Shared Book gives selected agents access to the books of other agents who are in Shared Book. The Shared Book feature makes it easy for agents in your agency to access each other's clients and leads.

This can be useful if your agency has a call center model, or has captive agents, or just wants to let agents occasionally help each other's clients.

As an Agency Admin, you can select which agents you want in your Shared Book. For example, you may want to add only your call center agents, or you may want to add your entire downline. To select Shared Book agents, just go to the Agency page and check the boxes under the "Shared Book" column.

Agents who you add to Shared Book will get these updated capabilities:

Agents added to Shared Book will see not only their own clients and leads, but the clients and leads of all other agents who've been added to Shared Book when they have the toggle set to 'Shared' like the image below. They can work these clients and leads exactly as if they were their own – change plans, edit the application, upload payment or documents, etc.

They will also have a filter to see only their own clients:

Note: the first time you try to view an application for a client that isn't your own, you'll be asked to attest to having that client's permission.

Note: when we refer to an agent's "own" client, that refers to those applications originally created by the agent. By "originally created" the application, we mean: brought that copy of that application into the HealthSherpa system (either by writing it new or by claiming it from the Marketplace). On each Client Profile page, you'll be able to see who this Original Agent is. Note that the Original Agent is not the same as the "Agent of Record. Agent of Record just notes which NPN is on the application

Agents who are helping another agent's client may want to submit updated applications without changing the NPN. For Shared Book agents, if the NPN on the application is from another agent in their agency, they'll be able to keep that NPN. Note: Shared Book enrollments in North Carolina may only be submitted using the writing agent’s NPN.

For example, let's say Jose and Maria are agents in the same agency, both using Shared Book. Maria submits a new application for her new client David, with her NPN. Later, David calls in to make an income change, and Jose answers. As Jose is submitting the application with updated income, he'll have the option to keep Maria's NPN on the application, like this:

Note: if you've added any NPN Overrides, you'll also see those NPNs in this list. Enrollments in North Carolina may only be submitted using the writing agent’s NPN.

At the bottom of every Client Profile or Lead Profile, there's a section where you can add notes. When you're in a Shared Book, with various agents working the same clients, this can be a great way to record what each agent has done for the client.

Please note that when you attempt to access a client's application in which you are not the original agent, you'll be prompted with a screen that requires you attest to having the consumer's consent before allowing you access to the application.

If you decide to remove an agent from your Shared Book, their account will go back to being a regular account where they only see their own clients and leads. They'll also get an email notification on their dashboard letting them know that's happened.

As the Agency Admin, you can join the Shared Book just by selecting yourself on the Shared Book list.

Referrals work in the same way – if the agent submitting an application for a carrier they've set to refer, they'll get credited for the referral.

When you add or remove an agent from Shared Book, we'll send them an email notification to alert them.

Agents will only be able to export their own clients, not the entire Shared Book.

The Agency Admin(s) always have the ability to export across the entire agency, from their Agency tab.

If the Agency Admin has removed the ability for downline agents to export, that will still apply in a Shared Book scenario.

The Full Book feature is similar to the Shared Book feature in that it lets your agents access each other's books. Here's the difference:

For example, let's say your agency has 26 agents, let's call them agents A through Z. If you give Shared Book access to Agents A, B, and C, they'll all see Clients & Leads from Agents A, B, and C. If you give Full Book access to Agents A, B, and C, they'll all see Clients & Leads from Agents A through Z.

No, they'll have to be in one or the other.

Have questions? Contact our Agent Support Team at (888) 684-1373 or agent_support@healthsherpa.com.

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