How-to: Clients & deals pipeline

Manage the people you serve and the transactions you're working — every client and deal tied to real properties and insurability data, so nothing slips.

Who this is for: Agents, brokers, and lenders on a paid plan. Where: your Dashboard — clients live in the Clients section and deals in the pipeline (the old /clients link redirects here). Client management starts at the Individual tier; the Deals pipeline is a Professional-tier feature.

Clients (CRM)

Add a client

1. Open your Dashboard and go to the Clients section.
2. Click Add client. Fill the form — or paste a contact and let the AI parse it

into structured fields.

Every client is a single row in the Clients section, and each row shows, at a glance, the properties that client is tied to: their current home, how many properties you've researched for them, how many of those you've generated a Record for, and how many searches you've run on their behalf.

Read your roster by what's at stake

The Clients section is ordered by urgency, not alphabetically — whoever needs you most is at the top. Each row can carry a short flag explaining why:

Under the name you'll also see the numbers that matter: when they renew and with whom, their open pipeline, any open quotes, and when you last touched the record.

What the market did comes first

Those four flags are all about you — your deals, your quotes, your renewals, how long since you last called. None of them knows anything about what the market has been doing to the houses your clients are in. So the roster now reads that too.

When one of the always-on agents finds something on a property tied to a client — a carrier stops writing there, a renewal is worth shopping, a change would cut the premium — that client carries a market chip and moves to the top of your roster, ahead of your own backlog. That ordering is deliberate: a carrier leaving a ZIP has a deadline you do not control, and a deal that has gone quiet does not.

Each chip carries the figure alongside it — points off the property's CoverGuard Score, or dollars a year — and an arrow showing which way it points: down for something that needs attention, up for an opportunity, a dash for information only. Hovering adds the words, the property it happened to, and when. You never have to read the colour to know which it is.

When a client carries more than one, the chip shows the one that moved them up the list — not simply the biggest number — so the reason you are looking at a row is the reason it is where it is. The rest are behind the "+N more" count.

The chip is a link, and it goes to the finding itself — the agent's own words about what happened, on the date it happened, with a way through to that property's Record. Not a summary of it: the actual finding that put the client where it is in your list.

Four things worth knowing about the order:

• A quiet market changes nothing. If nothing has happened to your book, the roster

is ordered exactly as it always was — by your own signals, not alphabetically.

• Only bad news moves a client up. A savings opportunity is shown with its figure

and is worth acting on, but it does not push anyone to the top: it has no deadline, and it will still be there next week. What jumps the queue is the market moving against a client — because that is what you cannot wait on. For the same reason a client whose only market signal is an opportunity does not appear under Needs attention; a client the market moved against does, even when nothing in your own pipeline flagged them.

• Small things do not jump the queue either. A finding worth a dollar or two is

shown but does not reorder anything, so a trivial note can never bury an overdue renewal.

• "No change" is a real answer. If the market moved and the property's score did

not, you will see that said plainly — it is worth knowing and not worth acting on.

One thing to do about it, on the same row

A chip tells you what happened. Beside it is one button telling you what to do — and which one you get is decided by the event itself, not by a menu:

One button, never a row of them, and it lands on the part of the property's record where that work is actually done rather than at the top of the page.

Two things it deliberately does not do. A carrier note that moved the score by nothing gets no button — it is worth knowing and there is nothing to act on, and a button would be us inventing urgency the finding does not carry. And if we cannot resolve which property an event happened to, you get the chip and no button: a link that goes nowhere useful is worse than no link, so you will never be sent somewhere on a guess.

Recoverable — what the whole book could save

Above the roster, alongside your client and deal counts, is Recoverable: the annual premium across your entire book that could come off, added up from the savings the agents have actually found on your clients' properties.

Read it as an opportunity, not as money booked. It is a modelled figure — what carriers commonly discount for work that has not been done yet — and the tile says so beneath the number every time it shows one.

It tells you three different things, and they are not the same:

• A figure — that much a year is on the table across your book.
• $0 — we looked and found nothing. Your book is either already well placed or the

agents have not had a reason to flag anything.

• A dash — we could not tell. Something did not answer, so rather than show you a

confident zero we say nothing. A zero you cannot trust is worse than an honest blank.

Views. The tabs above the list are saved views with live counts — Needs attention, Renewals, Open quotes, Active, Prospects, All. The list opens on Needs attention when something actually needs you, and on All when your book is clear, so you never land on an empty roster.

Density. The two icons on the right switch between comfortable and compact rows. Compact is built for a large book — it keeps the renewal, pipeline and last-touch line and drops the rest. Your choice follows you between devices.

Bulk changes. Tick the boxes on several clients and set their status in one go. Only the clients you can currently see are affected, so changing view or filter never acts on a row you can't see.

See which properties a client is tied to

Open a client and go to the Properties tab for the full picture in one place:

• Current home — the home they live in today (the baseline you record for

comparison), shown up top.

• Researched properties — every property you've saved or searched on their

behalf. Each one is flagged Record generated (with the date) when you've pulled a CoverGuard Record for it, or No Record yet — so it's clear which homes you've actually worked up. Click View Record to open it, or Start a deal to open a pipeline deal already tied to that client and that property.

Search a property for a client

On the client's Properties tab, use Search for {client} to look up a property — by address, city, or ZIP — on that client's behalf. Every search you run there is recorded on the client's record (you'll see a running Recent searches list, and the client's row shows a searches count), so "properties I looked into for this client" becomes real history instead of getting lost in your general search log. Each match shows its risk band; Save it to the client, or Open its full Record.

Need the full experience — map, hazard layers, filters, natural-language search? Click Open full search to launch the search workspace in this client's context: a "Searching for {client}" banner stays up and every search you run stays attributed until you Clear it.

Manage a client

The client detail view also has: their deals, quote requests, current insurance, an AI summary, and a unified activity feed — everything you know about that client in one modal.

Record their current insurance (enables renewal alerts)

On a client, set Current insurance — carrier, premium, and renewal date. This also becomes the client's current home on the Properties tab. The renewal date powers renewal alerts. Clear it anytime.

See what's happened across your book

Your Dashboard now leads with Client activity — the newest saves, deals, quote requests and new clients from across your whole book, each one labelled with the client it belongs to. Click a client's name to open their record, or Open to jump straight to the property or deal it happened on.

Three things make it fast to read:

• What's new since you were last here. The card header shows a count of everything

you haven't seen, each new row is badged New, and an Earlier line marks where new ends and already-seen begins. It follows you between devices, so checking your phone in the morning means your laptop won't re-show the same items as new.

• Filters. Tap Saves, Deals, Quotes or New clients to narrow the

feed instantly.

• Grouping. If you saved five homes for one client, they collapse into a single

"5 properties saved" row you can expand — one busy client never buries the rest.

Your book at a glance

Right below the activity feed, four tiles show the state of your book: active clients, open pipeline, quotes awaiting a carrier, and renewals due in the next 30 days. Click any tile to jump straight to the clients it refers to — the renewals tile opens your roster already filtered to those clients.

If a tile reads "no data yet", we couldn't calculate it right now. It never shows a zero it isn't sure about — a false "0 renewals due" is the one number that could cost you a policy.

Cross-client roll-up

For the full picture, open the Activity Hub from the Client-activity card (or the Clients toolbar) — a cross-client roll-up of every client, their properties, deals, quote requests, and a complete activity feed. Each client row here shows the same current home · researched · Records tie as the dashboard list, so the two agree.

Deals pipeline

Create and move deals

1. Create a Deal, either way round:

• From the property — on a client's Properties tab, click Start a deal on

any researched property. The deal opens with that client and that property already attached, and you land on the client's Deals tab where it now appears.

• From the pipeline — click Add Deal on your dashboard. Pick the client first;

Property (optional) then offers that client's saved properties. (It stays greyed out until you choose a client, because the list is drawn from their saved properties. Changing the client clears a property you'd already picked, so a deal is never filed against a mismatched pair.)

1. Move it through stages as it progresses.
2. When a deal falls out, you must record a fallout reason — this feeds your

fallout stats.

A deal that carries a property shows its address on the deal row, so the pipeline reads as real homes rather than bare titles. Linking is done when you create the deal — an existing deal can't be re-pointed at a different property yet.

Pipeline stats

Pipeline + fallout stats roll up on your dashboard under Manage your book and in analytics, and stalled deals surface in the dashboard's "Do next" strip — the slim triage bar at the top that shows your single most urgent item and pages through the rest with the dots.

How it ties together

A property you save → assign to a client → open a deal on (that's the Start a deal button on the client's Properties tab) → request a quote for → track the quote's status timeline → get alerts on carrier exits/renewals. The whole chain is visible per client and per property, and (for admins) in the unified activity history.

Troubleshooting

• Clients / Deals are locked → paid-tier features (Client management at Individual+,

the Deals pipeline at Professional+). See Billing & plans.

• A saved property isn't on the client → assign it to the client from the property or

the client detail view.

• The Property picker on Add Deal is greyed out → pick a client first. The picker

only offers properties saved to that client, so if it still reads "no saved properties yet", save the property to them (their Properties tab) and try again.

• A deal shows "No linked property" → it was created without one. Linking happens at

creation time, so open a new deal from the property via Start a deal.

• Renewal alerts aren't firing → set the client's renewal date; see

Alerts.

Do this next

Add your first client, then record their current insurance with a renewal date so CoverGuard can start watching it for you.

• Alerts: carrier-exit & renewals — get warned before a policy or carrier lapses
• Requesting a quote — turn a deal into a live quote
• Analytics — see pipeline and fallout performance