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Settings Guide

Complete guide for configuring InsureFlow settings and preferences.

Table of Contents​

  1. Overview
  2. Accessing Settings
  3. Profile Settings
  4. Appearance Settings
  5. Letterhead Settings
  6. Commission Settings
  7. User Management
  8. Admin Panel
  9. Automation Settings
  10. Security Settings
  11. Best Practices
  12. Troubleshooting

Overview​

Settings allow you to customize InsureFlow to match your business needs, manage users, configure automation, and control system preferences.

Settings Categories​

Personal Settings:

  • Profile information
  • Password management
  • Preferences

Company Settings:

  • Appearance and branding
  • Letterhead templates
  • Commission rates

System Settings:

  • User management
  • Admin controls
  • Automation rules

Access levels vary based on your user role (Agent, Admin, Superuser).

Accessing Settings​

  1. Log in to InsureFlow
  2. Click gear icon (⚙️) in the top right corner
  3. Or click your user menu and select "Settings"
  4. Settings page opens

Settings Layout​

Tab Navigation (Left or Top):

  • Profile
  • Appearance
  • Letterhead
  • Commission
  • Users (Admin/Superuser only)
  • Admin (Superuser only)
  • Automation
  • Security
  • Notifications

Click tabs to switch between setting categories.

Main Area:

  • Settings for selected tab
  • Forms and inputs
  • Save buttons
  • Status indicators

Profile Settings​

Manage your personal information and account details.

Personal Information​

Full Name​

  • Your display name
  • Shown throughout system
  • Professional name recommended

To update:

  1. Edit Full Name field
  2. Enter your full name
  3. Click "Save Changes"

Username​

  • Unique identifier
  • Used for login
  • Cannot be changed often (check with admin)

Email Address​

  • Your email for system communications
  • Notifications sent here
  • Professional email recommended

To update:

  1. Edit Email field
  2. Enter new email
  3. Verify email address
  4. Click "Save Changes"

Phone Number​

  • Contact number
  • For client communications
  • Optional but recommended

Format:

  • Include country code if international
  • Example: +27 11 234 5678
  • Or: 011 234 5678

Avatar/Profile Picture​

  • Your profile image
  • Shown in messages and comments
  • Professional photo recommended

To upload:

  1. Click "Upload Avatar" or photo area
  2. Select image file (JPG, PNG)
  3. Maximum 5MB
  4. Square images work best
  5. Click "Save"

Tips:

  • Professional headshot
  • Clear, well-lit photo
  • Appropriate attire
  • Friendly expression
  • Current photo

Saving Profile Changes​

After editing:

  1. Click "Save Changes" button
  2. Success message appears
  3. Changes take effect immediately
  4. Refresh page if needed

Appearance Settings​

Customize the look and feel of InsureFlow.

Theme Mode​

Select color theme:

Options:

  • Light Mode: Bright, traditional interface
  • Dark Mode: Dark background, easy on eyes
  • System: Follows your device settings

To change:

  1. Select theme from dropdown or buttons
  2. Interface updates immediately
  3. No need to save
  4. Preference stored

Benefits of Dark Mode:

  • Reduces eye strain
  • Better for low-light environments
  • Modern appearance
  • Battery saving on OLED screens

Company Branding​

Company Name​

  • Your company name
  • Appears on letters, documents, reports
  • Professional business name

To set:

  1. Enter company name
  2. Click "Save"
  3. Updates across system
  • Your company logo
  • Appears on letterheads, documents
  • Professional branding

To upload:

  1. Click "Upload Logo"
  2. Select image file (PNG, JPG, SVG)
  3. Recommended: PNG with transparent background
  4. Recommended size: 200x200 to 400x400 pixels
  5. Click "Save"

Logo tips:

  • High resolution
  • Transparent background (PNG)
  • Clear and professional
  • Proper sizing
  • Brand colors

Primary Color​

  • Main brand color
  • Used for buttons, highlights, accents
  • Matches your brand identity

To set:

  1. Click color picker
  2. Select your brand color
  3. Or enter hex code (e.g., #1E40AF)
  4. Preview updates in real-time
  5. Click "Save"

Color tips:

  • Use your brand's primary color
  • Ensure good contrast
  • Professional appearance
  • Avoid very bright or neon colors
  • Test readability

FSP Number​

  • Financial Services Provider number
  • Regulatory requirement
  • Appears on letters and documents

To set:

  1. Enter FSP number
  2. Format: FSP 12345
  3. Click "Save"

Saving Appearance Settings​

  1. Make changes to any appearance settings
  2. Click "Save Appearance Settings"
  3. Success message appears
  4. Changes apply across system
  5. May need to refresh some pages

Letterhead Settings​

Create and manage professional letterhead templates for letters and documents.

Viewing Letterheads​

Letterhead list shows:

  • Template name
  • Preview thumbnails
  • Default indicator
  • Edit and delete options

Creating a Letterhead​

Step 1: Click "Add Letterhead"

Step 2: Enter template name

  • Descriptive name
  • Example: "Standard Letterhead"
  • Example: "Premium Client Letterhead"
  • Easy to identify

Step 3: Upload header image

  1. Click "Upload Header" or drag file
  2. Select header image file
  3. JPG or PNG format
  4. Recommended size: 800x200 pixels
  5. Contains logo, company name, contact summary

Header should include:

  • Company logo
  • Company name
  • Tagline or slogan
  • Optional: Brief contact info

Step 4: Upload footer image

  1. Click "Upload Footer" or drag file
  2. Select footer image file
  3. JPG or PNG format
  4. Recommended size: 800x150 pixels
  5. Contains full contact details

Footer should include:

  • Physical address
  • Phone and email
  • Website
  • FSP number
  • Registration numbers
  • Social media (optional)

Step 5: Set as default (optional)

  • Check "Set as Default" box
  • Used automatically for new letters
  • Only one default at a time

Step 6: Upload signature (optional)

  1. Click "Upload Signature"
  2. Select signature image file
  3. PNG with transparent background recommended
  4. Your written or digital signature
  5. Appears on generated letters

Step 7: Save letterhead

  • Click "Save Letterhead"
  • Template created
  • Available in letters dropdown

Editing Letterheads​

  1. Find letterhead in list
  2. Click Edit icon
  3. Update name, images, or settings
  4. Click "Save Changes"

Deleting Letterheads​

  1. Click Delete icon on letterhead
  2. Confirm deletion
  3. Template removed
  4. Cannot delete if set as default and in use

Setting Default Letterhead​

  • Check "Set as Default" on desired template
  • Previous default automatically unset
  • Default used for new letters
  • Can override per letter

Commission Settings​

Configure commission percentages for different policy types.

Access: Admin and Superuser only

Viewing Commission Rates​

Commission table shows:

  • Policy type
  • Commission percentage
  • Last updated date
  • Updated by user
  • Edit option

Policy types listed:

  • HCV Policies
  • Commercial Policies
  • Personal & Domestic Policies
  • CAR Policies
  • Guarantee Policies
  • Plant All Risk Policies
  • VAPs (Value Added Products)
  • Quotations

Editing Commission Rates​

To change a commission percentage:

  1. Find policy type in table
  2. Click in Percentage field or edit icon
  3. Enter new percentage
  4. Example: 12.5 (for 12.5%)
  5. Decimal values allowed
  6. Click Save or click outside field

Commission percentage:

  • Decimal format
  • Example: 10 = 10%
  • Example: 12.5 = 12.5%
  • Example: 7.25 = 7.25%
  • Range: Typically 0-30%

How Commission is Calculated​

Automatic calculation:

Commission = Premium × (Commission % ÷ 100)

Example:

  • Policy Premium: R10,000
  • Commission %: 12.5%
  • Commission: R10,000 × 0.125 = R1,250

Applied to:

  • All new policies
  • Quotations
  • Renewals
  • Updated policies

Saving Commission Changes​

  1. Edit commission percentages as needed
  2. Click "Save Commission Settings"
  3. Success message appears
  4. Changes apply to new policies immediately
  5. Existing policies retain their commission

Note: Changes apply to new policies only. Existing policy commissions remain as originally calculated.

User Management​

Manage team members and their access.

Access: Admin and Superuser only

Viewing Users​

Users tab shows:

  • List of all system users
  • User name and email
  • Assigned roles
  • Account status
  • Last login
  • Actions

Inviting New Users​

To invite a team member:

Step 1: Click "Invite User"

Step 2: Enter email address

  • Professional email
  • User will receive invitation
  • Must be unique

Step 3: Select role

Role options:

Agent:

  • Standard broker access
  • View and manage policies
  • Access clients and claims
  • Create quotations
  • No admin functions

Admin:

  • All agent permissions
  • User management
  • Commission settings
  • Some system settings
  • Cannot access superuser functions

Superuser:

  • Full system access
  • All admin permissions
  • User role management
  • System configuration
  • Complete control

Step 4: Send invitation

  • Click "Send Invite"
  • Email sent to user
  • Contains registration link
  • User creates account

Managing User Roles​

To change user role:

  1. Find user in list
  2. Click "Add Role" or "Remove Role" dropdown
  3. Select role to add/remove
  4. Confirmation required
  5. Role updated immediately

Users can have multiple roles:

  • Agent + Admin
  • All three roles possible
  • More roles = more permissions
  • Carefully manage access

Deactivating Users​

To deactivate a user:

  1. Find user in list
  2. Click options menu or settings icon
  3. Select "Deactivate User"
  4. Confirm action
  5. User cannot login
  6. Data preserved

When to deactivate:

  • Employee leaves company
  • Temporary suspension
  • Security concerns
  • Access no longer needed

Reactivating:

  • Contact support
  • Or use admin panel
  • Restores access

Admin Panel​

Advanced user and system management.

Access: Superuser only

Admin User Management​

View all users with details:

  • User ID
  • Email address
  • Full name
  • Creation date
  • Last sign-in
  • Assigned roles

Advanced User Functions​

Invite users:

  • Send system invitations
  • Assign roles immediately
  • Track invitation status

Manage roles:

  • Add/remove roles
  • Multiple role assignment
  • Role-based access control

View user activity:

  • Last login time
  • Creation date
  • Account age
  • Active status

System Administration​

Monitor system:

  • User count
  • Active users
  • Recent logins
  • System health

Data management:

  • User data overview
  • Access logs
  • Audit trail

Automation Settings​

Configure automated system tasks.

Renewal Task Generation​

Automatic renewal reminders:

What it does:

  • Automatically creates renewal tasks
  • Based on policy end dates
  • Reminds you to renew policies
  • Prevents lapses

Settings:

Days before expiry:

  • How many days before end date to create task
  • Common: 60, 90, or 120 days
  • Adjustable per your workflow

Enabled/Disabled:

  • Turn automation on or off
  • Toggle switch
  • Enable for automatic reminders

Manual trigger:

  • "Generate Renewal Tasks Now" button
  • Creates tasks immediately
  • For policies expiring soon
  • One-time generation

To configure:

  1. Go to Automation tab
  2. Find "Renewal Task Trigger" section
  3. Set days before expiry (e.g., 60)
  4. Enable automation toggle
  5. Click "Save Settings"

Or manually generate:

  1. Click "Generate Renewal Tasks Now"
  2. System scans all policies
  3. Creates tasks for upcoming renewals
  4. Confirmation message appears

Security Settings​

Manage password and security preferences.

Password Management​

To change password:

Step 1: Enter current password

  • For verification
  • Security measure
  • Required to proceed

Step 2: Enter new password

  • Minimum 8 characters
  • Mix of letters, numbers, symbols
  • Strong password recommended

Password requirements:

  • At least 8 characters
  • Include uppercase letters
  • Include lowercase letters
  • Include numbers
  • Include special characters
  • No common words or patterns

Strong password examples:

  • MyP@ssw0rd2024!
  • Ins.!Br0ker#2024
  • Secur3FlowSA!

Weak passwords (avoid):

  • password
  • 12345678
  • company name
  • your name
  • qwerty

Step 3: Confirm new password

  • Re-type new password
  • Must match exactly
  • Prevents typos

Step 4: Save password

  • Click "Change Password"
  • Success message appears
  • Use new password from next login

Two-Factor Authentication (if available)​

Enable 2FA for extra security:

  1. Enable 2FA toggle
  2. Scan QR code with authenticator app
  3. Enter verification code
  4. 2FA activated

Benefits:

  • Extra security layer
  • Protects against unauthorized access
  • Industry best practice

Session Management​

Active sessions:

  • View active login sessions
  • See devices and locations
  • Logout from other devices
  • Security monitoring

Notification Settings​

Configure system notifications.

If available:

Email Notifications​

Configure email alerts for:

  • New messages
  • Policy renewals due
  • Claims updates
  • System announcements
  • User mentions

Settings:

  • Enable/disable each notification type
  • Set frequency (immediate, daily digest)
  • Customize preferences

In-App Notifications​

Configure in-app alerts for:

  • Messages
  • Tasks
  • Renewals
  • Comments
  • System updates

Settings:

  • Enable/disable notifications
  • Sound alerts on/off
  • Desktop notifications
  • Badge counts

Best Practices​

Profile Management​

Keep updated:

  • Current email address
  • Active phone number
  • Professional photo
  • Accurate information

Professional appearance:

  • Business email
  • Professional photo
  • Complete profile
  • Regular updates

Branding Consistency​

Maintain brand:

  • Consistent logo usage
  • Correct brand colors
  • Professional letterheads
  • Quality images

Quality standards:

  • High-resolution images
  • Professional design
  • Clear and readable
  • Brand guidelines compliance

User Management​

Security first:

  • Assign minimum necessary permissions
  • Regular user audits
  • Deactivate inactive users
  • Strong password policies

Role assignment:

  • Understand role permissions
  • Don't over-assign roles
  • Review regularly
  • Principle of least privilege

Commission Settings​

Regular reviews:

  • Review rates quarterly
  • Compare with industry standards
  • Adjust for market changes
  • Document changes

Accuracy:

  • Double-check percentages
  • Test calculations
  • Communicate changes to team
  • Update agreements

Automation​

Optimization:

  • Configure renewal reminders appropriately
  • Test automation rules
  • Monitor for errors
  • Adjust based on workflow

Maintenance:

  • Regular review of automated tasks
  • Clean up old tasks
  • Verify automation working
  • Optimize settings

Troubleshooting​

Common Issues​

"Cannot save profile changes"​

Problem: Save button not working

Solutions:

  • Check all required fields filled
  • Verify email format is valid
  • Check internet connection
  • Try refreshing page
  • Clear browser cache
  • Try different browser

"Uploaded image not showing"​

Problem: Logo or avatar not displaying

Solutions:

  • Check file size (max 5MB)
  • Verify file format (JPG, PNG)
  • Try smaller file size
  • Clear browser cache
  • Refresh page
  • Try different image

"Commission not calculating correctly"​

Problem: Commission amount seems wrong

Solutions:

  • Verify commission percentage is correct
  • Check decimal point (12.5 not 125)
  • Recalculate manually
  • Check policy premium is correct
  • Save commission settings again
  • Refresh policy

"Cannot invite user"​

Problem: User invitation failing

Solutions:

  • Check email address is valid
  • Verify user doesn't already exist
  • Check you have admin/superuser role
  • Verify email not already in use
  • Try different email
  • Contact support

"Letterhead not appearing on letters"​

Problem: Generated letters have no header/footer

Solutions:

  • Check letterhead has images uploaded
  • Verify letterhead selected in letter generation
  • Try different letterhead
  • Re-upload header/footer images
  • Check images are correct format
  • Set as default and try again

"Password change failed"​

Problem: Cannot update password

Solutions:

  • Verify current password is correct
  • Check new password meets requirements
  • Ensure new password and confirm match
  • Try stronger password
  • Check caps lock is off
  • Clear form and try again

Security Best Practices​

Password Security​

Create strong passwords:

  • Minimum 8 characters
  • Mix of character types
  • Unique for InsureFlow
  • Don't share passwords
  • Change regularly

Password management:

  • Use password manager
  • Don't write down passwords
  • Don't email passwords
  • Don't reuse passwords

Account Security​

Protect your account:

  • Log out when done
  • Don't share credentials
  • Use trusted devices
  • Secure your email
  • Enable 2FA if available

Be vigilant:

  • Watch for phishing
  • Verify emails are legitimate
  • Report suspicious activity
  • Monitor account activity

Access Control​

Manage permissions:

  • Assign minimum necessary access
  • Review user permissions regularly
  • Remove access when not needed
  • Audit user activities

Data protection:

  • Follow POPIA compliance
  • Protect client information
  • Secure documents
  • Proper data handling

Getting Help​

Support Resources​

In-app help:

  • User guides (like this one)
  • Tooltips and hints
  • Help icons

External support:

  • Contact system administrator
  • Email support team
  • Phone support hotline
  • Submit support ticket

Feature Requests​

Suggest improvements:

  • Use feedback form
  • Contact support with ideas
  • Describe desired features
  • Explain use cases

Community:

  • User forums if available
  • Share best practices
  • Learn from others
  • Collaborate with team

Summary​

Settings allow you to:

  • Customize your profile and preferences
  • Brand the system with your company identity
  • Manage letterheads for professional documents
  • Configure commission rates per policy type
  • Manage users and access control
  • Set up automation for efficiency
  • Secure your account
  • Optimize your workflow

Take time to configure settings properly for the best InsureFlow experience.

Last Updated: February 2026 Version: 1.0 For: InsureFlow Management System