Step 1: Locating the Agent Onboarding Form

The platform includes a pre-defined WebForm template called Agent Onboarding Form, which agencies can access and use as a starting point. The agency has the option to create a customized version with a single click and make any necessary adjustments specific to their needs.

To locate this form:

• Go to the WebForms section of the platform.
• Look for the Agent Onboarding Form under the System WebForms.
• Associate the form with the agency account and duplicate it if customizations are needed.

Step 2: Creating and Sharing the Form with New Agents

Once the form is customized or ready for use, the onboarding staff can initiate the process with the following steps:

• Create a Customer Record in the system to represent the new agent.
• In the Customer Details page, navigate to the WebForms section.
• Generate the Agent Onboarding Form and choose to share it with the new agent via email or SMS.

Step 3: Managing Agent Documents and Compliance Requirements

After the agent submits the completed onboarding form, their information and any uploaded documents will be available within the Customer (Agent) record. From there, the agency can manage any additional documentation required:

• Generate custom PDF forms, such as contracts or Non-Disclosure Agreements (NDA), directly from the agent’s record. Refer to Custom PDF Forms for setup and mapping.
• Auto-populate agent details into these documents using custom fields and system fields, simplifying the signing process.
• Send documents for signing through Taino Sign, ensuring all compliance and legal documentation is stored within the agent’s profile. For more details on Taino Sign, see this guide.

Step 4: Customizing Fields and Document Mapping

The onboarding process is adaptable to collect specific data points from agents. By using custom fields, you can capture any information specific to your agency’s needs and incorporate this data into PDF forms.

• Use the System WebForm templates as a foundation and customize fields to align with agency-specific requirements.
• Once agent data is synced into the system, fields can automatically populate into PDF forms for signing and compliance. For instructions on setting up field mappings, see Generating PDF Forms.

Automating the Onboarding Process with Pipelines

To streamline the onboarding experience further, agencies can automate the process using Automated Pipelines. Automation removes the need for manual intervention in repetitive steps, ensuring faster onboarding with minimal errors. Here’s a suggested automated pipeline flow:

Automated Pipeline Workflow

Using automated pipelines, your agency can efficiently manage the entire onboarding journey, from initial data collection to document signing. Here’s a suggested structure for an onboarding pipeline:

1. Initiate the Data Collection WebForm: Set up an automated step to generate the Agent Onboarding Form when a new customer (agent) record is created. This WebForm is shared automatically with the new agent via email or SMS, allowing them to submit all required onboarding information.
2. Automate Record Update and Generate PDF Forms: Upon submission of the WebForm, the pipeline updates the customer/agent record with the collected information. Next, the pipeline automatically generates necessary PDF forms, such as an Agent Contract and Non-Disclosure Agreement (NDA), using predefined templates that auto-populate with agent data. For details on setting up document templates, see Custom PDF Forms and Generating PDF Forms.
3. Send Documents for eSigning: The pipeline then initiates the eSigning process by sending these populated PDF documents to the agent using Taino Sign. This automated step allows agents to easily review and sign documents digitally.
4. Track Signed Documents: As documents are signed and returned, they are automatically stored in the agent’s record, ensuring compliance and easy access to signed documents.
5. Final Review and Task Assignment: Once all signatures are completed, the pipeline sends a notification to the onboarding manager and creates a final task or reminder. This final step allows the manager to verify documents and finalize the onboarding process, ensuring compliance and completeness.

Automating key steps in the onboarding process reduces manual workload, ensures regulatory compliance, and provides a seamless onboarding experience for agents. To get started with pipeline creation, consult our Automated Pipelines Guide. For details on using, enabling, and managing existing pipeline templates, refer to our System Pipeline Templates Guide.

Conclusion

By utilizing Taino Solutions for agent onboarding, agencies can streamline data collection, automate document handling, and maintain compliance with industry standards. From creating and sharing WebForms to managing signed documents, this platform simplifies the onboarding experience for agencies and agents alike.