EZLynx is one of the easiest management systems I have used. I’m not saying it’s perfect — I haven’t found a perfect system yet. However, it encompasses a lot of features, and the system has been growing and not showing signs of slowing down.

EZLynx’s feature of having the personal lines rating system integrated within the management system is very helpful. That means fewer keystrokes for personal lines quoting. Plus, developers have been building out and working on enhancing the commercial quoting and tracking.

I won’t get into all the features and benefits of EZLynx. However, I will highlight a couple of features that everyone may not know about or know how to use.

Getting Used to EZLynx? Implement These 3 Features

1. Create checklists within the task workspace. One useful feature is the ability to create checklists within the task workspace and to attach workflows to individual clients. You can create checklists to ensure certain things are done all the time. If you want to build on that, you can create a manual workflow for certain functions as well. For example, we have checklists for new business, renewals, rewrites and more. This creates consistency throughout an agency. Checklist management can be found under activity settings. You can create as many as you want. Then, you can attach that checklist to a task. The user can check off the items as they are completed. You can also add to the checklist within your task if necessary. This accommodates those situations that don’t come up as often but eliminates the need to create a brand-new task. You can also remove items that may not apply to that particular task. Don’t worry; if someone removes an item, the system does document that it was removed and by whom. I like this feature because you can see if someone is just taking something off the list and not doing it.  For step-by-step instructions on creating checklists, you can visit the EZLynx Activity Settings Video.

2. Create manual workflows in conjunction with checklists. If you have other actions you want to go along with a particular task, you can create a manual workflow. Note that the manual workflow doesn’t require the use of the checklist. It’s used for those one-off things that just don’t fit in the automation world, but you tend to do them repetitively. Again, this creates continuity in the system. Perhaps you want to follow specific steps when you write a new Safeco auto policy. You can create a workflow to create a specific note or task, then send an email with instructions on their app or share documents to their client file. It’s up to you how you design it. You create the manual workflows under the automation center section under settings.  You can find step by step instructions in the EZLynx How to Create Workflows Video.  To initiate a manual workflow, you click on the little icon that stays in the upper right corner of your screen next to the notification bell.  You can find an instructional video in using manual workflows in the EZLynx Workflow Icon and Manual Workflows Video. 

3. Create departments. This lesser-known feature can be used for reporting purposes or to assign users and create shared tasks. For example, you have specific metrics you’d like your policies to be reported on. For instance, you would like to easily identify all of your motorcycle and ATV policies, but the line of business downloads as autos. You can create a group called “recreational vehicles.” Or maybe you want to classify types of businesses you have insured. You could create a department for “mechanic shops with car washes.” The point is you can make them whatever you want. To create your departments, go under the settings cog and click on manage departments. You can find step by step instructions in the EZLynx Manage Departments and Lines of Business Video.

Another benefit of creating departments is you can assign your users to a department. When you assign users to a department, that department now becomes available to assign tasks. This enables users to share tasks if you have certain types of assignments that a group of people is working on, rather than assigning them to a specific person. Maybe you have a customer service team, and you’d really like them to work from something that is more like a queue. This feature helps you accomplish that.

To assign users to departments, you go to the activity settings which is the same place you manage labels and checklists as outlined in the EZlynx Manage Departments and Lines of Business Video. You only need to assign users to departments that you want to make available for task assignments. If you are just using the department to help with reporting, there is no need to add users to that department.

Customize Features for Your Agency

I am always finding a new way to use features within the system. A benefit is that a lot of the features are customizable. No two shops operate the same, so cookie cutter systems do not work. Being able to make your system work for you is important.

For more tips and tools, view ACN’s learning center, and watch the webinar: EZLynx: Best Practices for Commercial Workflows - Part 1. Webinars are free for members. Check out ACN’s wide range of education resources, and become a member today.