Momentum AMS provides two ways to organize agencies operating across multiple offices or business entities: Locations and Sub-Agencies.
Although both help organize agency operations, they serve different purposes. Understanding the differences is important when determining how to manage reporting, permissions, carrier downloads, and integrations with other Momentum products.
Locations organize offices, users, and business records within one agency.
Sub-Agencies are separate agency environments designed for independently operating agencies.
Understanding Locations
Locations allow an agency to organize multiple offices, branches, or operational groups within a single Momentum AMS agency environment.
A location does not necessarily need to represent a physical office. Locations can also be used to organize business operations or groups within an agency.
Locations can be used to:
- Assign insureds and policies to specific offices or groups.
- Track production and book of business by location.
- Control which records certain agents or CSRs can access.
- Manage multiple offices within the same agency environment.
- Support multiple IVANS accounts within one agency.
An insurance agency has offices in Illinois and Wisconsin. Management wants to know which insureds belong to each office and run separate production reports.
Both offices can operate within the same Momentum AMS agency using Locations. There is no need to create separate Sub-Agencies simply to track business by office.
How Do Location Permissions Work?
Locations can be used to restrict user access, but they do not have to be used that way.
An agency may use Locations strictly for reporting and record organization while allowing employees to access business across multiple locations.
Alternatively, an agency may assign certain agents or CSRs to specific locations so they can only access records associated with those locations.
Despite its name, the Location Admin designation functions as an access limitation rather than simply granting additional administrative privileges.
If a user cannot see an insured or policy, review the user's location assignments and permissions before assuming the record is missing.
When Should You Use Locations?
- Your agency has multiple branch offices.
- You want to identify which office manages a particular insured or policy.
- You want to report on business by location.
- You want to restrict certain employees to specific locations.
- You want several offices operating within the same agency environment.
If your offices operate as one agency, start by evaluating Locations. You do not need a separate Sub-Agency simply because you have another office or want to report on its book of business.
Understanding Sub-Agencies
Sub-Agencies are designed for separately operating agencies that maintain a relationship with a parent agency.
Unlike Locations, a Sub-Agency is an actual separate agency environment.
This structure was developed primarily for agency clusters and similar arrangements where multiple agencies operate independently but need centralized reporting and carrier download distribution.
Sub-Agencies can provide:
- Separate agency environments for independently operating agencies.
- Parent-level reporting across participating agencies.
- Carrier download distribution from a parent agency to Sub-Agencies.
- The ability for individual agencies to maintain their own technology systems.
Several independent agencies write business through a parent agency's carrier appointments.
Each agency operates independently and may use its own technology systems. However, the parent agency needs consolidated reporting and must distribute carrier downloads to the appropriate participating agencies.
This is an appropriate example of when a Sub-Agency structure may be beneficial.
Important Limitations of Sub-Agencies
Sub-Agencies should not be treated as simply another way to create branch offices.
Because each Sub-Agency operates within a separate agency environment, integrations with other Momentum products may not function seamlessly across multiple agencies.
These products include:
- Momentum Automation Center (MAC)
- Momentum Rate!
- Momentum Roam
- Insurance Agency AI
While AMS reporting information can flow upward to the parent agency, other Momentum products generally operate within their own agency instances.
Do not assume that MAC, Momentum Rate!, Momentum Roam, or Insurance Agency AI will automatically share all information and functionality across parent and Sub-Agency environments.
Sub-Agencies involve an additional cost and require special setup. Before requesting a Sub-Agency, the agency should review its operational needs and determine whether Locations would provide the necessary functionality.
Locations vs. Sub-Agencies: Comparison
| Feature | Locations | Sub-Agencies |
|---|---|---|
| Structure | One agency with multiple locations | Separate agency environments |
| Primary Purpose | Organization, reporting, and permissions | Independent agency operations |
| Reporting | By location within one agency | Can flow upward to parent agency |
| User Access | Can restrict access by location | Permission-based across agency environments |
| Carrier Downloads | Multiple IVANS accounts within one agency | Downloads can flow from parent to Sub-Agencies |
| Momentum Integrations | Same agency environment | Potential cross-agency limitations |
| Additional Agency Cost | No separate agency required | Additional cost applies |
| Best For | Branches, offices, and shared operations | Independent agencies and clusters |
Can Different Locations Have Separate IVANS Accounts?
Yes. An agency does not need to create Sub-Agencies simply because it has multiple carrier download accounts.
Momentum AMS supports multiple IVANS accounts within a single agency. These accounts can be associated with location profiles so downloaded records can be assigned to the appropriate locations.
Multiple IVANS accounts can be configured for one Momentum AMS agency, including agencies using Locations.
Proper configuration and record assignments are important. Assistance from Momentum AMS Support may be needed when establishing multiple IVANS connections.
How to Create a Location
- Navigate to your agency Profile.
- Open the Locations section.
- Create the desired location.
- Assign existing agents or users to the appropriate location.
- Assign insureds, policies, or other supported records to that location as needed.
- Review user permissions to ensure employees have the intended access.
How Do I Set Up a Sub-Agency?
Sub-Agencies require a special setup process and are not intended to be created through standard agency configuration.
Contact Momentum AMS Support to discuss whether a Sub-Agency structure is appropriate for your organization.
Before proceeding, consider the additional costs, reporting requirements, carrier download arrangements, and integration limitations.
Which Option Should I Choose?
The most important consideration is whether your offices operate as one agency or as separate, independently managed agencies.
- Choose Locations when you want to organize offices, assign insureds and policies, report by location, or control user access within the same agency.
- Consider Sub-Agencies when you have genuinely independent agencies that require separate environments but need parent-level reporting and carrier download distribution.
If multiple offices are operating as part of the same agency, Locations will generally be the more appropriate solution.
Sub-Agencies should be reserved for independently operating agencies that require separate agency environments.
Remember: A separate office does not automatically mean you need a separate agency.
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