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best agency management system

Frequently Asked Questions on Jenesis: The Best Agency Management System

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General

Filtering your quotes has never been easier.

Just look for the handy filters on the blue menu bar where you see Quote Control on your main screen.

Choose all or specify your location or your user. The changes will automatically save and remain that way until you change them again.

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There are times when you need to include additional information on you invoice.

Maybe you want to tell people who to make checks payable to or other important information.

In Version 17.8.0 and higher of Jenesis Insurance Management Software you can create invoice footers to help with this very thing.

Step 1:  Open the client profile

Step 2:  Open the policy

Step 3:  Click Invoice

Step 4:  Click Create/Edit Invoice Footer

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Some of you may be familiar with the Acord 146.  This Acord form is used for Commercial Inland Marine policies.
This form has been replaced with the Acord 152.  To access the Acord 152 in Jenesis

  1. Open your Commercial Inland Marine Policy
  2. Choose Forms
  3. Choose Acord Library
  4. Search for the 152
  5. Decide if you want to use the Prefilled or the Blank Version
  6. Complete your form and Print or Save

Its that easy.  And you can always access these in the Recently Created button of the Acord Library.

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You can easily create Acord forms in Jenesis Software.  The also store in your Recently Created section allowing you not only a record of everything that has transpired but also easy access.  It gets even better.  You can also copy recently created forms to make quick edits and changes.

Step 1:  Open the policy

Step 2:  Choose Forms from the Ribbon

Step 3:  Select Acord Library

Step 4:  Choose Recently Created

Step 5:  Highlight the Acord form and Hit Copy Acord Form

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Jenesis Agency Management System offers you flexibility when it comes to keeping a tidy client relations manager.   Not only can you merge individual clients through our search option but now you can mass merge client profiles with our Merge Duplicate Clients Tool

Step 1:  From the Main Screen click Tools

Step 2:  Go to Jenesis Maintenance

Step 3:  Select Merge Duplicate Clients

Step 4:  Place a check mark next to the profile you wish to keep and hit Merge

Step 5:  Choose if you want to merge based on Address or DOB

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With the Hosted version of Jenesis Agency Management System you have the flexibility of using your Tablet, iPad, or Smartphone.   You can use the product whether you are on the Citrix environment or the vWorkspace environment.

Step 1:  Start up your device
Step 2:  For Android go to the Google Store.  For Apple products go to the App Store.
Step 3:  You want to search for the App (For myjenesis clients search for “Citrix Reciever”.  For jenesis247 clients search for the “vWorkspace”
Step 4:  Install the App
Step 5:  Put in your username, password and domain which is myjenesis (For jenesis247 customers before entering this information you will need to put in www.jenesis247.com/rds1)
Step 6:  Click the Jenesis Globe and open the software

Now you are ready to use the software on the selected device.  Its so easy and now you can access your policies anytime, anywhere, and from any device.

Please Note:  If you are using myjenesis follow the written instructions as the Citrix receiver is not included in the video

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Jenesis Agency Management System lets you easily create letters and templates to send to your customers directly from the client or the policy level.  We also give you the ability to email, text, save to images and view as PDF.  These options give you flexibility to send documents and store them for later use.

To access the memo and use these features follow these steps

Step 1:  Go to the Client Profile or the Policy
Step 2:  From the Client Level click Tools, From the Policy Level click Forms
Step 3:  Select Memo
Step 4:  Create your Memo including who it goes to and the content.  Don”t forget you can create templates in the Select Pre-Written Memo option
Step 5:  To Email or Text select the Send Email or Text button.  To View as PDF or Save to Images select View & Print Letter

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Track claims easily with Jenesis Agency Management System. Include relevant information such as Claim Number and Adjuster Name. Its the details that matter when you need information quickly for your clients. We help make your service exceptional.

To Track a Claim

Step 1:  Search and Click the customers profile
Step 2:  Click the Claims Tab
Step 3:  Enter your Claim information
Step 4:  Save & Close or Save & Continue to Loss Notice

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Jenesis Agency Management System not only allows you to enter Quotes on the client level and you can track the status as well.

Step 1:  Hit Add Client
Step 2:  Enter your basic Quote Information
Step 3:  Select Quote as you Status
Step 4:  Click Add Policy and enter your detailed information
Step 5:  Select Quoted, Quote Pending or Quoted Declined to indicate the status of the Quote

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Jenesis Agency Management System helps you save time, maximize efficiency and give your clients options with our ability to store credit card information. Learn how.

Step 1:  Access your client profile or policy
Step 2:  Click the Credit Card Info Button
Step 3:  Enter the Credit Card Information

Note:  You can also print out a Credit Card Release Form authorizing your agency to use the information when the client calls to make a payment.

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Jenesis Agency Management System is designed to help you organize you task items through our handy Suspense Feature. You can also create Suspenses when you enter notes. Check out the video to learn more.

Step 1:  Open the Client or Policy you need to make a note on
Step 2:  Hit Enter Notes
Step 3:  Type your Note and select Close and Suspense
Step 4:  Complete your Suspense and hit Close

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Jenesis Agency Management System lets you search for your insurance clients in a number of ways including by Vehicle Identification Number (VIN).

Step 1:  Open Jenesis to Main Screen
Step 2:  Find the Advanced Search and Choose Vehicle VIN
Step 3:  Enter your criteria and hit the search icon

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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 Update Tools
  3. Click Compact and Repair
  4. Once Complete Exit and Open Jenesis

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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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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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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

 

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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

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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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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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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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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 damaged files that may have due to things like network interruptions.

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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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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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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@jenesisooftware,cindy@jenesissoftware.com

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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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