Why client records are the centre of an insurance CRM
Insurance is not a generic lead database. The unit of work is a person — sometimes a household — who holds one or more policies with due dates that matter legally and financially. Client records in InsuredBoard exist so that person is the hub: phone number, notes, documents, and every policy line you service for them, regardless of insurer.
Agents who keep one Excel row per policy without a stable person key end up with duplicate phones and conflicting spellings. Agents who keep one row per person without policy children lose due dates. The CRM model is person plus policy children. Renewals read those due dates. WhatsApp reads the phone. Documents stay attached so service calls do not start with a media-folder search.
Unlimited clients on the trial means you can model real households even while active policies are capped at 75 for seven days. That split is deliberate: prove the structure on live work before you pay for CSV import and higher policy caps.
What belongs on the client versus the policy
Identity and relationship data belong on the client: name, phone, preferred language, household notes, who referred them. Product data belongs on the policy: type, insurer label, premium, due date, status. Blurring those layers is how spreadsheets rot. Keep notes about conversations on the client so every policy benefits from the same memory.
Family floaters and multiple vehicles still map cleanly. One primary client can hold several policies. Dependant names can live in policy notes until you decide a second client record is worth it. Pick a rule for your agency and stick to it — consistency beats perfection.
Team seats on paid plans assign clients so owners see coverage and agents see their book. The record is still the source of truth; roles control who edits what. See team for seat behaviour.
What this feature is not
- Not a marketing automation contact list for cold blasts.
- Not an insurer KYC registry or IRDAI database.
- Not OCR that creates clients from photographed forms.
- Not a live commission profile per client.
From record to renewal to WhatsApp
A client without due dates is only a phone book. Attach policies with anniversaries. The renewal board then surfaces work. From the policy card, open a pre-filled WhatsApp chat from your phone and send it yourself. That chain — record → policy → board → chat — is the daily product. Break any link and you are back to Excel gymnastics.
Read policy tracking, WhatsApp renewal reminders, and documents for the neighbouring features. Pricing and trial limits live on pricing.
Migration into client records
Clean duplicates in Excel before paid CSV import. Map columns to person and policy fields. Spot-check phones and dates after import. Do not message the whole book until the top of the renewal list looks right. Guide: Excel to insurance CRM.
Commission still comes from insurers. Use the commission calculator for estimates. The client record holds the policies those estimates depend on — not a ledger of credits.
Who uses client records hardest
POSP and multi-line agents with messy households. Life specialists protecting persistency across years. General agents with seasonal motor spikes who still need stable people underneath the rush. If you only ever needed a portal search by policy number, you may not need a CRM — most agents who keep notebooks and sheets do.
How client records work
Create the person
Add name, phone, and any household notes you need for follow-up.
Attach every policy
Life, health, motor — each with premium and due date on the same client.
Store documents and notes
Keep KYC and PDFs on the profile. Leave outcomes after each conversation.
Work renewals from the board
Due dates flow into overdue and due today. WhatsApp from your phone.
See also insurance CRM for agents, pricing, and how it works.