This guide will show operations managers how to setup WealthSmyth to run your agency’s operations — ensuring your data, workflows and agent experiences are ready from day one. We recommend following these steps in order, as these will unlock the features for you and your team to get the most out of WealthSmyth.
We’ve broken it up into sections:
Business progressions, metrics, and ratios
Your agency’s success is built on running consistent processes—progressions turning contacts into leads, leads into appointments, appointments into production and production into repeat clients. This article outlines the key stages for both clients and recruits, and shows how WealthSmyth tracks the ratios at every step.
Use these built-in metrics to:
Spot drop-offs in your pipeline
Coach your team with data
Forecast production and recruiting outcomes
Understanding your numbers isn't just reporting—it's your roadmap to scalable growth.
📖 Read the article Business System Progressions.
Import your team hierarchy
Before you can invite your team into WealthSmyth, you’ll need to organize your downline team hierarchy. This is done by filling in the Upline Agent Code field for each person — identifying their direct upline. This single field defines the reporting structure for your agency and determines who can track each agent’s performance through dashboards, Taproots, and other supporting tools.
📖 Read the article How to Import Data Into WealthSmyth
Assign team member stages
Each person on your team is assigned a Team Stage — this field determines what they see when they log in and personalizes their Home page. It also controls what their upline or coach sees, ensuring the right dashboards and progress reports show up automatically for trainers, mentors, and managers. This keeps everyone focused, accountable, and aligned at every level of your agency. For example:
New agents see the Onboarding Checklist
Field trainees will see Net License progress and Appointments
Individual producers see their Production Pipeline and a list of top deals
Builders see Team Production, Recruiting stats, and Top Carriers
📖 Read the article Team Progressions
Add your Clients First
Before you can track any pending cases or in-force policies (aka Deals in WealthSmyth), you need to add your Clients. These are the people you’re working with—whether they’ve already bought something or you’re still helping them decide.
You can add clients one at a time or the WealthSmyth Success team can help you import a list, once you have these details:
Email
First Name
Last Name
Client Account Owner — the main person from your team who is responsible for the relationship.
Once your clients are in the system, you can:
Link them to Deals and build your pipeline
Add Notes
Attach Documents
Add Related People and Businesses
Add Financial Accounts as well as in-force Life and Annuity Policies
📖 Read the article Create New Client Accounts
Move your pending cases into Deals
Once your Clients are added, the next step is to move over your Pending Cases — these are tracked in WealthSmyth as Deals. We’re on a mission to eliminate spreadsheets, and this is the best place to start. Pending cases include any applications that are in progress — whether they’ve been submitted, are in underwriting, or are waiting on client signatures or funding. Enter each one as a Deal, linked to the appropriate client.
Once they’re in WealthSmyth, you can:
Track deal stages from New to Closed Won
Add notes and Illustrations in one place
Monitor payout progress and commissions
Collaborate with your team
Getting your pending pipeline into WealthSmyth ensures nothing slips through the cracks and gives you a clean slate to work from moving forward.
📖 Read the article Deal Progressions