best agency management system

Frequently Asked Questions on Jenesis: The Best Agency Management System

Images (7)

Not really. A work around would be to print the pages you want to email, scan them back in, then mail the new one.

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Any model will do really. Brother and Lexmark are both ones we use in our offices and highly recommend. Make sure that the scanner you choose is Twain Driver compatible.  Like with anything, the more you spend on it the better it usually performs.

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There will be a time in your agency where you have to change scanners.  It could be because you just like the most updated technology or it could be that the equipment fails and you are forced.  Either way you will need to update Jenesis to use the new equipment.  Let me tell you how.

Step 1: Go to either the Client Profile Screen or the Policy Screen

Step 2:  Click Images

Step 3:  Click Select Source

Step 4:  Choose the scanner you want from the list

*You may see two versions of the same scanner.  You should generally pick the one labeled TWAIN.  But if that doesn’t work try the other.

 

Click below for video help

 

 

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To email an ID card from Jenesis

Step 1:  Open the clients profile and go to the appropriate policy

Step 2:  Click Drivers

Step 3:  Choose Print and Click on ID Cards

Step 4:  Select Save to Images

Step 5:  Choose a Category (You can add categories by double clicking on the Category field)

Step 6:  Highlight the Image you want to send

Step 7:  Choose Email and verify the email address you want to send to

Step 8:  Click Send and your ID cards are on the way.

Jenesis also makes a note in the customers account any time you Email or J-Mail from the system.  This helps you accurately track all transactions and protects you in E&O situations.

 

Watch the video for detailed instruction

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Emailing saved images is so easy.

Anywhere you see the option to save to images just say yes and then you can hit the email button to send it directly from the imaging screen.  Don’t forget you can also do this with any scanned or imported images too.

Check out the video to see how

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To Batch Scan follow these easy steps

Step 1:  Click Tools from the Main Screen and select Jimages

Step 2:  Scan in each document

Step 3:  Select the document you want to work with and hit Transfer Image

Step 4:  Choose the client or policy to transfer the image too

Time Saving Tools from us to you.

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The answer is yes you can

Step 1:  Pull up the client you want to view an attachment for

Step 2:  Click view notes

Step 3:  Copy the filepath for the attachment

Step 4:  Paste it in View Attachments at the top of the screen.

 

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Policies (18)

This may indicate that the field is too small for the amount of data you have entered in. Try shortening the entry in that field and see if that resolves the issue. If you see the # signs in several fields it may indicate a bad record. To resolve this problem, do a Compact and Repair. The Compact and Repair restores the data files to their original state.

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Invalid use of Null means the software is looking for information that is not there. If you see this error message, please review to assure that all fields have been entered. Here are examples of what we mean: If you are trying to do a receipt for a client and you get this message, review the location, finance information, or even a zip code. Or, if you are using the Time Clock Report, you might check the Hours field in User Setup for that agent to make sure this information is there, which is important for the Time Clock report to work.

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This message occurs when 2 people are trying to access the same record at the same time. Since Jenesis allows its users to share one database, accessing the same record at the same time can cause conflicts and potentially corrupt that clients profile. If you see this message simply DROP CHANGES, and wait until the other user is out of the profile and see if your changes remained. If they did not reenter them.

 

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  1. Open the clients profile
  2. Select the Policy
  3. Click the Coverages Button from the Policy Screen
  4. Choose the appropriate generation
    1. Double clicking the Filtered Text at the bottom left corner of the screen will show you how many generations are there. Use the arrow key to scroll to the appropriate one.
  5. Click the Delete Generation button
  6. You will be asked if you want to delete the generation and you will Select Yes or No
    1. Please Note: This action cannot be undone.

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Binders can be printed for Home or Mobile Home Personal lines policies. To print a Binder

  1. Access the policy
  2. Select the Coverages Tab

Coverages Button

 

 

 

 

 

Choose the Print Option

Homeowners Print Option

 

 

 

 

 

 

Select Binder

Select Binder

 

 

 

 

 

 

 

Determine if you would like to Add the CollectionStatement and/or Include Fees on your Binder

Collections statement Binder

 

 

 

 

Policy Fee Binder

 

 

 

 

Print the Document

Printing Binder

 

 

 

 

 

Note: To close the Document hit “Close Print Preview”

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For a binder to print from your insurance management software, it is critical to have the generation of the policy itself marked as active. Once you have determined that the policy is active go to the coverage screen and make sure it is marked active too. If you have verified both of those are correct go back to the policy screen and try reselecting the company with the dropdown menu.

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This can happen when the policy dates do not match the coverage dates. To verify this on the Jenesis policy screen look in the upper right hand section of the page for Effective Date and Expiration Date. Press the Coverages button and verify the Effective and Expiration dates for your coverages located in the center of the Coverages tab. This should allow you to print the Insurance Home Binder with no errors. If this does not resolve the issue feel free to call 828.245.1171.

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To move or transfer a policy take the following steps:

 

Step 1:  Open the policy you want to transfer

Step 2:  Hit Endorsement in the Utility menu at the top of the screen

Step 3:  Select Transfer Policy

Step 4:  Type in the name of person you want to move the policy to and hit Refresh

Step 5:  Highlight the name of that person and hit Merge

 

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I can’t tell you how many times in the Insurance Biz I have needed to see critical information on a customers account.  Particularly if they are in the office.  I can handle the situation right then.

Jenesis makes it easy.

Step 1:  Set up your User Profile to show critical notes first.  This has to be done by an Adminstrator.

Go to Utilities, Click User Setup (or hit Ctrl-U from the main screen)

Look for Settings and Check the Box that says “Show Critical Notes First”

Step 2:  Make the note in Jenesis and make it critical

Pull up a Client Profile or Policy and click ‘Note Entry’

Type in your Note and Check the box that says ‘Critical’

Step 3:   Make sure your agents know to look at them.  I know I’ve just breezed by them and not paid attention.  The reason you make a note critical is that …well, its critical

Step 4:  Once its no longer important uncheck the ‘Critical’ box so it no longer shows up.  This helps keep you organized and on top of the game.

 

Sit back, relax, and watch your efficiency improve

For video instructions see below

 

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So you go to your clients profile and you know they have policies.  Maybe its an auto or a homeowners or even a commercial policy, but you can’t see it on the tab.

It could be that you accidentally marked all the generations prior and that’s why nothing shows up.  Only active or cancelled generations of a policy show up on the front screen.

Let me help you fix the issue

Step 1:  Go to the clients profile and click ‘Policy List’ (this will be a button right under the policy section)

Step 2:  Find the generation that you know should be active, highlight the line and click ‘Go To Policy’

Step 3:  Make the policy “Active”

Once you do that it should reappear in the policy section of your clients profile.

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There may be times when you need to delete a policy or generation from Jenesis.

There are several ways you can accomplish this.

Method 1

Step 1:  Open the Client Profile

Step 2:  Click Policy List

Step 3:  Highlight the policy you want to delete (If you don’t see it click show all at the bottom of the screen)

Step 4:  Hit Delete on the keyboard

 

Method 2

This is the preferred method

Step 1:  Click on the policy you want to delete (Note if you don’t want to delete the whole policy scroll to the generation you want to delete)

Step 2:  Click Endorsement

Step 3:  Click Delete Generation

 

For video help check this out

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Jenesis lets you add comments to Notes from the Policy Level

To Edit a Note
Step 1: Find the Policy you need to edit
Step 2: Click View Notes
Step 3: Next to the note you wish to edit click “Add to Notes”
Step 4: Type in your Comments and Close

Check out the video

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We have added a View Suspense button to the bottom of both the Personal Lines and Commercial Lines screens to have the ability to look at open and completed suspenses for a specific policy.

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Jenesis Insurance Agency Management System has replaced the second first and last name search option at the top of the Jenesis Main Screen with a search option for business name. Agents are still able to use the Advanced Search for both second insured and for business name as before.  You can still use the advanced search as well.

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The Acord 28 Commercial Evidence of Property form can be accessed from the Acord Library. The Acord Library is located off the main screen and on the Commercial Policy level.

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Jenesis Agency Management System offers a comprehensive Acord Library that includes Fillable PDF’s and a variety of pre-filled forms. You can also easily print, save to images and email them, reducing time and increasing efficiency.

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Jenesis provides you a variety of insurance software solutions when it comes to taking credit card payments.

  1.  Credit Card to Company – Simply select this as a payment type when doing a receipt, J-link to your company and take your payment on the company website.
  2.  Simply Easier Payments –  This allows you to take credit card payments in your agency.  There is no fee for the agency.  The customer incurs a cost of $4.95
  3.  SpruceBooks – This allows you to take credit card payments in your agency.  There is no fee for the agency.  The customer incurs a cost of $4.95

To set up Simply Easier Payments or SpruceBooks

  1. Hit Ctrl-W on the keyboard or go to Tools/J-Links
  2. Enter the location
  3. Enter the name of the company from the dropdown list
  4. For SEP enter your username and password, For Sprucebooks enter your API and URL

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It’s simple

Step 1:  Select your client from the Main Screen of Jenesis

Step 2:  Choose the Commercial Tab and double click your policy

Step 3:  Choose Forms from the Menu at the top

Step 4:  Select Acord Library

Step 5:  Highlight the Acord 36 and hit Open Prefilled Form

Note:  You can also type in this form to add additional information

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Downloads (5)

If you download with a new company or even if they change their name or NAIC code you may see a message on your downloads from time to time that says the policies need a company assigned.

To resolve the problem

Step 1:  Highlight the client and click View Policy Detail

Step 2: Look for the box with six dots next to the Company field and click it

Step 3:  From the dropdown menu click the company that is associated with that policy

Step 4:  Enter the Parent Company from the dropdown.  If you need to add it it just click the box with six dots move to the last blank record and enter the new parent company

Step 5:  Save your changes

 

For details instructions watch here

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Adding a client through downloads is easy. Of course you have the New Business screen available when processing, but what if you miss one or you don’t see it there?
We have that covered. Follow these simple steps and you can add a client with the click of a button

Step 1: From the Main Screen click Upload/Download
Step 2: Choose Inquiry
Step 3: Either type in the name of the client or choose from the dropdown list and click ok
Step 4: Click Add Client

Yes its that easy. I have included this awesome video to show you how.

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Standard AL3 deployments don’t have download transactions for cancellation pending.  Most carriers use the standard transactions – new business, endorsement, cancellation, reinstatement, renewal, and rewrite for their daily, routine downloads.  Another transaction is the ‘sync’ which is used for initial loads and ’on demand’ downloads.

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Make sure you run these daily. Each file has to be downloaded manually.

Step 1: Log in to All State

Step 2: Choose Reports Step

3: Click Policy Downloads Step

4: Launch Download Center

Step 5: Hit Download (This must be done for each file if you have multiple files to download)

Step 6: Click Save As on the Windows menu that pops up at the bottom

Step 7: Save to C:/Jenesis/Uploads/AL3

Step 8: In Jenesis Click Upload/Download

Step 9: Choose Start downloads

Step 10: Choose Import Transactions

Step 11: Process Downloads

 

 

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To check all of your downloaded transactions you can
Step 1:  Go to Upload/Download from the main screen
Step 2:  Click Process Download
Step 3:  Click view all Downloaded Transactions
Step 4:  Enter your date range

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Reporting (9)

Jenesis gives you the ease of viewing Full Coverage and Liability Reports either in Summary, Company or User views.  To pull a report follow these easy instructions.

  1. From the Jenesis Main Screen Click Reports and Production
  2. Choose the Auto Tab
  3. Place a check mark in the report view you want to see
  4. Select a Date Range
  5. Click Preview

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To determine how many hours an agent has worked you need to make sure that your agents are using the ‘Time Clock’ feature in Jenesis. You can also determine how many hours over/short an agent was, if you enter the hours they work in the ‘User Setup’ portion of Jenesis. The person pulling the report will either need to be an administrator or be allowed to view Production Reports.

Once you are ready, follow the steps below to pull the Time Clock Report:

1. Go to the Reports Tab from the menu at the top of your main screen

2. Choose Production

3. Select the Misc. Tab

4. Place a check mark in the box labeled Time Clock Report (this is in the middle row)

5. Choose a Beginning Date and Ending Date in the filters labeled as such

6. Click Preview

7. To print the report you will click the Print option on the menu at the top.

 

You can view the videos on using the Time Clock by clicking the links below

Agents

Administrators

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Go to Jenesis Main screen, Reports->Production->Misc tab->Class List by Location

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To find a customer when you can’t remember their name you can use the Production Reports.

You access it from the Main Screen in Jenesis.

Click on Reports at the top, and choose Production

Then choose the Personal Lines Tab

Place a check mark in the box next to the “Production Report”

Put in a date range and hit preview

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Sometimes an agency may need to pull a list of transactions performed by each agent.
Jenesis offers you this option.
To pull it simply follow these steps:
1. From the Main Screen click on Reports
2. Choose Agency Transaction Log
3. Put in a Beginning Date and End Date for the time period you want to view
4. Click Ok and your report will generate.

Keep in mind you can use the arrow keys at the bottom of the page to scroll through the pages of the report and to Close or Print the report click Print Preview.

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Filtering for specific companies on the remittance report is easy.
Step 1: Click Reports and Remittance
Step 2: Select a Date Range and the Locations for your report
Step 3: Make sure the box next to Remittance Report is checked
Step 5: Click Export to Excel
Step 6: Go retrieve the report. It will normally be saved at F:/Jenesis/ExcelFiles
Step 7: Open the Report in Excel and choose the column titled Payment To
Step 8: Find Data on the Excel Menu and Click Filter
Step 9: Un-Select everything and then place a check next to the company or companies you want to see.

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To pull a Date of Birth Report

Step 1:  Go to Reports

Step 2:  Go to Production

Step 3:  Go to Misc

Step 4:  Place a check mark in the Date of Birth Report section

Step 5:  Enter a date range

Step 6:  Click Preview

For instructions watch the video below

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Pulling your book of business is easy.

Step 1:  Select Reports from the Ribbon at the top of the main screen

Step 2:  Select Production

Step 3:  Select the Personal or Commercial lines tab depending on which you need

Step 4:  Place a check mark next to active policies by company

Step 5:  Hit preview

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Jenesis Insurance Agency Management System allows you to pull information that shows the length that your active clients have been with the agency as well as the total premium information for each customer. You can also sort the reports by single clicking or double clicking the header for easy use. The report drills down to the client level with the click of a name.

 

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Clients (3)

On the Jenesis main screen, go to Reports and choose Agency Activity Report. Enter a date range and you will be able to view all activity, by user. This will help if in User Setup you have selected to make a note when opening a client.

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Yes, on the Jenesis Main Screen, from the Advanced Search drop down options, choose Home Phone then enter the phone number you want to search by. You can also use the Advanced Search for Work Phone as well as a lot of other search criteria.

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Jenesis Insurance Agency Management System lets you easily search by Certificate Holder allowing you to find your commercial clients quickly and easily.

  1. Look for Advanced Search Options
  2. Click the Dropdown menu and find Certificate Holder
  3. Type in the name of the Certificate Holder and click the magnifying glass

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General (43)

Optimizing your display settings can make the screen fit more properly, as well as improve the fonts and just the overall look of the software, in return maximizing your experience.

  • Right click on your desktop
  • Go to Properties
  • Click the Themes tab
  • Choose Windows XP or Embedded

To make it fit correctly in the screen

  • Right click on your desktop
  • Go to Properties
  • Click the Settings tab
  • Choose 1280 x 760 or as close to that as possible

Doing these simple things can make your Jenesis experience that much better. Give it a try.

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To access the user profiles in Jenesis as an Administrator you would hit Ctrl-U on the keyboard . To scroll through the records use the arrow key at the bottom of the page.

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1. It allows the agent to image all documents into the client’s profile. This keeps all documents at the agents finger tips and reduces the chance of something like fire destroying files kept in the office.
2. It allows for single click access to the insured’s accounts on the company’s website systems.
3. It supports downloads from the companies which keeps the local data syncronized with the data at the company.
4. It automatically tracks the source of new business to make better advitising decisions.
5. It automatically produces postcards, voice calls, texts and email to prospects and insured’s to do lots of valuable things like reminding them it’s time to renew, thanking them for getting a quote, thanking them for sending a referral and much more.
6. Provides an automated receipt option.
7. Provides end of day drawer balancing, insurance company remittance reports and accounting.
8. Provides tons of useful reports to mange quotes, renewals, closing rations and more.
9. Gives the agent the ability to process electronic signatures so customers dont have to come in the office if they are unable.
10. Gives the agent the ability to take credit card payments and checks by phone.

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  1. Have everyone exit Jenesis
  2. Click the Launch Update Utility button

Sign in

  1. Click Compact and Repair

Launch Update utility

  1. Wait for the Compact and Repair to download and open. It will run automatically. In some instances you may see a security message that pops up. Click open and the Compact and Repair should continue. You may be required to do this several time through the process. Once the Compact and Repair has finished it will return you to this screen
  2. Click Launch Jenesis to continue using the software

Update Utlity

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Jenesis releases a new version update around every 8 weeks.  Version updates contain fixes and new features. Each time we release a new version we will post these on the Jenesis Sign-In screen to notify you.

To update your version

  • Step 1:  Make sure everyone is out of Jenesis
  • Step 2:  Click “Full Jenesis Update” from the Jenesis Sign on screen
  • Step 3:  Click “Yes” to confirm that everyone is out of Jenesis
  • Step 4:  Click “One Step Jenesis Update”
  • Step 5 : Once you see “Complete” click “Exit and Open Jenesis”
  • Step 6:  Version Sync the remaining computers in the office.

 

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If you need to update your Bank Draft Information for Jenesis Software, just fill out the attached from and fax it to (828) 707-9486.

Click below to fill out the bank draft form and send it back to us.

Jenesis Bank Draft Form

 

Make sure to submit the form at least 5 days before your due date. Jenesis drafts on 1st and 15th of each month. Once your form has been received it will be effective on your next due date.

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Jenesis lets you customize certain labels in the software. Go to the client profile screen and click on the word Home in the phone number area. This will highlight the field and allow you to type over the existing text. There are several fields in Jenesis that allow this type of customization. Just click on one and give it a try to see if it’s one that works.

You can also check out this video to see how its done.

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To set a reminder for a Quote, hit Ctrl-S from the quote screen. In the ‘Suspense To’ field put the date you want to do the re-quote. It will show up in your Suspense box on the Main Screen on that date. You can also use Ctrl-Q to filter renewal dates in a specific range.

For help using the Suspense feature please watch the video below

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Having your electronic signature stored in Jenesis can save you tons of time and eliminate the stress of having to sign every single document.

Step 1: Create your electronic signature – Sign your name and save the document as a .bmp file. You can use the program PAINT to resize and save images as other file formats.

Step 2: Open Jenesis and go to Utilities and User Setup (Ctrl-U works too)

Step 3: Click “Add or Change Signature”

Step 4: You can either ‘Create New’ which opens Paint and allows you to use your mouse to create a signature or you can ‘Create from File’ which allows you to browse to where you saved the signature that you created in Step 1

Step 5: Click ‘OK’ and your signature should show up in the box

 

Want video help?

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Ever had a suggestion or an error message and you wanted to show Jenesis exactly what was happening? But you didn’t have time to call?

We have discovered a wonderful program that allows you to do just that.

Its called Jing and all you have to do is

Step 1: Download the program

Step 2: Capture your video

Step 3: Share it Jenesis

Click here for the video with full instructions

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The SEP interface in Jenesis is driven by your browser.  There may be times in Jenesis where you see an error message that says “Object Variable or with Block Variable not set”.

Then the browser screen will come up instead of taking you to SEP and putting in the clients information.

To fix this issue

Solution 1

Step 1:  Close all browsers except 1

Step 2:  Click on the gear at the top of the browser and choose Internet Options

Step 3:  Disable the Smart Screen Filter

Step 4:  Click the Security Tab

Step 5:  Un-Check ‘Enable Protected Mode’ option  and Apply

Solution 2

If this continues to be an issue once you have applied these steps then

Step 1:  Click on the gear at the top of the browser and choose Internet Options

Step 2:  Go to Advanced Tab

Step 3:  Click the Reset Button

Step 4:  Repeat Solution 1

 

For video instruction click here

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InsureSign_Logo_small

InsureSign is a 3rd party partner of Jenesis that allows you to send and have documents signed easily and efficiently.  You can send images, receipts, statetments of no loss and a variety of other documents quickly and easily.  Partners like InsureSign make going paperless and being able to serve more customers easy, which increases your efficiency and makes more time for you to make money.  And lets face it, we all like money.

We also make it easy to get those documents back in to the software.

Click here to find out how to import InsureSign Documents back in to Jenesis

 

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Jenesis lets you text message and email customers directly from their profile.  But you need to do a few key things first to make sure it works.

Step 1:  Utilities and User Setup (Ctrl-U) – Once you access User Setup choose the profile you wish to configure for this feature.

Step 2:  Find the Email Configuration Section

Step 3:  Enter the Email address, the username and the password

Step 4:  Agency Setup (Ctrl-A) –  Find the Preferences tab

Step 5:  Fill in the SMTP section (this is the outgoing mail settings for your Internet Provider,It can be located with a simple Google search for outgoing mail servers or by calling your provider)

Step 6:  Make sure the SSL section is blank

 

Once you complete these steps you should be able to email and text message from Jenesis.

If you need video help, we have you covered.

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Jenesis gives you the choice of either printing a separate Fee Consent Form or automatically including it on the receipt.  Either way you may want to edit that form. Depending on your state we recommend verifying exactly the information you should include.  But after that its simple.  All you have to do is:

 

Step 1:  From the Main Screen of Jenesis click on Utilities

Step 2:  Select Agency Setup (QuickTip:  You can also hit Ctrl-A)

Step 3:  Click on the Defaults Tab

Step 4:  Click Edit Consent Form Default Message

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There are times when a client may assign Power of Attorney to another individual.  To protect yourself and your agency you want to make sure you have all the appropriate documentation indicating that Individual A has the right and permission to make changes to their account.

 

The Power of Attorney form in Jenesis is a document that you have your client sign, allowing this person to make those changes to their account and in effect act on your clients behalf.  To access it

Step 1:  Begin by pulling up your client

Step 2:  From the Client Main Screen click Tools

Step 3:  Choose the Power of Attorney Form

Step 4:  Print the form

 

For video instruction click below

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Jenesis version 16.4.0 and higher allow you the ability to add an email signature.

This email signature will automatically appear every time you send an email from Jenesis saving you time and making your job just a little easier.

To set it up

Step 1:  Go to User Setup

Step 2:  Find your profile or the profile of the person you want to add an email signature for

Step 3:  Look for the Email Credentials section and Click Add/Edit Email Signature

Step 4:  Type in the email signature as you want it to appear and click Ok

 

This video will show you how

 

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PhoneTree is an automatic dialer that makes calls and sends text messages and emails to your customers regarding their policies.

For PhoneTree to work properly you should take the following steps daily right before you leave the office.

Step 1:  From the Main Screen in Jenesis go to Tools

Step 2:  Click PhoneTree

Step 3:  Hit Build List, wait for it to process and click OK

Step 4:  Now open the PhoneTree software and click the Call Center Tab

This will make sure that your PhoneTree runs properly at its appropriate time.

 

 

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Effective 10/1/15, NC moved from a 2 digit territory to a 3 digit territory, but the NCRB aligned the territory assignments to be by zip. Due to these changes when you pass quote information from Jenesis to the Carrier you no longer need a territory but only a zip code.

We opted to leave the territory field in Jenesis for now in the event that you may still want to capture that information but it is not required and therefore no longer automatically generates.

Check out the video for more information

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There can be a number of factors related to your network and computer equipment that can affect the speed of Jenesis.  Here are a few things to check that might help.

  • Confirm your network switch is a gigabit and not 10/100.
  • Confirm all your network cards a gigabit and not 10/100.
  • Never have Jenesis open more than once on the same computer.
  • Only use a wired network connect. Wireless connections will be slower.
  • Clean up MSCONFIG.
  • Run C-Cleaner and Malwarebytes on every computer. Download CC Cleaner and/or Malware Bytes
  • Check the CPU processing percentage.

Please consult your technician if necessary.

 

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A Compact and Repair is only necessary when you do a Jenesis Version Update!

 

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A compact and repair essentially cleans up your data.  Over time as your client base grows so does your data.  As you enter information temporary files are created that can take up space over time.  Running a Compact and Repair can remove any unnecessary temp files or tables essentially tidying up.  It can also find and repair any corrupt files that may have become damaged due to things like network interruptions.

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Step 1:  Choose a policy and enter finance contract information for that policy

Step 2:  Go to the Client Main Screen and select Premium Finance

Step 3:  Open the Finance Contract and Add any additional policies

Step 4:  Enter your new downpayment and hit recalculate

Step 5:  Print the contract and have the customer sign it

Unable to display content. Adobe Flash is required.

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Emailing multiple people in Jenesis is simple.

Step 1: Type in the first email address
Step 2: Put a comma after the email address
Step 3: Type the next email address

Note: Do not include spaces after the comma. This will prevent the email from sending

Ex. jenna@jenesissoftware,cindy@jenesissoftware.com

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Jenesis247 allows you to log in from any computer any where 24 hours a day 7 days a week.  Its easy to use and lets you monitor your policy information from the ease of your home and even when travelling.

To log in you simply follow these steps:

  1.  Make sure you have the vWorkspace client installed on your machine.
    • go to www.jenesis247.com
    • Click the Downloads tab
    • Choose Windows or Mac
    • Install the Client
  2. Enter your username and password
  3. Click the Icon with the Jenesis globe
  4. Sign in with your Jenesis Username and password

Click on the video to see how

 

 

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A renters policy falls under the Personal Property – Homeowners umbrella.   Home policies are broken down in to a variety of forms that include various coverages.

Renters is considered HO-4.  This policy does not include coverages for structure or other structures and generally has an increased value for contents.

To enter this quote type in Jenesis follow these easy steps

Step 1:  Add a new quote

Step 2:  Gather the information from your client and choose Homeowners as your type

Step 3:  Click the property detail button and enter HO-4 in the policy form field

Check out the video for additional help

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Jenesis makes tracking how the company sends commissions and renewal letters easy.

Step 1:  Go to Utilities and click on Company Setup

Step 2:  Find the Company you are looking for

Step 3:  Look for the field labeled Commission Method and/or Renewal Method

Step 4:  Make your selection from the drop down menu.

  •  In the Commission Method field choose “retain  commission” if you keep part of the commission and choose “receive commission”  if you receive a check for the commission.
  • In the Renewal Method field choose “Agency Only”  if the renewal letter is sent just to the agency, and choose “Agency & Insured” if both parties receive the renewal letter.

Check out the video for more help

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The open suspense report allows you to see any uncompleted suspenses and even work them directly from the report.

Step 1:  Click Reports and Production from the Main Screen

Step 2:  Choose the Misc. tab

Step 3:  Place a check mark next to the Open Suspense report

Step 4:  Filter by User if you prefer

Step 5:  Click Preview

Watch the video for more detailed instructions

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To make all  your information upper case you just need to hit the Shift and Caps Lock Key at the same time on your keyboard.

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Jenesis Insurance Agency Management System lets you print or email a certificate holders list for each of your clients.  Its super easy.

Step 1:  Click Certificate

Step 2:  Click Cert Holders List

Step 3:  Either Print or Save to Images

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To change your password inside Jenesis Insurance Agency Management System you must be an administrator or have permissions to make the change.

Step 1: Choose Utilities from the Main Screen
Step 2: Select User Setup (you can also hit Ctrl-U on the keyboard)
Step 3: Look for the Password field and type in your new password
Step 4: Close out of Jenesis and sign back in.

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Jenesis Insurance Agency Management system allows you to copy and paste in a variety of areas including the VIN fields.
All you need to do is right click and a box will pop up and allow you to Undo, Cut, Copy and Paste. Jenesis also makes a note in certain situations.

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Jenesis Agency Management System offers you easy and convenient ways to manage your clients credit card information, making it easy and simple for them to make payments without them even having to leave the convenience of their home. And now you can even search by their information.

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You can easily switch some of the areas on the main screen of Jenesis to show customized information.  Switching between things like your calendar, expiration lists, and renewals is simple.

Just click on the drop down and highlight the information you want to see in that area.  We have also added new options for agents to see New Business Polices as well.

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Adding a Payee Address is easy.

Step 1:  Go to Tools and click Jbooks from your main screen

Step 2:  Click Check Register

Step 3:  Put in the Account you want to complete an entry for

Step 4:  Add the entry (You can also Import Payments from Jenesis to add your receipts easily)

Step 5:  Click Show Address

Step 6:  Enter the address for the Payee

Once entered the Address will appear in the Memo/Notes section.  It can be edited by typing or double clicking in that field as well.

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Pending Quote – You still need to do work on the quote.  IE need to call the customer back to tell them the rate, rate it with another company etc.  If a quote remains in this status it will continue to show up on your main screen in the quote control section.

Quoted –  Used after you have given the customer the quote and are finished with it.  this status will remove the quote from the quote control section on the main screen of Jenesis.  This status also triggers the Quote Follow up letter and the Remarket Quote letter

Pending App –  Indicates that your client intends to write the policy and has a pending application.  Could be due to underwriting or a number of other instances.  If a quote remains in this status it will continue to show up on your main screen in the quote control section.

Written – Indicates that the quote was written and turned in to a policy.  Your quote will change to this status automatically when you Export to Jenesis

Closed – Rarely used but if needed can be used when you receive a quote online and cannot contact the customer to give them the rates.

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Jenesis allows you to generate emails and direct mail related to specific events for your customers.  To disable notifications please follow these steps

Step 1:  Pull up the clients profile

Step 2:  Click Notifications

Step 3:  Find the type of notification you want to disable (ex.  Email, Direct Mail)

Step 4:  Place a check mark in the box next to that type

Step 5:  Hit Close

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Step 1:  Access User Setup by clicking Utilities and User Setup or hit Ctrl-U on the keyboard

Step 2:  Select the User you want to clone.

Step 3:  Hit Clone User

Step 4:  Enter the name of the new User

Step 5:  Click OK

Step 6:  Enter any personal information in the new user profile

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Step 1:  Go to utilities and Agency Setup

Step 2:  Click the communications tab and look for the text message section

Step 3:  Place a check mark next to the text communication that you want to send

Step 4:  Add the content for the text message

Step 5:  Click OK

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Step 1:  Go to the policy you want to review

Step 2:  Click on Endorsement from the top ribbon

Step 3:  Click on either drivers or vehicles in the endorsement review section

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Click on the More Options button on the Receipt screen and click on the Email or Text button. Watch the sort video below to see this work.

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Sending a Certificate of Insurance to multiple holders is easy

Step 1:  Access the client profile

Step 2:  Choose the Commercial Tab

Step 3:  Click the Certificate Button

Step 4:  Choose “Add a Cert Holder”

Step 6:  Hit the Ctrl Key and select as many as you like

Step 7:  Hit the Print button

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Creating a Commercial Lines Proposal is quick and easy.

Step 1:  Double click on a commercial quote

Step 2:  Click Forms from the Menu at the top

Step 3:  Choose Commercial Insurance Proposal

Step 4:  Click Create New Proposal

Step 5:  Click the folder icon next to AM Best Rating

Step 6:  Highlight the quote proposal you want to add

Step 7:  Repeat Step 6 until you have added all that you need to

Step 8:  Print Proposal

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Step 1:  Choose the document you want to email

Step 2:  Hit the Email or Text button

Step 3:  Create the content of your email and even save it as a template or use an existing template

Step 4:  Hit Send

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Website (5)

85% of consumers use the internet to search local businesses.  That makes it even more crucial to have a presence there.

Adding your Business to Google My Business is a key step to making sure your clients can find your when they need to.

Check out this video for more help

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There are alot of reasons that you should work towards getting Google Reviews

  • Google can be a social tool to help you promote your Business.
  • It also contributes to SEO if you have a Website, and ultimately your page ranking.
  • Google is the first landing spot if anyone searches your business and wants to know what people think.
  • Reviews help customers feel more comfortable with their interactions with you.
  • It can help make or break a customers decision to work with your business.
  • In the long run it can help you generate more revenue and grow your business.

For more information please see our article on How to get Google Reviews.

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The first step is to promote, promote, promote!  If you don’t remind people they won’t do it unless they have a bad experience.  So as a part of your branding efforts , you as a business owner need to do everything you can to encourage your clients to share their stories.

You probably want to start with getting a short code for Google Reviews.  You can use any one that you like.  There are plenty out there, but I have found success here https://pleper.com/index.php?do=tools&sdo=google_review_link

You will need your Google Map Address Link

Once you have the short code you can use it in a variety of places.  Let me offer some suggestions.

  1. Facebook – Post regularly on your business Facebook page and ask people to give your business a review.  Include your shortcode URL so that people can easily link.
  2. Add your shortcode to your Email Signature.  We all send a variety of emails each day and what better place to promote  your reviews.
  3. Simply ask your customers.  If someone has a great experience with you, just ask them to go to Google and give your business a review.

You can also do several things inside Jenesis to help promote your reviews

  1. Add your shortcode to your email signature in User Setup
  2. Add your shortcode to your receipt message
  3. Add your shortcode to memos and system letters

Be creative.  Google loves organic personal information about a business.  The more you can have the more you increase your chances for a higher ranking in Google searches.

 

 

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Blogging is a great way to increase SEO value and add content to your website that is useful to your clients.

Step 1 is to configure your blog page the way you want it.

Here is a little tutorial on how to do that.

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Creating WordPress Blog Posts is super easy and simple.  It allows you to add media, configure fonts, text colors and a variety of other options.

Check out this quick video to see ways to create simple text blogs.

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Marketing (5)

If you already have a PhoneTree device and you are signed up for the service with Jenesis there are no additional costs associated.    You can send unlimited text messages, phone calls and emails to your customers.

PhoneTree helps you communicate with your customers, keeping them informed and making sure you are providing them with the best service possible, while saving time.

Another advantage is that it helps promote your brand versus the client getting a call or letter from the Company instead of your agency.

When used with Jenesis, PhoneTree can send calls, emails and texts about:

  • Additional Premium
  • Found you a Better Rate
  • Happy Birthday
  • Medical Supplement
  • Welcome to New Customers
  • Pending Cancel
  • Thanks for the Quote Referral
  • Recent Quote Follow Up
  • Past Quote Re-market
  • Renewal Reminder
  • Non-Renewal Notice

The best part is that you can personalize your own messages and when its making calls, its your voice and not someone elses.

That about sums it up.  We have used PhoneTree for years and its really helped us keep customers and bring in new ones.

 

 

 

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Hi Guys,

Over the years I have gotten numerous questions as to what people should put in the Communications tab when setting up System Letters.  Here are some examples.

AP  Letter

According to our records your insurance policy has an additional premium due.

If you have made the payment please disregard this notice. If you would like to break this into smaller payments and you have more than one payment left on your installment plan you may be able to finance this additonal premium. Please call or come by the office as soon as possible to discuss your options.

Better Auto Rates

It is almost time for your auto insurance policy to renew for another term.   Because we want to save you money, we are proud to let you know we have shopped your insurance with several other companies our agency represents and have found you a less expensive rate!

Please come by our office BEFORE the renewal date below in order for us to complete some additional paperwork.   Again, we congratulate you on your new lower premium and thank you for making our jobs possible.

 

Happy birthday Letter

Happy Birthday from your friends at Carolina Insurance!  Our advice is simple: have a great birthday!

We appreciate your business and look forward to serving you for another year.

 

Med Sup PostCard

If you are approaching age 65, beyond age 65 or know anyone who is in either of these situations, we can answer your medicare supplement questions and find you the best rate and coverage.

Give Eddie a call today at 828.245.5433 or send him an email at eddie@carolinainsurance.com for more information.

 

Mid Term Cancel

This is a friendly reminder that your insurance policy canceled on the date below. If this information is not correct, please contact our office

If it is correct, you are very important to us!  We want to help you avoid an uncovered loss and DMV penalties and fees.  Please call us today and we will do everything possible to make sure you are covered.

 

New Customer

Hello!  On behalf of the Carolina Team, we are thrilled to have you with us!  We would love to take care of all your insurance, so please give us a call so we can help you with any other quotes.

Send us a referral, get a Carolina t-shirt!  Let us know if there is anything else we can do to help you

 

Non Renew

Have you renewed your policy?

Our records show that your insurance policy has not been renewed. If you sent payment directly to the insurance company, you may disregard this notice.  If you have not renewed your policy, please call us to see what is needed to reinstate your policy.  We may be able to help you avoid penalties and fees.

Please call us today and we will do everything possible to make sure you are covered.

 

Quote Followup

On behalf of the Carolina Team, we are thrilled to have the opportunity to quote your insurance!  We hope we are the agency you choose to take care of all your insurance.

Please let us know if there is anything else we can do to help you and thank you for contacting us

Your friends at Carolina Insurance

 

Quote Referral

Thank you so much for your recent referral!  We have an awesome Carolina T-shirt waiting for you at our office.  Please drop by when you have a moment, so that we can give you your shirt and thank you in person!  Please continue to tell your friends.  We appreciate it very much.  It is a pleasure having you as a customer

Sincerely,

The Carolina Insurance Team

Referral

Thank you so much for your recent referral!  We have an awesome Carolina T-shirt waiting for you at our office.  Please drop by when you have a moment, so that we can give you your shirt and thank you in person!Please continue to tell your friends.  We appreciate it very much.

It is a pleasure having you as a customer!

Sincerely,

The Carolina Insurance Team

 

Remarket Quote

Thank you for allowing us to quote your insurance in the past.  If you are a current customer, we sincerely appreciate your business, and want to take care of all your insurance.  If we can quote other policies for you, please give us a call!

If you are not a current customer, we would love to beat the rate you have now on your insurance.  We think we can.  Give us a call or drop by the office.  We would love to speak with you!

Renewal W/D

We at Carolina Insurance would like to take this opportunity to say a special “Thank You” for allowing us to handle you insurance program.  We would also like to remind you that it will soon be time for your insurance policy to renew. You may pay in full directly to the Insurance Company through the mail, or you may come by the office no later than the due date below to set up your payments in monthly installments.   REFERRAL PROGRAM Ask us how you and your friends can earn extra cash just by getting an insurance quote from our agency.  Please allow us to take this opportunity to thank you for your business. It is a pleasure having you as a customer and we will always strive to service your needs.

 

Renewal W/O DP

It’s almost time to renew your policy!

Reminder: Your policy will cancel on the evening of the date below. After that date, a fee will be required to reinstate your policy.

We welcome you to drop by to renew your policy; however, if it’s easier for you, you are welcome to give us a call and renew by phone!

It is a pleasure having you as a customer!

 

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Step 1:  Go to utilities and Agency Setup

Step 2:  Click the communications tab and look for the text message section

Step 3:  Place a check mark next to the text communication that you want to send

Step 4:  Add the content for the text message

Step 5:  Click OK

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Step 1:  Make sure you fill in the Homeowner field in each policy

Step 2:  Pull the Auto without Home Report (Reports/Production/Marketing)

Step 3:  Create memos or letters for these customers offering them your renters product

Cross Selling to Renters without Renters Insurance

 

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Insurance Software Solutions –  When setting up your email campaign its easy to preview the emails prior to them being sent.  Follow these easy steps to make it happen

  1. Go to Agency Setup from the Jenesis Main Screen
  2. Click the Communications Tab
  3. Look for the Email Column
  4. Select the Campaign you wish to set up
  5. Say Yes when it asks you to preview

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