Quick Start Guide
Congratulations on becoming a part of the iFastrack Team!
This guide is to help you get started with entering your data for tracking. Follow the order listed to get the most out of your software.
First Time Logging In
Once you have had a chance to wander around iFastrack to get a feel for where things are, you will want to start by entering in your company information. This is located in the System Maintenance Menu as "Company Levels". In this list, select the edit icon (a small icon on the very left, that looks like a pencil).
This information is used for your correspondence. eg; Address information that gets filled in on the Non-Compliance, vendors and document letters.
You will also want to review the company defaults located on the Defaults Tab. These are for controlling your non-compliance letters and contains the default Subject and Body used when emailing is used.
Update user account with the correct information. Enter the email address you want to use on correspondence, this address is used for different features in the software. This is done in the "Users" function with-in the System Maintenance Menu.
You can add any additional users when you are ready for them.
Create Insurance Requirement Categories
From the Data Maintenance menu, select Insurance Requirements to add your requirements for the COI's. This will be the policy types and their minimum values that you require along with any Additional Terms.
The policies, their limit values and Additional Terms will control the tracking of the COI's assigned to them.
Any non-compliance issues found will automatically add a non-compliance letter in the To-Be-Printed queue or better known as "Manage Non-Compliancy Letters" located in the Letters menu option.
Vendor/Certificate Support Data
Enter in the support data for Groups, Services and Brokers/Agents located in the Data Maintenance. These will be used in both the Vendors and Certificate records. They help in categorizing and managing your certificates and give you additional filters for your data.
Add or Import Carrier Ratings (optional)
Carrier Ratings give you an extra layer of tracking your COI's. It not only gives you an additional decision making tool but it lets you require higher rated carriers from your vendors (named insureds). If enabled, a non-compliance letter will be queued if the certificate has policies with carriers not meeting you minimum requirements.
Carriers can be imported from your A & M Best ratings subscription (provided by A & M Best Corp) or can be manually entered.
Vendors, Certificates and Documents
You are now ready to begin entering in you primary data. Enter (or import) your vendor than the certificates and documents. Both Certificates and documents can be maintained with-in their individual search screens once they have been entered. This makes moving around and finding data faster. You have the added option of importing Vendor and Certificate data from the System Utilities-->Import Data menu.
There are videos available in the software that will walk you through in more detail regarding data entry and certificate tracking.
Non-Compliancy Letter Templates
You will want to customize the non-compliancy letters located in the Letters menu, to fit your company needs including adding your company logo or adjusting them to fit your company letter-head. You can make as many custom letters as you need. For example escalation letters for vendors who have not responded to your default letter.
See the videos for both explaining the letter system and for add/editing letter templates from links available in the software.
Printing Non-Compliance Letters
With your data in and your letter templates prepared, you are ready to begin sending your non-compliance letters. Letters can be sent by either traditional printing and mailing or via email (available in Corporate and Professional Editions only). To email letters, be sure you have configured the SMTP settings in the Setup Wizard and added the email address and setting "Send Via" to Email located in the vendor record.
Additional letters can be cc'd as needed by adding cc records (available in the Data Maintenance) and selecting them in the COI record. See video for more detail.
You can print reports at any time using the report system located in the Reports menu. You have 3 levels of reports, List, Summary and Detail for vendor/coi's and documents. Detail information like policy level information are usually located in the detail reports.
If you have an edition that supports the Report Scheduler, you can configure any report to be automatically sent to who will need it at what interval they need from the "Auto Report Scheduler" located in the Reports menu.
User Start Page
The user has the ability to select what screen they want to start from when they login or when they click on the Home button. A quick selection link is available on the primary list screens and from the Statistics Report and Dashboard.