How to Add and Manage Agency Users

Adding and Managing Agency Users
In Momentum AMS, Users are the people who can log into the system, while 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 having an available slot in your subscription, the system will block the creation. You can still create an Agent in that case, but they will not be able to log into the system.

Key Distinctions – Agents vs. Users

Agents	Users
Unlimited number allowed	Limited by subscription
Used for commission tracking, producer/CSR assignments, and reporting	Required for login access to Momentum AMS
No login credentials	Have login credentials
Can be linked to a User record but can also exist independently	May also be set up as an Agent for production tracking

Important: If you need to add a User but have no available slots, go to Subscription and Payments (from the hover menu under your name) 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.
From the dropdown menu, select Agents.
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 New User

Click the Add New button at the top of the Agents/Users list.
Fill in the required information:
- First Name / Last Name (for personal accounts) or Company Name (if applicable)
- Email Address (used as the login username)
- Phone Number (optional but recommended)
Set Permissions using the granular permission checkboxes.
Click Update to create the record.
Once saved an email will be sent to the new user and allow them to complete setup and create password.

Best Practice: Assign the minimum permissions necessary for the user’s role, then adjust after onboarding.

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 needed for job changes.
Deactivate a User – Archive them to remove login access while retaining 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 immediately.
Check Subscription Before Adding Users – Avoid delays in setup.
Maintain Naming Consistency – Helps with filtering and reporting.
Never Share Logins – Protects data integrity and audit trails.
Test Permissions – Confirm roles have correct access levels.