How to Add and Manage Agency Users

Overview

In Momentum AMS:

• Users are people (or system integrations) who can log into the system.
• Agents are records used for commission tracking, assigning producers/CSRs, and reporting purposes.

You can have unlimited Agents, but the number of Users is limited by your subscription.

If you attempt to add a User without an available slot in your subscription, the system will block the creation. You may still create an Agent record, but that record will not have login access.

Key Distinctions – Agents vs. Users

Agents	Users
Unlimited allowed	Limited by subscription
Used for commissions, reporting, assignments	Required for login access
No login credentials	Have login credentials
Can exist independently	May also be set up as an Agent

Important:
If you need to add a User but have no available slots, go to Subscription and Payments (hover over your name in the upper right) to increase your subscription before creating the User.

1️⃣ Access the Users List

In the upper-right corner of Momentum AMS, hover over your name.
Select Agents from the dropdown.

Menu options include:

Agency Profile
Agent Profile
Subscription and Payments
Agents
Support Center
Submit a Support Ticket
Preferred Partners
2FA Settings
Logout

You will see a list of all Agents.
Users are indicated by the Access box checked.

2️⃣ Add a Standard User (Login Access for Staff)

Click Add New at the top of the Agents/Users list.

Complete the required information:

First Name / Last Name
Email Address (this becomes the login username)
Phone Number (optional but recommended)
Select User
Choose if they will be an Administrator
Set Permissions using the granular permission checkboxes

Click Update to create the record.

Once saved, the system sends an email to the new user allowing them to complete setup and create a password.

Best Practice:
Assign the minimum permissions necessary for the user’s role, then expand access after onboarding if needed.

Adding an API User (For Integrations)

If you are creating a User for system integrations (such as API connections, external tools, or automation platforms), the setup is similar with a few important differences.

When to Use an API User

Use an API User when:

Connecting third-party integrations
Using API-based automation
Setting up system-to-system communication

How to Configure an API User

Click Add New from the Agents screen.
In the Name fields, use a generic identifier such as:
- API User
- Integration User
- Automation API
(Do not use a real employee’s name.)
Enter a dedicated email address for the integration
(Example: api@youragency.com)
Select User
In Primary Role, select:
- API Integration
Configure permissions as required for the integration’s scope.
Click Update

Important Notes About API Users

API Users are system-level accounts.
They should not be tied to an individual employee.
Avoid using personal email addresses.
Assign only the permissions required for the integration.
Do not share API user credentials outside of approved integration use.

3️⃣ Manage Existing Users

From the Agents screen, you can:

Edit User Details – Click the name, make changes, and save.
Reset Password – Send a password reset link.
Change Permissions or Role – Update as job responsibilities change.
Deactivate a User – Archive them to remove login access while preserving historical data.

4️⃣ Assigning Users to Records

Users can be assigned as Agent or CSR for:

Insureds
Policies
Opportunities
Tasks

5️⃣ Best Practices

Review Active Users Quarterly – Remove access for inactive staff.
Check Subscription Before Adding Users – Avoid setup delays.
Maintain Naming Consistency – Especially important for API Users.
Never Share Logins – Protects data integrity and audit trails.
Test Permissions – Confirm correct access levels before going live.