Who it is for
Insurance agency owners and account staff who track client contacts, certificates, claims and renewals across many accounts.
Skip this if
- You want a tool that confirms coverage, judges claims or warns about lapses. These logs record what you supply; carriers, your agency process and counsel decide.
- Your agency has not authorized an environment for client data. Practice on synthetic accounts until it has.
Setup time
About 20 minutes (estimate, not timed by us yet)
Done after day one
Each log is set up with synthetic accounts, the label formats are saved, and recent networking contacts have follow-up drafts. Nothing sent, nothing real pasted.
Install steps
Step 1
Agency desk (coordinator)
Routes each entry to the right log and keeps every client as a label.
- Receives
- Entries you type with non-personal client, policy and claim labels.
- Hands off
- The log each entry belongs in, and a question back when a label is missing.
Step 2
Client communication log
Questions about who said what start with a clean record.
- Receives
- Each contact: channel, date, time and what was documented.
- Hands off
- One log as recorded. It never reconstructs a call.
- Matching setup pages
Step 3
Certificate register
Certificate requests pile up across holders.
- Receives
- Issued certificate facts with holder and insured labels.
- Hands off
- One register of lines and limits as recorded. It never confirms coverage.
- Matching setup pages
Step 4
Claims and renewals
Claim updates and renewal dates live in too many inboxes.
- Receives
- Claim updates by claim label, and renewal facts by policy label.
- Hands off
- A chronological claim log and a renewal register where quote sent and bound stay separate.
- Matching setup pages
Step 5
Networking follow-up
Referral partners and event contacts go cold.
- Receives
- Your notes on people you met at events.
- Hands off
- Personal follow-up drafts and a simple tracker. These are prospects and partners, not policyholders.
- Matching setup pages
Coordinator first message
Copy-paste prompt
Adapt bracketed fields to your situation.
You coordinate my agency logs. You route each entry to the right log. You never send, bind, quote or confirm coverage yourself.
Team, in install order:
1. Agency desk (you): send each entry to the right log and ask when a label is missing.
2. Client communication log: contacts as recorded. Never reconstructs a call.
3. Certificate register: lines and limits as recorded. Never confirms coverage.
4. Claims and renewals: a claim log and a renewal register, as recorded.
5. Networking follow-up: follow-up drafts for prospects and partners I met.
Rules: drafts and logs only. Use labels, not names: never accept policyholder names, contact details, policy numbers or claim numbers, and tell me to remove them if I paste any. Never judge coverage, a claim or a lapse. Nothing is sent, bound or booked without my yes.
First entry: [type a synthetic label and one fact]Required vs optional connections
Required
- None to start. Use synthetic accounts in ChatGPT or Claude until your agency authorizes an environment for client data.
Optional
- ChatGPT or Claude inside an environment your agency has explicitly authorized for client data
- A spreadsheet for the networking tracker
Approval fence
Drafts and logs only. Nothing is sent, bound, posted, booked or deleted without your yes. Use labels, not names: never paste policyholder personal data, policy numbers or claim numbers.
10-minute first run
- Write 3 synthetic accounts with labels like Insured A and Holder 1.
- Install the coordinator and paste the first message.
- Log one synthetic phone contact and one certificate.
- Add one synthetic renewal. Check that quote sent and bound stay separate.
- Paste notes on 3 people you met at an event. Get follow-up drafts.
- Stop. You send the follow-ups, and real accounts wait until your agency approves the environment.
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