce manual follow-up and prevent lapses.

5. Add and apply for a non-resident license 2:31

• In the Agent’s license area, locate the option to add a non-resident state.
• Select the state you want to add.
• Follow the workflow inside ComTrack to begin the application process.
• Review the status indicators, such as Pending, to track progress.
• Complete the application steps within ComTrack until the non-resident license request is submitted.

6. Filter licenses by status or state for faster review 2:58

• Use the license list filters to narrow results.
• Turn Show Carrier off if you only want to review licenses.
• Filter by status to view:
  • Active licenses
  • Expired licenses
• Search by state to see all Agents licensed in a specific state, such as Texas.
• Use these preset filters to quickly find the records you need.

7. Review carrier appointments and normalize carrier names 4:19

• Turn Show Carrier on to display carrier appointments.
• Review carrier names as they appear in the system.
• Use Carrier Pretty rules to standardize carrier names into human-readable labels.
• Run the default pretty rules to convert variations into consistent names, such as:
  • Continental to Aetna
  • Multiple Anthem variations to Anthem
  • New York State Catholic to Fidelis
• Add custom rules if a carrier is not covered by the default set.
• Recheck the data after running the rules to confirm the names display clearly.

8. Review carrier appointment dates and verify data accuracy 5:29

• Check carrier appointment start dates and end dates when available.
• Use this information to monitor appointment status alongside license status.
• Remember that not every carrier or state provides complete date data.
• Treat carrier date information as helpful but not fully reliable in every case.
• Use the combined license and appointment view to keep records organized and current.

Cautionary Notes

• Do not assume all carrier data is complete. Some appointment start/end dates may be missing or inaccurate.
• Use the correct oversight level. Choosing the wrong setting may cause unnecessary monitoring or missed renewals.
• Auto-renew requires accurate Agent information. Verify details before enabling it.
• Non-resident license workflows should be reviewed carefully before submission to avoid errors or duplicate applications.
• Carrier names may appear in unfamiliar formats until Carrier Pretty rules are applied.

Tips for Efficiency

• Use Manage for LOAs and other Agents whose licenses you actively oversee.
• Use Monitor for Agents you only need to track without paying for non-resident license management.
• Turn on Auto-Renew early for licenses that should never lapse.
• Use filters to quickly find active, expired, or state-specific licenses.
• Run Carrier Pretty rules regularly so appointment data stays easy to read.
• Review the license list after each setup change to confirm the system refreshed correctly.