Setting Up Your Corporation Profile (MGA only)

As the primary administrator of your MGA's APEXA account, you must complete the corporate profile setup. The corporate profile consists of the following seven steps - details of which can be found in the Corporation User Manual.

1. Details
2. Corporate Address(es)
3. Corporate Phone Number(s)
4. Corporate E&O Coverage(s)
5. Corporate Licence(s)
6. Corporate Banking Information
7. Shareholders

Your APEXA Invitation

After someone at your organization has created an APEXA account for you, you will receive an email invitation from notifications@apexa.ca (see System Configuration if you are the administrator tasked with setting up accounts).

Your First Invitation

The first email invitation you receive from APEXA will be used to create and configure your new account.

Subsequent Invitations

There may be circumstances when a user will receive multiple invitations to the APEXA system. As an example, you may be an employee of an MGA (MGA1), but also an active Advisor with contracts through another MGA (MGA2). This would result in an employee invitation from MGA1 and an Advisor invitation from MGA2.

APEXA will allow you to link these two profiles to the same email address. After you have created your account (see Your First Invitation), you will use your second invitation to link your accounts as outlined below.

An Advisor invitation (see below) contains a button titled “Add My Contracts”, through which you can login to your existing APEXA profile and create an associated Advisor profile. For further details, follow the steps outlined in How To – Link an Advisor Invitation to Your Account, below.

An employee invitation (see below) will display the name of the organization which invited you in the message, and contains a button titled “Get Started”, which will take you to the “Register Account” page. This page has a button, titled “Login and link invitation”, through which you can login to your existing APEXA profile and associate it with this additional employee profile. For further details, follow the steps outlined in How To – Link an Employee Invitation to Your Account, below. 

Logging into APEXA

After you have successfully created your account, you can login to the APEXA portal at any time by accessing https://portal.apexa.ca. The same URL and login page is used by all system users (Partner Organizations, Corporations and Advisors).

Login to APEXA by using the email address and password you previously registered and then clicking on the Login button.

To recover a lost password, click Forgot Your Password and follow the instructions.

Multiple Profiles

You may have two distinct profiles within APEXA, linked to the same user account (see Subsequent Invitations, above). You can identify your current profile by viewing the Name at the top right corner (this will be the name of your Corporation for employee profiles and your name for Advisor profiles). At any time, you can switch to another profile and work on the contracts or make updates to the information in that profile. 

You can toggle between your profiles by clicking on the Profile Name (located in top-right corner), selecting Switch Profile from the dropdown list, and selecting the profile you wish to view.

Navigating through the Portal

Navigation Panel

You can click on a section in the navigation panel to work with that section. Depending on the section that you select, additional sub-sections may appear underneath the section name.

Breadcrumb Trail

As you navigate through the Portal, a breadcrumb trail expands at the top of the screen: click on the appropriate link within the breadcrumb to return to that previous screen.

Data Entry Conventions 

• Name fields of all types are limited to 255 characters.
• To delete data, click theicon and respond to the prompt to confirm/reject the deletion. The data cannot be deleted if it is in use.
• T o edit data, click theicon adjacent to the data.
• For all fields that contain completed data,icon will appear.
• For all required fields,icon will appear adjacent to the field name.
• All dates follow the YYYY-MM-DD format; you can manually enter or revise the date by clicking within the fields and editing the text.

Wizard & Multi-screen Data Entry

When completing tasks in the system that involve more than a single screen of data, you may be prompted through a wizard. The wizard will display a progress bar at the top of the screen to indicate the progress towards completion.

Health Status Icons

Throughout the APEXA Portal, the following icons are used to indicate the health status of data:

Advisor/Corporation Health

An Advisor or Corporation’s overall health is dictated by the state of key items, along with the tolerance thresholds set by your Corporation (see System Configuration > Additional Partner Settings). Health status can quickly indicate potential or serious issues with an Advisor or Corporation that may warrant further review.

The items that contribute to an Advisor’s overall health are:

• Outstanding Criminal Check
• Credit Score (as per your organization’s threshold)
• Expired, Unverified or incorrect Licence(s)
• Expired, Unverified or insufficient E&O Coverage
• Incomplete Profile Details (e.g. Address Records, Phone Records)
• Industry Debt (as per your organization’s threshold)

The items that contribute to a Corporation’s overall health are:

• Expired, Unverified or incorrect Licence(s)
• Expired, Unverified or insufficient E&O Coverage
• Incomplete Profile Details (e.g. Address Records, Phone Records, Business Identification Number)
• Unverified or incorrect Articles of Incorporation
• Shareholders do not equal 100%
• Shareholders > 20% not onboarded

Contract Health

A contract’s health is dictated by the state of a number of key items, along with the tolerance thresholds set by your organization (see System Configuration > Additional Partner Settings). Health status can quickly indicate potential or serious issues with a contract that may warrant further review.

The following items contribute to a contract’s overall health:

• Outstanding Requirements
• Follow-up dates for actions (debt management/supervision)
• Insufficient E&O Coverage (per your organization’s threshold)

Hard and Soft Stops

APEXA is designed to provide your organization with as complete a view as possible of the profiles of the parties below you within the contract chain. We implement various measures to help ensure that when you are looking at an advisor or corporation profile, it contains accurate and fulsome information. To this end, APEXA has implemented hard and soft stops, which serve to encourage a party to maintain a certain level of depth of information within their profile.

Soft Stops

Soft stops within APEXA will allow an advisor or corporation to proceed with the current task, without fulfilling all associated fields. These can be encountered during profile setup, and subsequent profile updating, and are represented by yellow banners within the applicable pages or sections of the individual or corporation’s profile.

The following are examples of soft stops which may be encountered:

• Not including 1+ Employment History record (individual profile only)
• Not including 1+ Insurance History record (individual profile only)

Hard Stops

Hard stops within APEXA will prevent an advisor or corporation from proceeding with the current task, until all required fields are fulfilled. These can be encountered during profile setup, subsequent profile updating, when the advisor or corporation is requesting a contract, or when a pending contract is ready to be submitted to a carrier for approval.

The following are examples of hard stops which may be encountered:

• Not indicating professional designations attained, unless individual declares he/she has no professional designations (individual profile only)
• Profile is missing licence record, unless the individual or corporation declares they do not have a licence
• Profile is missing E&O record, unless the individual or corporation declares they do not have a E&O coverage
• Not including a BIN (corporation profile only, unless sole proprietorship)
• Shareholder ownership of the corporation does not total 100% (corporation profile only)
• Shareholders owning ≥20% not onboarded (corporation profile only)