Onboarding is more than just a first impression — it’s the foundation for long-term success. Systems like Applied Epic are a big part of everyday work for insurance agencies, so giving new hires the right toolkit from the start matters. That’s where a solid welcome kit makes an impact.

When done well, a welcome kit helps people feel confident and stay consistent with the team. Plus, it cuts down on those “How do I…?” support requests. Building (and maintaining) a great welcome kit is worthwhile and can turn onboarding into a real advantage for your agency.

In any industry, effective onboarding creates a strong first impression and immediately influences a new hire’s confidence and productivity. Because of this, an Epic Welcome Kit can be a valuable resource to help employees use Applied Epic with clarity and confidence. The kit ensures consistency across departments, helping agencies maintain high standards regardless of location or role. As agencies expand, standardized procedures become critical for maintaining consistency and alignment throughout the organization.

Here are some essential components every agency should consider including in their Epic Welcome Kit:

1. System Access and Configuration

• Clear instructions for logging into Epic, including Enterprise ID, database selection (e.g., PROD or DEMO) and how to ensure the Browser Connection Suite is up to date.
• Day-one setup steps for customizing Epic views, including Homebase, Quick Links, Sticky Notes and Notifications.
• Guidance on setting default filters and column views across screens like Activities, Policies, Attachments and Transaction.

2. Workflow References

• High-level workflow diagrams for core processes: New Business, Endorsements, Renewals, Remarkets and Cancellations.
• Activity Code Cheat Sheets and visual guides to common Epic icons.
• Detailed procedures for each workflow, including how to add clients, contacts, policies and attachments, as well as naming conventions.

3. Troubleshooting Protocols

• Step-by-step instructions for reporting system issues, including what to document (e.g., print screens, client codes and error descriptions).
• Contact information for Power Users and Applied support.

4. Customization Tips

• Recommendations for setting up macros in Word for document automation.
• Best practices for managing servicing roles, categories and agency codes.

By providing structured workflows and tailored guidance from the onset, agencies can boost new hire confidence and streamline onboarding. Whether you're refining an existing kit or building one from scratch, the goal is the same: to create a consistent, supportive experience that sets every team member up for success. As the insurance industry continues to evolve, so should our approach to onboarding and creating a welcome kit is an effective place to start.

Learn more strategies on retention and recruitment in the ACN Learning Center, a members-only resource! Available resources include webinar Best Practices for Onboarding New Hires and Applied Net 2023 session Building a Training Strategy That Supports a Culture of Learning.