Frequently Asked Questions
And, more importantly, answers.
Q. What components make up NextAgency?
NextAgency will eventually feature three components, Right now, however, there’s two: NextBroker, our agency management system with CRM tools and commission tracking; and NextHR, our benefit management system. In 2019 we expect to launch NextMarket, a resource where you and your clients will find products and services to help you grow your businesses. To learn more, please use this site’s navigation menu to visit the NextBroker and NextHR pages .
Q. What’s the difference between NextBroker and NextHR?
NextBroker is the heart of NextAgency. NextBroker is an agency management system that helps brokers sell more easily and effectively. NextHR is a basic and straightforward employee management system that makes it easier for your clients to track their benefits, onboard new hires and more. Together, they help you save time, money and clients.
Q. What does NextBroker do?
NextBroker is a powerful agency management system (AMS) with customer relationship management (CRM) and commission tracking tools. With NextBroker you can:
- Grow sales with powerful CRM tools to track prospects from lead through close
- Focus your team with shared notes and tasks that export to your calendar
- Improve customer service with our service pipeline, workflows and customer service reports
- Sync Gmail and Outlook emails with your case records
- Keep commitments with follow-up tools including personalized to-do lists for your entire team
- Get what you’ve earned with commission tracking tools, reports and sub-agent support
NextBroker is intuitive and flexible. It’s designed to work with you to save time, money and clients.
Q. What does NextHR do?
NextHR helps your clients focus on their business by reducing the hassle of benefits management and on-boarding new employees. It’s a simple, straightforward program that provides your clients with the benefits information they need. Best of all, you can provide NextHR for free to as many clients as you like, regardless of the number of employees they have. And their NextHR installation will feature your name and contact information front-and-center, so your clients will know who to thank.
Q. What will NextMarket do?
NextMarket will provide you and your clients with the tools, services and products needed to succeed, often at a discount. For example, you and your clients will be able to find web design and hosting services, affordable legal help, marketing experts, discover voluntary and specialty products, and evaluate broker-friendly payroll systems and PEOs. At NextAgency we understand and respect that the companies you introduce to NextHR are your clients. They rely on your advice and guidance. We don’t interfere with that relationship; we strengthen it. So when NextMarket is introduced, you’ll be able to control which products and services your clients can access.
Q. How much does NextAgency cost?
Q. Does each user in my agency need a license?
Yes. Your agency will need to purchase a NextAgency license for each user whether they’re a broker or support staff.
Q. If I’m a Admin Broker can I make anyone I want a Writing Broker?
Yes, you can purchase a NextAgency license for anyone in your agency and assign them the role of Writing Broker or Administrative Broker (please see the “Roles and Permissions” FAQs for more details). Please know, however, users you sign-up as a broker-user will appear on the homepage of your clients’ NextHR platform. Consequently, broker-users should be licensed agents.
Q. Is there a single agency bill or are users invoiced separately?
Your agency receives a single invoice showing all the users in your agency. We charge a single credit card for all the users associated with your agency. By prorating new users, we make sure everyone on your team renews at the same time.
Q. Can I pay for our licenses by check?
Not at the present. All of our transactions are by credit card for now. We accept American Express, MasterCard and VISA.
Q. How do I claim the NAHU discount?
When you sign-up for NextAgency you’ll indicate whether you’re a member in good standing in the National Association of Health Underwriters. We immediately apply the discount (which amounts to 20% off our standard licensing fee). We check with NAHU to confirm the membership of our users on a regular basis. If you’re not showing as a NAHU member we’ll contact you. This way you can work things out with NAHU. If it turns out a user is not eligible for the discount, we’ll charge the agency’s credit card for the difference. Given that the 20% savings more than covers most members’ dues, we don’t think being a NAHU member will be much of a burden.
Q. I’m not a NAHU member now, but I’d like to join. How do I do that?
Q. I pay annually, what if I onboard another user in the middle of my license year?
We pro-rate license fees so all the users in your agency have the same renewal date. New users are pro-rated whether you pay monthly or annually.
Q. What if somone leaves my agency, can I use their NextAgency license for another user?
Not really. When you disable a user from NextAgency mid-license period, that specific user will have been paid up in full until the next renewal period. If you want to add another user license, you’ll simply add a new user altogether.
Q. What happens if I cancel my subscription?
Unlike some vendors that try to lock you into multi-year contracts, you can cancel your NextAgency subscription any time. Your subscription will remain active through the billing period you have paid for. During this time you can continue to use NextAgency. With NextAgency your data belongs to you, not us. So you can use the remainder of your billing period to export your data. If you need extra time to off-load your data, call us. We’ll work something out. At the end of your billing period your subscription is deactivated and your data will soon, thereafter, be deleted.
Q. What is NextConcierge?
Q. Will NextConcierge also load my clients information into NextHR?
Today, the NextConcierge process is exclusively for importing agency information into NextBroker. We’ll work with you on a case-by-case basis to upload client data into NextHR. There will be a charge for this service and we’ll give you a firm price after reviewing your data and before beginning any work.
Q. Am I required to use NextConcierge?
No, NextConcierge is an optional service. If you want to on-board your agency information yourself, feel free. If you want us to do the importing for you, we’re happy to help. It’s your choice. You may want to decide in the first two months after you initially purchase NextAgency, however, as you’ll save on licensing fees if you opt-in to NextConcierge during this time period.
Q. How much does NextConcierge cost?
The NextConcierge fee is just $400 for members of the National Association of Health Underwriters and $500 for non-NAHU members.
If you sign-up for the NextConcierge service in the two months following your initial purchase of NextAgency you will make no additional license fee payments until the NextConcierge process is completed. (If you initially purchased an annual fee we will extend the renewal date by the time required to complete the NextConcierge process.)
If you opt-in to the NextConcierge process after the first two months from your initial sign-up date, we will charge you the NextConcierge fee and you will continue to pay the license fee you selected.
Q. How long does the NextConcierge process usually take?
NextConcierge usually takes 4-6 weeks. You have a big role to play in determining how quickly NextConcierge is completed. You will be gathering, preparing and sending us your agency information. Once we have this data, we take over. If we have questions, we’ll contact you and hopefully can quickly get those questions resolved. You, of course, have the final say as to when the NextConcierge process is completed.
Q. Who decides when the NextConcierge process is completed?
You do. The NextConcierge process continues until you sign-off that’s it’s finished or accept our work. You’ll have a full week to review our work. If there’s something wrong, let us know and we’ll do our best to fix it. You’ll have another three business days to confirm that we did. (together these are the “Review Periods”).
When you are satisfied your data is in the system, you’ll sign-off on our work and the NextConcierge process will be complete. The NextConcierge process will be deemed complete if we do not hear from you with the “Review Periods”.
Q. What if we disagree about whether the NextConcierge process is complete?
In the unlikely event of a dispute over whether we have successfully completed the NextConcierge process, you and we agree to work in good faith to reach a mutually amendable solution. In the unlikely event we reach an impasse, we may: stop further onboarding of your data; delete previously on-boarded data from our servers; return to you any physical material you provided to us; and terminate your NextAgency subscription. You will owe no additional fees, but will not receive a refund of any fees paid prior to this termination.
Q. What if I'd like you to onboard additional information after the NextConcierge process ends?
Once you sign-off on our work, the NextConcierge process ends. If you’d later like help in importing data into NextBroker we’re happy to work with you. The cost of this service is $75 per hour.
Roles and Permission
Q. User roles within NextAgency clearly matters. Why?
To protect sensitive information and allow users to focus on what data they need to see, NextAgency provides you and your clients the ability to restrict who sees what inside NextBroker and NextAgency. In NextBroker, users are either: Administrative Brokers; Writing Brokers; Broker Support, or Agency Support reps. Your agency must purchase a license for each type of user (Please see the Pricing FAQs for details).
Q. Who are Writing Brokers?
Writing Brokers are brokers signing up under an agency set-up by an Administrative Broker. Their name appears on all communications with their clients and on their clients’ NextHR portal. At its simplest, people in your agency writing business in their own name are Writing Brokers. Writing Brokers have access only to the data their Admin Broker permits, which by default is just the Writing Broker’s own data. While Writing Brokers can invite support staff onto the platform, a Writing Broker’s support staff can only access data their Writing Broker can access.
Q. Support Staff - Who are they?
Support Staff have the same access as the Writing Broker or Administrative Broker with which they’re associated. However, Support Staff’s name and contact information do not appear in your client’s NextHR portal nor do they appear on forms. In addition, Support Staff cannot add or modify NextBroker users.
Q. Who are Administrative Brokers?
Administrative Brokers are the power users in your agency. They assign roles, can add and terminate users and have access to all your agency’s NextAgency data. The first person in your agency to sign-up with NextAgency is given Administrative Broker status (this status can be changed later). This individual invites others onto the NextAgency platform. Administrative Brokers can assign others in the agency as Writing Brokers, Support Staff or even as other Administrative Brokers.
Be careful in assigning the Administrative Broker role, Writing Brokers have access only to the data of clients assigned to them, Administrative Brokers have access to all information associated with all clients.
Q. Who assigns roles in my agency?
Administrative Brokers have the authority to invite Writing Brokers, Sales Support and other Administrative Brokers onto your agency’s NextAgency account. Writing Brokers can invite Sales Support users onto the platform. Sales Support users cannot assign roles.
Q. How do I assign a role?
- Log onto NextBroker and click on the down arrow next to your name in the header. Select “Account Settings” from the drop down menu.
- Scroll down to the “User Management” section (the third section on the right) and click on the “View/Edit Authorized Users” link.
- Click on the “ADD AN AUTHORIZED USER” button.
- Select the appropriate role from the drop down menu.
To change a current user’s role, simply click the pencil in the Actions column next to the user’s name.
Q. How do you protect data from hackers?
We can’t guarantee that information during electronic or email transmission or digital storage mechanism can never be hacked, but we take our responsibility to protect the data you and your clients entrust to us very seriously. When you or your clients enter sensitive information (such as sign-in credentials) our security protocols kick in. We adhere to among the highest available encryption standards, 256-bit SSL encryption. Data is transferred with high-grade TLS and multi-layered encryption at rest with AES-128. Encryption keys are stored separately from your data. Our employee’s access to sensitive data requires multiple authentications and is restricted to a limited number of authorized personnel performing specific tasks for our customers. When our personnel do not need access to critical data the information is either fully-or-partially redacted. For example, customer service reps will be presented with only the last four digits of an employee’s social security number whenever feasible.
Q. Is NextAgency HIPAA compliant?
Yes. As part of the sign-up process you and your clients will sign a business associate agreement with us. We then limit access to unencrypted versions of this information to only those needing such access. Of course, our ability to protect PHI is limited to protecting the information on our service. Once it is transferred or made available to you, your agency, your clients or authorized third-parties you or they are responsible for protecting your clients’ PHI.
Q. Who owns my client data?
You and your client do, not us. You give us permission to use the data to provide services, but you retain all ownership of it.
Q. What can NextAgency use client data for?
We use the data to make NextAgency useful to you and your clients. We allow those users with appropriate permission to view client data, print reports and the like.
Q. Will you communicate directly with my clients?
We will not send marketing messages to your clients without your permission. The only direct communication we have with your clients concerns the NextAgency platform. For example, we’ll provide them with information they need to use of the platform, let them know when maintenance is being done, and make them aware of NextAgency enhancements.
Q. Can NextAgency personnel access financial information of my client’s employees?
Q. Can I access the financial data of my clients and their employees?
No, unless they explicitly give you this access. Information your clients enter into NextHR such as their employee’s banking information is private. We know some of our competitors allow you and your staff to access this information, but we think this creates a serious liability for you. In the event of a data breach at your office you’ll need to justify the need for you and your staff to access your clients’ sensitive data. The authorities may not look kindly on your privacy practices if your clients don’t know you have access to this kind of information. That’s why we allow your clients to provide you access (by creating an account for you on their NextHR installation), but they have to make the decision to do so.
Q. What encryption does NextAgency use?
We encrypt user’s data—from login to logout—with one of the highest encryption standards available, including 256-bit SSL encryption (the same technology that banks use to keep your account information safe). Our in-house security team regularly reviews every security aspect of NextAgency. We also keep a real-time audit log of all data access and changes made by administrators, employers, brokers’ employees and our automated system. We also use outside parties to test our security and report to us any vulnerabilities they discover. We act quickly to address their findings.