Getting started

This platform is where you build, complete and store insurance questionnaires for your clients. This guide covers everything it does.

Signing in

Go to the platform address in your browser and enter your username and password. You stay signed in for 12 hours, after which you will be asked to sign in again.

Finding your way around

The menu across the top has five areas:

You will spend most of your time in Clients. The Question Editor is where you go when a question needs adding or changing for everyone, from that point on.

How it all fits together

Three ideas explain most of the system.

The question library

The Question Editor holds every question the platform knows about, organised into categories (Business, Farm, Professional and so on), then insurance classes (Property, Liability, Cyber…), then sections within each class.

Questionnaires

A questionnaire is one insurance class for one client — for example, "Property for Northern Trading". When you build one, the platform takes a copy of the questions from the library at that moment.

Three ways to fill one in

Every questionnaire can be completed by typing answers yourself (Edit), by letting the AI read documents (AI), or by sending it to the client (Send). You can mix all three on the same questionnaire — run the AI first, correct what it got wrong, then send it to the client for the rest.

Working with clients

Finding a client

Click Clients. You will see your client list with a search box. Start typing a name to filter it. Click any client to open their record.

Adding a client

1. On the Clients screen, click + New Client.
2. Enter the client's name. Everything else — code, email, phone, address — is optional and can be added later.
3. Click Save.

Each client gets a short code such as NTC001. That code is used to number their questionnaires, so NTC001-007 is the seventh questionnaire built for that client.

Editing client details

Open the client and click the edit (✎) control beside their name. Changing a client's details never affects their existing questionnaires.

Building a new questionnaire

Open the client, then click + New Questionnaire. A three-column picker opens.

1. Left column — Categories. Click a category to see the insurance classes inside it.
2. Middle column — Classes. Click any class to add it. The class code is shown beside the name so you can confirm you have the right one.
3. Right column — Selected. Everything you have chosen. Drag items to change the order they will appear in. Click ✕ to remove one.
4. If you want these questionnaires kept together, tick the group option and give the group a name.
5. Click Build.

The platform creates one questionnaire per class, each with its own reference number, ready to fill in.

The order things appear in

Classes and categories appear throughout the platform in the order set in the Question Editor. If you want a class to sit higher in every list, change its position there rather than working around it.

Reading a questionnaire card

Each questionnaire in a client's list shows:

• A tick box on the left — used for selecting several at once.
• The reference (e.g. NTC001-007) and the class name, with the class code beside it.
• A description you can type yourself — useful when a client has two of the same class, such as two properties. Click it to edit.
• A progress indicator showing how many questions have answers.
• Three buttons: ✎ Edit 🗎 AI → Send
• A ⋯ menu holding everything else.

The ⋯ menu

Filling one in yourself

Click ✎ Edit on the questionnaire. The form opens in a panel.

Questions are grouped into sections. Each answer saves automatically a moment after you stop typing — there is no save button to remember, and you can close the panel at any point without losing anything.

Types of answer

Questions that appear and disappear

Some questions only apply depending on an earlier answer. Answer "Yes" to "Is there an alarm installed?" and the follow-up questions about the alarm appear. Change it to "No" and they hide again.

Finishing

Click Save & Complete when you are done. The panel closes and returns you to the client. You can reopen and change it whenever you like — completing is not final.

Letting the AI fill it in

The AI can read broker schedules, policy documents and spreadsheets, and fill in the answers it finds.

1. Click 🗎 AI on the questionnaire.
2. Drag your documents onto the upload area, or click it to browse. PDF, Word and Excel files are accepted, and you can add several at once.
3. Click Run. Larger documents take a minute or two — leave the window open.
4. When it finishes, open the questionnaire in Edit and check the answers.

Knowing what came from where

Open View and each answer shows a small tag saying whether it came from the AI, from a member of staff, or from the client. The Activity & Revisions screen shows the same, over time.

What it will not overwrite

Running the AI fills in answers where your documents provide a value. Existing answers are only replaced where the documents actually say something — it will not wipe your work with blanks.

If results are poor

Check that the document actually contains that class of cover, and that it isn't a scan of a photograph (text needs to be readable, not an image). If the AI repeatedly misreads a particular wording, that is exactly what the Learning Centre is for.

Sending it to the client

Click → Send. The platform creates a secure link for that questionnaire.

1. Copy the link that appears.
2. Paste it into an email to your client and send it.
3. The client opens the link and fills in the form — no password, no account needed.
4. They type their name and tick the declaration to submit.

What the client sees

A clean form with your BRS branding, showing only the questions meant for them. Anything you have marked Hide from client is left out. Any answers already filled in — by you or the AI — are shown, so the client is confirming and completing rather than starting from scratch.

Tracking it

Open Activity & Revisions to see when the link was created, when the client first opened it, and when they submitted.

Selecting several at once

Tick the boxes on several questionnaires and use Send to put them all behind a single link, so the client fills everything in one sitting.

Grouping questionnaires

Groups keep related questionnaires together — everything for one renewal, or one location.

Making a group

Tick the questionnaires you want, then click Group selected and give the group a name. You can also create a group at the moment you build the questionnaires.

Working with a group

Open a group to see just its questionnaires. From there you can edit, run the AI, or send the whole group at once — the same three actions, applied to everything in it.

Drag questionnaires within a group to set the order the client sees them in.

Locking a questionnaire

A questionnaire stays editable for as long as you want it to be. When you want to be certain it can't be altered — once it has gone to an insurer, say — lock it.

Open the ⋯ menu and choose 🔒 Lock. The Edit, AI and Send buttons are replaced by a Locked label, and nothing about the answers can change.

To work on it again, open the ⋯ menu and choose 🔓 Unlock.

Both actions are recorded in Activity & Revisions with your name and the time, so there is always a record of when a document was frozen and by whom.

Deleting and the recycle bin

Deleting a questionnaire moves it to the client's recycle bin. Nothing is destroyed.

Deleting

Use Delete in the ⋯ menu for one, or tick several and use Delete selected. You will be shown exactly what is about to be moved.

Getting something back

1. Open the client and click 🗑 Recycle bin.
2. Find the questionnaire and click Restore.

It returns exactly as it was — same reference, all answers, full history, and any group it belonged to.

Activity & Revisions

Every questionnaire keeps a complete history. Open the ⋯ menu and choose Activity & Revisions.

The timeline

Each entry shows what happened, who did it and when — adviser edits, AI extractions, client submissions, clones, and locks or unlocks.

Seeing what changed

Between any two saves you can view what changed — which answers were added, altered or removed. Useful when a figure isn't what you expected and you need to know when it moved.

Where each answer came from

In View mode, each answer carries a small trail showing its source — a staff member's name, "Client", or "AI".

Viewing, PDFs and copies

View (read-only)

Shows every answer with no possibility of changing something by accident. The safest way to read a questionnaire.

Print PDF

Produces the PDF, laid out for the systems that consume it downstream.

Clone as new version

Makes a complete copy — all answers included — as a new questionnaire, leaving the original as it is. Use it at renewal: clone last year's, update what has changed, and both years remain on file.

How the library is arranged

The Question Editor is the master library. Everything here shapes the questionnaires you build from now on.

The four levels

1. Categories — Business, Farm, Professional, and so on.
2. Classes — the insurance classes inside each category, each with a code such as PPRO.
3. Sections — groupings within a class, such as Property, Claims, Security.
4. Questions — the questions themselves.

Reordering

Drag categories, classes, sections or questions into the order you want. That order is used everywhere — the builder, the forms, the client link and the PDF.

Always include

Turn on Auto for a class and it will be pre-selected every time anyone builds a questionnaire.

Adding and changing questions

Open a category, then a class. Its sections and questions are listed. Hover a question and click the pencil (✎) to open it.

What you can set

Click Save question when finished.

Adding a question

Use the add control within the section you want it in, then set it up the same way. New questions go to the end of the section — drag it to where it belongs.

Questions that depend on other questions

Conditional questions keep forms short — follow-up questions only appear when they are relevant.

1. Open the question that should be hidden until the condition is met.
2. Tick Only show when a condition is met.
3. Choose the earlier question it depends on.
4. Choose the answer that should reveal it — Yes, No, or one of that question's dropdown options.
5. Save.

Several questions can hang off the same trigger. Answering "Yes" to "Does the building have a fire sprinkler system?" can reveal four follow-up questions at once.

Hiding questions and setting defaults

Hide from client

Tick Hide from client and the question disappears from the client's form — but stays fully visible to you in Edit, View, the PDF and the Question Editor. Use it for questions you answer internally.

Hidden questions are shown in red with a 🚫 in the Question Editor, so you can see at a glance what the client will not be asked.

Default value

Set a default value and every new questionnaire starts with that answer already filled in — helpful where the answer is nearly always the same.

For dropdown and Yes/No questions you choose the default from the actual list of options, so it always matches.

Defaults apply to questionnaires built after you set them. Existing ones are unaffected.

The question recycle bin

Deleting a question in the Question Editor removes it from view but keeps it recoverable.

Each class has its own recycle bin. Open it to see what has been removed from that class, then either Restore a question or delete it permanently.

Removing a question never alters questionnaires already built — they keep their own copy.

The Learning Centre

The Learning Centre is where you tell the AI about wording it keeps getting wrong.

Adding a correction

1. Describe what you observed — for example, that a particular insurer calls the excess a "deductible".
2. Explain in plain English what the AI should do about it.
3. The platform turns that into an instruction, which you can review before saving.

From then on, that instruction is included whenever the AI reads a document.

The other tabs

• Review extractions — go through what the AI produced and flag anything wrong.
• Library — all your corrections, which you can switch off, edit or delete.
• Audit log — a record of recent activity across the platform.

Reports

The Reports screen shows how many questionnaires exist for each insurance class — a quick read on where the work is.

Export downloads the data as a CSV file you can open in Excel for your own analysis or reporting.

Users and passwords

The Users screen lists everyone who can sign in.

Adding someone

Click add, enter a username and a starting password, and choose a role. Ask them to change the password once they have signed in.

Changing your own password

Use the change-password option and enter your current password followed by the new one.

If something isn't working

Two habits worth keeping

• Check the AI's work before anything goes to a client or an insurer.
• Lock a questionnaire once it has been used for a placement, so it can't drift afterwards.