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AI agent for insurance agency managers

Agency Staff Production and Service Capacity Agent

Keep the workload per account manager within capacity so response times stay on target

DecisionsManagementInsuranceOperations
See how it worksGet access
Agency Staff Production and Service Capacity Agent: what goes in, what the agent does and what you get

What it does

One account manager drowns in renewals and certificate requests while another has quiet weeks, and the manager only notices when a client complains. This agent measures load every week. It counts policies, open tasks, renewals due in 60 days and service requests per person, then compares each with that person's capacity, which accounts for part-time hours and leave. It flags anyone above the limit and finds who has room. It proposes specific reassignments, such as moving 12 small commercial accounts from Dana to Marcus, and then checks the following week whether response times and overdue tasks improved. The manager approves every change and decides what staff are told. Edge case: a person on leave next month. The agent lowers their capacity before the renewal peak.

How it works

Follow the arrows from top to bottom. The orange dashed arrow is the loop: when a check fails, the agent goes back and tries again.

Start and resultWhat it doesA check on its own workWaits for your OKGoes back and retries
Yes, continueApprovedYes, continueNoNo 1 STARTS WHEN Weekly capacity review starts 2 USES A TOOL Pull policies, tasks, renewals and requests perperson 3 DOES Convert each person's work into weighted loadagainst available hours 4 CHECKS THE RESULT Is anyone above 110 percent of capacity? If not: If no one is over, check next month's renewalpeak and rerun with that data. Back to step 3. 5 DOES Find colleagues with room and similar account types 6 DOES Propose specific account moves with the load beforeand after 7 YOU APPROVE Manager approves reassignments 8 USES A TOOL Update owner assignments and notify staff 9 CHECKS THE RESULT Did overdue tasks and response times improve nextweek? If not: Propose a different split or flag a need forextra help. Back to step 5. 10 RESULT Capacity report and updated assignments
Read the steps as a list
  1. Weekly capacity review starts
  2. Pull policies, tasks, renewals and requests per person
  3. Convert each person's work into weighted load against available hours
  4. Is anyone above 110 percent of capacity?If not: If no one is over, check next month's renewal peak and rerun with that data. Back to step 3.
  5. Find colleagues with room and similar account types
  6. Propose specific account moves with the load before and after
  7. Manager approves reassignmentsThe agent waits here for your OK.
  8. Update owner assignments and notify staff
  9. Did overdue tasks and response times improve next week?If not: Propose a different split or flag a need for extra help. Back to step 5.
  10. Capacity report and updated assignments

How it decides

It measures load as weighted work units divided by available hours. It moves accounts only when it improves the least balanced pair without overloading the receiver.

  • Load above 110 percent of capacity triggers a proposal
  • A person with a renewal peak in 30 days counts at 120 percent weight on renewals
  • Do not move an account the client has asked to keep with the same person
  • Response time over 2 business days counts as a service problem

Make it yours

Every agent is a starting point. You choose these settings for your own situation.

  • Capacity limit (default 110 percent)
  • Work unit weights per task type
  • How far ahead to look for renewal peaks (default 30 days)
  • Review day and time
  • Accounts that must stay with one person

What keeps you in control

It always asks you first

  • Manager approves every reassignment
  • Manager approves telling clients about a new contact

Hard limits

  • Never reassigns accounts without approval
  • Does not rank staff by performance, only by load

It stops when

  • Done: all staff within capacity and service times met
  • Stop: all staff are over capacity, report a staffing need to the manager

Set it up

We guide you through the set-up, step by step

Members get the full set-up guide for this agent. No technical skills needed: you copy, paste and upload.

10 minto set it up in your AI
5 AIsChatGPT, Claude, Copilot, Gemini, Grok
  • One set of instructions to paste into your AI, with the clicks for ChatGPT, Claude, Microsoft 365 Copilot, Gemini and Grok
  • The agent then walks you through connecting your own data, one source at a time
  • A downloadable copy with the flow chart, the rules and the full guide
Get access to this agent

An example run

What happensDana carries 410 policies and 24 overdue tasks, 128 percent of capacity. Marcus is at 74 percent. The agent proposes moving 12 small commercial accounts to Marcus. The manager approves 10 and keeps 2 with Dana at the client's request. A week later Dana is at 111 percent, so the agent proposes 4 more moves.

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