HawkSoft AMS Data Best Practices

This article provides some simple best practices on how to update clients, carriers and policies in GloveBox from your HawkSoft console.

HawkSoft is a powerful agency management system, and GloveBox makes some basic assumptions about how you document policyholder contacts in order to accommodate the widest range of agencies.

Policyholders


    • The HawkSoft API bundles a policyholder’s data inside a “Client” representing a policyholder account. This "Client" contains lists of Policies held by that account, Personal Profiles detailing people associated with the policyholder account, and Business Profiles detailing associated businesses.
    • Each Personal Profile contains an array of Contacts, which are single emails or phone numbers.
    • Since each Client is typically associated with several Personal Profiles, GloveBox needs to choose which Personal Profile represents the policyholder or primary insured person.
      • GloveBox does this by looking at the fields “Is Main Contact” & “Relationship” on the Personal Profile.
      • If GloveBox finds a unique Personal Profile where “Main Contact” is checked or flagged as True, we treat this Personal Profile as the policyholder. Otherwise, GloveBox tries to find a unique Personal Profile where “Relationship” = “Insured.” If no Personal Profiles are flagged in either way, we treat the first Personal Profile in the list as the policyholder.
    • Once we’ve identified the policyholder’s Personal Profile, we extract their email & phone from the associated Contacts. If a “Home Email” is listed, we’ll use that; if not, we use “Work Email." Finally, we’ll use any other email available. Likewise, we try to locate “Cell Phone” first, then “Home Phone,” otherwise “Work Phone” or other phone.
    • If you want a specific person to show in GloveBox as the policyholder for a policy, please flag that Personal Profile as “Main Contact” and “Relationship” = “Insured.” This will enable GloveBox to accurately represent your AMS data.
      • If you want a specific email for that person to appear in GloveBox, please document that email as “Home Email.” Likewise, if you want a specific phone to appear in GloveBox, please document that phone as “Cell Phone.”

    Other best practices

    • HawkSoft allows agencies to enter custom text for Carrier & Title (policy type) fields.
      • Many of our agencies have agency-specific conventions for documenting data in these fields (e.g., writing “AB”/”DB” for billing type after the carrier name, or writing notes in the carrier name field). While these can be powerful practices for your agency, they can interfere with GloveBox accurately mapping your carrier or policy data into our system.
        • GloveBox needs to map each individual carrier name & policy type name into our standardized system, so we can route your policyholders to the appropriate carrier website & display the correct policy type information.
          • This process involves manual work on our end, and sometimes complicated agency conventions in the Carrier or Title field can slow down this mapping process & result in delayed import on some of your policies.
      • The freeform text Carrier & Title fields can also result in typos. We sometimes see agencies list the same carrier in different ways due to typing errors, e.g. “Progressive Insurance” vs. “Progressive Insruance.” This also can delay our mapping process.
    • GloveBox can map any carrier or policy type you provide us, but we encourage you to use simple & direct names for carriers and policy types. e.g., ”Progressive” instead of “Progressive - DB - 869017 - John.”
      • GloveBox cannot parse your carrier or policy type names for additional data. e.g., Writing “DB” vs. “AB” in the Carrier field will not affect whether GloveBox treats these policies as agency-bill or direct-bill.
    • We also strongly encourage you to check for typos and misspellings in your Carrier & Title field so we can ensure your data is as accurate as possible.


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