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Importing Policies

The Import Policies utility converts raw data from an Excel file into verified policy records. It is an efficient alternative to manual data entry when onboarding a large number of policies at once.

💡 Why Use This

Use Import Policies when:

  • You are migrating from another system — Bring in a bulk export of existing policies rather than entering each one manually.
  • A carrier or employer provides a policy roster — Convert the roster directly into Commission Tracker records.
  • You need to import agent commission splits alongside policies — The utility supports importing splits at the same time as policy records.

🗺️ How to Access

Navigate to Import → Import Policies (NEW VERSION) and select your Excel file.

Need a Template?

Contact support@commission-tracker.com to request a standardized import template with the required column layout.

Interface Overview

The screen is divided into two sections:

  • Lower Grid — Displays the raw, unformatted data from your Excel file.
  • Upper Grid — Displays "Pending Policies." Data is copied here from the lower grid based on your defined map. Once validated, pending policies are converted into real records.

Step-by-Step Import Process

  1. Select a File — Navigate to Import → Import Policies (NEW VERSION) and choose your Excel file.
  2. Preview — Use the Policy Import Preview screen to select the correct worksheet and verify the file content.
  3. Apply a Map — Select an existing map or create a new one to define which Excel columns populate each policy field.
  4. Edit and Validate — Review the Errors column in the upper grid. Double-click a row to edit individually, or use CTRL+Click to select multiple rows for bulk editing.
  5. Edit Agent Splits (Optional) — If policies need policy-specific splits, use Edit Agent Splits to define custom payout structures.
  6. Create Policies — Select the valid pending policies and click Create Policies. Successfully created policies are removed from the upper grid and added to your permanent database.

Grid Color Reference

Color Location Meaning
Green Upper Grid New data (such as a new Client) that will be created along with the policy.
Yellow Lower Grid The raw data row corresponding to the selected pending policy in the upper grid.
Light Blue Lower Grid Columns manually mapped by the user.
Grey Lower Grid Columns mapped by the system that cannot be changed.

Toolbar Reference

Importing Policies Toolbar

Button Function
Mapping Data Configure how raw data columns map to policy fields.
Edit Policies (F2) Manually update pending policy details.
Edit Agent Splits (F3) Define custom commission split tables for pending policies.
Delete Remove selected pending policy rows to prevent accidental creation.
Un-Delete Restore deleted pending policy rows.
Restore Return created or deleted policies to the upper grid without losing manual edits.
Reset Restore the grid but clear all manual edits and mapped data.
ReValidate Refresh the Errors column to check current validity after making changes.
Create Finalize selected pending policies into the permanent database.

🔧 Troubleshooting

The Errors column shows issues even after I edited the row. Click ReValidate to refresh the error list. Edits don't automatically recheck validation — you must trigger it manually.

A new Client or Agent is being created but they already exist in the database. The name in your file may not exactly match the existing record. Check for spacing differences, punctuation, or abbreviations. Create an Agent Alias or Client Alias if the name variation is from a carrier and will recur.

I imported incorrect policies and need to remove them. Use Reverse Import Policy Session to remove all policies created in a specific session without affecting existing data.

Need help? Contact support@commission-tracker.com