How to initiate an Automated Broker Transfer

A Broker Transfer allows an existing Client to move securely from one Broker Agency to another within the FormFire system. FormFire offers 2 transfer options:

1. Where a Broker starts the transfer through the Automated Broker Transfer option
2. Where the authorized representative at a Client completes the online Broker Transfer form

This article will discuss how you as the Broker can start a transfer through the Automated Broker Transfer option. This option is subjected to a mandatory five business day waiting period to complete, unless expedited by the outgoing Broker. 

Select any of the links below to view a specific topic in this article:

• Broker Transfer notifications for Brokers to turn on
• How to start the Automated Broker Transfer
• Notification sent to the outgoing Broker
• Broker Transfer notifications for HR Managers to turn on
• Confirmation email sent to the authorized representative
• Important pages to review for a new Client

Broker Transfer notifications to turn on

FormFire recommends that all Brokers turn on specific notifications related to Broker Transfers from within their FormFire accounts. This ensures that any transfer related activity is sent out to the correct parties in a timely manner. 

To access your notifications, select your name on the top right-hand side of the screen. Then, select Account Setup.

Under Transfers, ensure that the following notifications are checked on:

• A client transfers to a different broker: This informs the outgoing Broker if a Client is leaving their book of business in FormFire. This includes the Expedite link that can be selected if the outgoing Broker wants to waive the mandatory waiting period.
• A client transfers to my brokerage: This informs the new Broker that a Client will be moving to their Agency after the mandatory waiting period has ended. It also states that the authorized representative at the Client must select the Confirm Transfer link for the transfer to be complete. 
• My company's broker transfer is cancelled: This informs both the outgoing and the new Brokers that a Broker Transfer has either been cancelled or has expired due to the fact that the authorized representative didn't select the Confirm Transfer link to confirm the transfer. 
• My company's broker transfer is complete: This informs both the outgoing and the new Brokers that a Broker Transfer is complete, and the Client has been moved to a new Agency. 

If any of these notifications are turned off (meaning there isn't a checkmark listed), then FormFire cannot send notifications to a Broker when these actions occur!

How to start the Automated Broker Transfer

When a Broker uses the Automated Broker Transfer option, the Broker will need to initiate the transfer from within their FormFire account. Then, the authorized representative at the Client must confirm the transfer request via email. This automated process takes up to five business days to complete, unless expedited by the outgoing Broker. As the new Broker, you can initiate the transfer by following these steps.

First, as the new Broker, log into your FormFire account. From the top of your Client Dashboard, select Transfer Client.

Next, enter either the Tax ID Number that was added for this Client in FormFire or the Employer Code that's associated with the Client in FormFire

Once you entered one of the items listed above, select Initiate Client Transfer.

Then, you'll be prompted to confirm the name of the Client, contact name and email are correct. If so, select Yes to proceed. 

However, if the contact information shown is not correct, or you receive a message that there aren't any Employees listed in the Client, then you must have the authorized representative at the Client fill out the online Broker Transfer form.

Once the transfer process starts, FormFire sends out notifications to the following individuals:

• Notice of Transfer email to the outgoing Broker, informing them this Client will be leaving their book of business in FormFire. This notice also contains the ability for the outgoing Broker to bypass the mandatory waiting period in order for the new Broker Agency to gain access to the Client.
• Confirmation email to the authorized representative listed in the pop up message for the Client, giving them instructions on how to confirm the transfer – The transfer will expire if the authorized representative does not confirm the transfer!
• Notice of Transfer email to you as the new Broker, stating that this Client will be moving into your book of business after confirmed by the authorized representative at the Client.

Notification sent to the outgoing Broker

Once approved, the transfer will be completed in five business days. This mandatory waiting period, applied only to transfers completed through the Automated Broker Transfer option, provides all parties (the outgoing Broker, the authorized representative at the Client and you as the new Broker) with enough time to confirm or expedite the transfer as well as protecting the information of both the Client and Employees.

Although we understand requesting Brokers may want immediate action, this waiting period cannot be bypassed unless the outgoing Broker expedites the transfer by selecting the associated link in the email notification as shown below.

If the outgoing Broker doesn't need time to tie up any loose ends, they can select the Expedite button, which gives the option to expedite or decline. ​If expedited, the transfer is effective immediately after the authorized representative at the Client has selected the Confirm Transfer link.

Broker Transfer notifications for HR Managers to turn on

There are a few notifications related to Broker Transfers that HR Managers can turn on within their FormFire accounts. This ensures that any transfer related activity is sent out to the correct parties in a timely manner. 

To access notifications, HR Managers will need to be logged into their accounts. Then, select Account Settings.

Under Email Notifications Preferences, ensure that HR Managers have the following notifications checked on:

• My company transfers to a new broker: This informs the HR Manager that a Broker Transfer was processed. This does NOT include the Confirmation link. FormFire states in this notification that a Confirmation email will be sent separately and included is the email address that the Confirmation email was sent.
• My company's broker transfer is cancelled: This informs the HR Manager that the transfer has either been cancelled or has expired due to the fact that the authorized representative didn't select the Confirm Transfer link to confirm the transfer. 
• My company's broker transfer is complete: This informs the HR Manager that a Broker Transfer is complete, and the company has been moved to a new Agency. 

If any of these notifications are turned off (meaning there isn't a checkmark listed) then FormFire cannot send notifications to an HR Manager when these actions occur!

Confirmation email sent to the authorized representative

It's very important to note that a Broker Transfer WON'T transfer if the authorized representative doesn't select the Confirm Transfer link. This link is contained within the Confirmation email that is automatically sent directly to the person listed as the authorized representative within FormFire. 

Important pages to review for a new Client

Once the Client is in your book of business, FormFire recommends reviewing the following pages to ensure all information is up to date and accurate for the work you’ll be doing for this Client:

• Client Details: Make sure that the Employer Information, workflow dates and coverage lines are correct and current. Also, add yourself as Team Member 1 in Broker Set up. You’ll need to select Save for any changes or updates you make to take effect.
• Employee List: Review the list of Employees and create placeholder accounts if there are any new hires.
• Manage Forms: See what Carrier forms were assigned from the last time the Client used FormFire and update or add for the Carriers that you’ll be quoting or enrolling the Client in.
• Manage Plans: See what plans were already assigned to the Client and make the necessary changes.
• Manage Documents: See what items were added to this area. Then, add or request documents that you need for this Client.

After this review and after you’ve updated your new Client, you can then welcome the Employees and the authorized representative back into FormFire through Employer Communications.