Author: Shelly Werfelmann, Vertafore AMS360 Agency Consultant at Kite Technology Group │ NetVU Silver Partner
Welcoming a new employee into your agency is more than a paperwork exercise. It is the moment you begin shaping their long-term success. A strong onboarding experience builds confidence, sets expectations, and helps new hires feel connected to their team from day one. With the remote and hybrid work environments present in today’s workplace, those first impressions matter more than ever. Without an intentional structure, new employees can easily feel uncertain or disconnected, unsure of who to contact or how to get started.
A thoughtful, well-defined AMS360 onboarding process ensures that your new hire is supported from the start. It minimizes interruptions, keeps training on track, and gives employees the clarity they need to become productive contributors more quickly. This is especially valuable for employees who are new to AMS360 or transitioning from a different agency environment, where workflows, standards, and expectations may vary.
Below are the key elements of a seamless and effective onboarding experience.
Establish a Strong Foundation with Accurate AMS360 Setup
A successful onboarding journey begins with an accurate and complete setup in AMS360. This foundational work prevents delays, login issues, and workflow interruptions during training.
A complete AMS360 setup includes:
• Entering the employee’s name with correct spelling
• Verifying their email address on file
• Selecting the appropriate employee Type, such as Executive or Rep
• Marking Memo Commission if the employee is a producer on a draw
• Setting the correct Time Zone
• Indicating Licensed Agent status when applicable
• Assigning the correct Business Unit and Security Group
• Establishing login access times and creating a secure password
• Entering the correct commission structure, including effective dates
• Adding the employee’s signature for eForms
Completing these steps upfront reduces friction later and allows your training team to focus on skills rather than system corrections. Many onboarding challenges that surface during training can often be traced back to incomplete or inaccurate setup.
Provide Hands-On Training, Resources, and Support
Once AMS360 access is in place, employees need training and support to learn your agency’s systems and workflows. A structured approach allows new hires to absorb information at a manageable pace, helping their confidence to blossom.
Essential training and onboarding resources include:
• Clear agency workflows and procedures, supported by easily accessible reference links
• Assignment of a department buddy, not as a trainer but as a go to for everyday questions
• Providing carrier login credentials for commonly used insurance companies
• Personal introductions to producers, team members, and key contacts.
Together, these resources help new employees feel connected and informed, while extending their learning and support beyond formal training.
Use Quality Checks to Support Steady Progress
Regular check-ins help ensure new employees are absorbing training and applying workflows correctly. This phased approach not only provides clear structure, but also keeps the focus on support, not micromanagement.
A simple check-in timeline might include:
• Week 1: Daily process and workflow reviews
• Month 1: Weekly reviews (if week-one progress is solid)
• Month 2: Monthly reviews (if weekly performance is steady)
• Month 3: Transition to your agency’s normal audit cadence
If standards are not met at any stage, targeted and supportive training to close knowledge gaps is strongly recommended and often resolves issues quickly. These checkpoints reinforce consistency and help employees feel supported rather than overwhelmed.
Encourage Feedback and Open Communication
Onboarding is not a one-way process. Encouraging feedback helps refine your approach while reinforcing that the employee feels heard and that their experience matters. It also creates opportunities to explain why specific workflows exist, which is essential for promoting consistency and compliance.
Encourage employees to ask questions. For instance, they may want to know what aworkflow is and why it exists. Many new hires come from agencies with different processes and standards, and without context, they may not realize the importance of following your specific procedures. When employees understand the purpose behind each step, they become more invested and are more likely to follow workflows accurately and consistently.
Building Confidence, Culture, and Long-Term Success
A clear and connected onboarding process sets the tone for an employee’s entire experience at your agency. When new hires feel welcomed, equipped, and supported, they become confident contributors more quickly.
A well-planned AMS360 onboarding process is an investment that supports consistency, confidence, and long-term retention, while also contributing to a strong agency culture. For agencies that want additional support, Kite Technology Group provides AMS360 Consulting and Training Services to help refine onboarding processes, optimize workflows, and set new users up for success.
Reach out to the KiteTech team for your complimentary consultation!