≤ 21days
Average time to full go-live
100%
Data migration success rate
0hrs
Manual re-entry required
4.9/5
Onboarding satisfaction score
Every step is handled by your dedicated specialist — not a support ticket queue.
Phase 01
Your dedicated onboarding specialist conducts a structured intake session to map your current tech stack, data sources, agent hierarchy, and workflow requirements.
What We Do
90-minute kickoff call with your onboarding specialist
Current tech stack audit (AgencyBloc, Radiusbob, GoGuru, spreadsheets, etc.)
Agent hierarchy & FMO structure mapping
Carrier appointment & contract inventory
Custom workflow requirement documentation
HIPAA compliance baseline assessment
Phase 02
Our proprietary ArcXA migration engine extracts, transforms, and loads your existing data with zero data loss guarantees. We handle every legacy format — no manual re-entry required.
What We Do
Secure data export from your legacy CRM via ArcXA connectors
Policy, client, and commission data mapping & transformation
Historical call logs and notes migration
Document and attachment transfer to secure storage
Agent performance history & lead source attribution
Full data validation report before go-live
Phase 03
We configure Kaffeine to match your exact business rules — carrier connections, commission structures, pipeline stages, automation sequences, and compliance workflows.
What We Do
Carrier API connections & contracting pipeline setup
Commission hierarchy & override structure configuration
Lead source routing rules & pipeline stage customization
Email, SMS, and dialer template library build-out
Automated AEP/OEP campaign sequences loaded
Role-based access controls for agents, managers & admins
Phase 04
Structured live training sessions for every role in your organization — agents, team leads, FMO staff, and administrators — each with a tailored curriculum.
What We Do
Agent track: lead pipeline, dialer, Bean AI, enrollment workflow
Manager track: reporting, team performance dashboards, coaching tools
Admin track: user management, carrier config, commission reconciliation
FMO track: hierarchy management, override tracking, downline analytics
Live Q&A sessions with your specialist post-training
Kaffeine Certification badge issued upon completion
Phase 05
We run Kaffeine alongside your old system for a short parallel period so your team can build confidence before fully cutting over — with your specialist on standby daily.
What We Do
Soft launch with a pilot team of 3–5 agents
Daily check-in calls during the first week of go-live
Real-time issue resolution via dedicated Slack channel
Legacy system sunset planning & cutover schedule
Commission reconciliation cross-check between systems
Full team cutover with specialist on-call support
Phase 06
One month in, your specialist reviews key performance indicators, resolves any outstanding configuration needs, and hands you off to your dedicated Customer Success Manager.
What We Do
Lead-to-enrollment conversion rate review
Commission accuracy & reconciliation audit
Team adoption metrics & usage report
Workflow optimization recommendations
Advanced feature unlock (smart coaching, predictive analytics)
Introduction to your long-term Customer Success Manager
Common questions from agencies before they start.