A central register tracks every producer's license expiry and continuing-education credits, fires escalating reminders as deadlines approach, and automatically blocks new business assignment in the CRM when a license is at risk, so licenses stop lapsing unnoticed.
Typical results
0
Lapsed licenses in 18 months
90+
Licenses tracked
20 min
Monthly compliance audit
90 days
Advance warning
Figures reflect typical results for this kind of automation.
The challenge
With 40 producers holding licenses across multiple lines and states, tracking lived in a spreadsheet updated whenever someone remembered. Twice in one year a producer sold on a lapsed license — triggering compliance headaches, E&O exposure and frantic paperwork. CE credits were checked only at renewal time, when it was often too late to catch up calmly.
Before and after
Lapsed licenses per year
−100%Monthly audit time
−98%Reminder lead time
The automation
We built a central licensing register that holds every producer's licenses, expiry dates and CE credit balances, synced with course-completion certificates producers upload. A Make scenario runs daily: at 90 days out the producer gets a WhatsApp reminder, at 60 their manager is copied, at 30 the compliance officer is alerted — and if a license reaches 14 days unresolved, the CRM automatically stops assigning that producer new business until it's fixed.
How it works
- 01
Register built
Every producer's licenses, expiry dates and CE balances live in one central register.
- 02
Credits synced
Producers upload course certificates; credits update automatically against each requirement.
- 03
Daily check
A Make scenario scans all deadlines every morning and calculates who is at risk.
- 04
Escalating reminders
WhatsApp reminders at 90 days, manager copied at 60, compliance officer alerted at 30.
- 05
CRM guard
At 14 days unresolved, the CRM stops assigning new business until the license is fixed.
Starts from
- License register
- CE certificates
Delivers
- Escalating reminders
- Manager alerts
- CRM assignment guard
The impact
Licenses and CE deadlines stop slipping, even across 40 producers and more than 90 active licenses. The compliance officer's monthly audit typically shrinks from two days to a 20-minute review, and the CRM block rarely needs to fire because the reminders resolve almost everything first.
Questions about this automation
How are license deadlines and CE credits tracked?
Every producer's licenses, lines of authority, expiry dates and continuing-education requirements sit in one central register. When a producer uploads a course certificate, the credits are added against the matching requirement. A scheduled job checks the whole register every morning and works out who is at risk and how many days remain.
Who gets notified as a deadline gets closer?
Reminders escalate on a fixed timeline. At 90 days the producer gets a WhatsApp reminder, at 60 days their manager is copied, and at 30 days the compliance officer is alerted. The intervals and recipients can be set per license type, and each reminder is logged for the audit trail.
What does the CRM assignment guard do?
If a license reaches 14 days before expiry with no renewal recorded, the automation flags the producer in the CRM so new business is no longer assigned to them. The flag lifts automatically once the renewal is logged. It is a multi-step build with state, usually rolled out in stages.