• Send to Vault — send notes and files about a client.
• Clients — everyone in your book, and everything the Vault knows about them.
• Documents — every file in your book.
• My profile — your own details as an agent, used to fill in forms on other sites.
• Admin — every agent and their sign-in, and what has happened across every book.
• Onboarding — books, and inviting an agent.
• Help — this page.

• Hover over a box, its label, or the small ? beside it, and a note says what it is and how to fill it in.
• Hover over a button on the Documents tab or a client’s card, and the note says what it does.
• On a touch screen, tap the ? to keep the note up; tap anywhere to close it.

1. Click the Vault mark at the top left. It opens Send to Vault, whatever you were doing.

1. Click Clients on the left.
2. Or, when a client’s card is open, click the ← All clients button just above their name. (It is a button on the card, not one of the tabs.)

1. Click Sign out at the top right.

The Vault also signs you out on its own after a while of doing nothing. Nothing is lost: everything is saved as you go.

1. Click Send to Vault on the left.
2. Under Your notes, pick what you are sending.
3. Type your notes in the big box.
4. Put the client’s email or phone on a line of its own, like Email: maria@example.com or Phone: 727-555-0142. That is how the Vault knows whose notes these are.
5. Click Submit securely.

It is safe in the Vault straight away, and shows up under the client in about a minute. A Social Security number, or a bank account and routing number, can go in the notes: they are encrypted on the way in and never leave the Vault by email or text. The one place client details must never go is Report a problem.

1. Click Send to Vault on the left.
2. In the Attachment box, click Choose a file and pick your file.
3. Type a note as well if you can, with the client’s email or phone on its own line. That files the picture under the right person.
4. Click Submit securely.

The Vault matches on the email address or the phone number in your notes, not on the name. Two people can share a name; they do not share an email.

• Write Email: ... or Phone: ... on its own line.
• If you write neither, the file still arrives — it waits in Documents until someone says who it belongs to.

1. Click Documents on the left. Your file is at the top of the list.
2. If the client’s name is beside it, it landed on the right person.
3. If it says it is not matched to a client yet, see Say which client a file belongs to below.

1. Click Clients on the left.
2. Start typing a name, an email or a phone number in the box at the top.
3. Click the person you want.

1. Find the client and click their name.

Their card shows contact details, address and mailing address, personal details, emergency contact, Medicare and the primary care doctor, premium payment, household, custom fields, their files, and who created and last changed the record.

1. Open the client.
2. Click Copy beside the line you want.

It is on your clipboard: paste it wherever you need it.

1. Open the client.
2. Find Social Security number under Personal, or Routing number and Account number under Premium payment.
3. Click Show.

These are hidden until you ask, and each time somebody asks it is written in the activity log with their name. That is on purpose.

1. Click Clients, then + Add client.
2. Fill in what you know. An email address or a phone number is required — everything else can wait.
3. Type the ZIP code and the city, state and county fill themselves in.
4. Click Add client to the Vault.

If that person is already in your book, the Vault says so and offers to open them instead of making a second copy.

1. Open the client.
2. Click Edit.
3. Change what you need. To clear something, empty the box. + Add household member adds a spouse or dependent.
4. Click Save changes, or Cancel to leave it as it was.

Every client must keep an email or a phone. If someone else changed the record while you had it open, the Vault stops and asks you to look again rather than writing over their work.

1. Save your spreadsheet as a CSV file.
2. Click Clients, then Import CSV, and choose the file.
3. Look at what it shows you: which column is which, and how many rows it will add or update.
4. Click Start import.

Your file needs an email or a phone column — that is how each row is matched to a person. Rows that already exist are updated, not duplicated.

1. Open the client.
2. Scroll to Documents at the bottom of their card.
3. Click Choose File, pick it, then click Add file to this client.

1. On the Clients tab, tick the box beside each client to take out (the box at the top of the list ticks every client shown), then click Remove from Vault… in the bar that appears. Or open the client, scroll to the bottom and click Remove from Vault… there.
2. Read the question and click Yes, remove.

They leave your list and the front desk stops hearing about them. Nothing is destroyed: their files and history are kept, and an administrator can bring them back.

What. Five things about a client, and only these: first name, last name, email, phone, line of business and plan year (the name counts as two). A date of birth, a Social Security number, a Medicare number, an address, notes, files and everything else stay in the Vault. The TEST client is never sent.

When.

• Save changes or Add client to the Vault on a client’s card, and Import CSV: sent straight away, while you watch. The status line says “and the front desk updated”.
• Send to Vault with an Email: or Phone: line: the front desk hears within seconds of the file being filed, and the contact gets a “received” tag.
• Remove from Vault: the front desk simply stops being told about that person. Their contact there is left as it is.
• Changing anything else — an address, a date of birth, a label on a file, your own settings — sends nothing.

Behind that, a catch-up runs every minute. It re-sends any client whose send did not land: about 90 seconds after an edit, about five minutes after a new client, and again with a longer wait each time (up to an hour) for a day, before an administrator sees it under Anything that did not go through. So the front desk matches the Vault within a minute or two of any change, without anyone doing anything.

A book can hold one pretend client, marked TEST in amber. It is nobody: every box is filled in with details that belong to no real person, so you can try anything on it.

• Open it like any other client and poke around.
• Use it to try ScMo Autofill on a real enrollment page — but never send the form.
• If your book has none, click Add the test client on the Clients tab (administrators only).
• If someone has edited it, open it and click Put every field back.

1. Click Documents on the left.
2. Type part of the file’s name in the search box — or a client’s name, or a reference. The list narrows as you type. You can also pick a kind of document.
3. Tick Not yet matched to a client to see only the ones still waiting for a name, or Agency documents for the agency’s own files, or Show deleted files to bring one back.

1. Find the file.
2. Click Open to look at it, or Download to save it on your computer.

Every open and every download is written in the activity log with your name.

1. Find the file and click Label.
2. Pick what it is (Medicare card, signed form, and so on) and type a title.
3. Click Save label.

Worth doing: it is how you find the file again next year.

1. Find the file and click Match.
2. Start typing the client’s name and pick them from the list. (The agency is at the top of the list, for a file that is about the agency, not a client.)
3. Click Save.

It now shows on that client’s card too. Every file from the same upload moves with it.

1. Find the file on the Documents tab, or under Documents on the client’s own card, and click Change on its row.
2. Pick the right client — or No client — put it back under Not yet matched to take it off this person altogether.
3. Click Save.

It leaves the wrong client’s card at once, and every file from the same upload moves with it. Unlinked, it waits under Not yet matched to a client until you file it under the right person. Both the wrong filing and the fix are in the activity log.

1. On the Documents tab, tick the box on the left of each file. The box in the header row ticks every file on screen.
2. Click Reassign… in the bar that appears.
3. Pick the client — or The agency, or No client to put them all back under Not yet matched.
4. Click Reassign.

They are moved one at a time, so if one will not move the rest still do, and the line underneath says how many went. A deleted file has no tick: restore it first.

Some files are about the agency itself: a carrier appointment, an E&O certificate, a signed agency agreement, a blank form you reuse. They belong to nobody in your book.

1. Find the file and click Match, then pick The agency at the top of the list, then Save. Or, when uploading, choose The agency instead of a client.
2. Tick Agency documents on the Documents tab to see them all together.

An agency document is not “waiting for a client”, so it never shows under Not yet matched. To move it to a client after all, click Move on its row.

1. Find the file and click Delete, then Yes, delete in the box that asks.
2. Changed your mind? Tick Show deleted files, find it, and click Restore.

Delete only hides it. The file itself is kept, and both the deleting and the restoring are in the activity log.

1. Click Documents, then Upload a file.
2. Choose the file.
3. Pick the client it is for, choose The agency for a file that is about the agency, or leave No client yet and attach it later.
4. Say what it is and give it a title if you like, then click Upload.

1. Click My profile on the left.
2. Fill in your name, NPN, agency, your own address and the rest, in the three cards. Hover the ? beside a box to see what it wants.
3. Click Save. If something is refused, the line under Save names the box and the rule, and nothing is saved until it passes.

ScMo Autofill types these into the Agent or Broker boxes on enrollment sites, and into an application’s Authorized Representative block once you have ticked that you are one (it never ticks that for you), so you only ever fill them in once. Only people in your book and administrators can see them.

1. Click Sign out.
2. Click Sign in, then Forgot your password? on the sign-in page.
3. It emails you a code. Type the code and pick a new password.

1. Ask an administrator to reset your authenticator.
2. Sign in as usual. It will walk you through setting up the app again on the new phone.

Nobody can do this by email or text — it has to be a person who can check it is really you.

It types a client’s details into an enrollment site for you, out of the Vault, so you are not copying a date of birth by hand and hoping.

It reads the Vault; it never writes to it. If you do not have it yet, ask SchemaModus.

1. Open the enrollment page in Chrome.
2. Open the ScMo Autofill panel and sign in with the same account you use here.
3. On the panel’s Fill tab, pick the client. Show full profile opens their whole record on the Profile tab.
4. Click Fill this page. A banner in the corner of the page, and a note at the bottom of the panel, say how many boxes were filled; the Results tab lists every box, what went in, and what was left for you.
5. Check the outlined boxes, then submit the page yourself. The panel never presses Submit or Next.

Its Agent / Broker boxes are filled from My profile here. Rescan lists what is still empty; Clear filled empties only what the panel typed, never what you did.

1. Go to the practice page: vault.scmo.ai/practice.html.
2. Pick the TEST client in the panel and click Fill this page.

That page sends nothing anywhere. It is only there to practise on.

1. Click Report a problem at the top right.
2. Say what you clicked, what happened, and what you expected instead.
3. Click Send report.

Do not put client details in it — no names, dates of birth or numbers. The report leaves the Vault by email, and it will refuse anything that looks like a Social Security number, a Medicare number, a bank number or a date of birth.

Every client must keep one or the other. It is how notes and files you send later find their way to the right person.

1. Put back an email or a phone, then save again.

• One file at a time, up to .
• A photo from a phone is usually fine. A long scan may need splitting in two.

1. Wait about a minute and click Refresh.
2. Still nothing? Check Documents with Not yet matched to a client ticked — it may have arrived without an email or phone to match on.

1. Sign in again and carry on. Anything you had already saved is safe.

Sign-ins do not last forever, on purpose: a screen left open in a coffee shop stops being a way in.

Your sign-in works, but your book has not been set up for this part of the Vault yet, or the subscription has lapsed.

1. Tell an administrator, or SchemaModus, what it said.

Book

One agent’s clients. Yours is the only one you can see.

The front desk

The system that sends emails and texts to clients. It is told a client’s name, email, phone, line of business and plan year — never a date of birth, a Social Security number, a note, a file or anything medical. Those stay in the Vault. See What the front desk is told, and when under Clients.

The Vault

This. Where the whole record lives, encrypted.

Activity log

The list of who looked at or changed what, and when. It keeps field names, never values.

Authenticator app

The app on your phone that shows a 6-digit code when you sign in.

NPN

Your National Producer Number. Enrollment sites ask for it, so the Vault keeps it on your profile.

TEST client

A pretend client, marked in amber, for practising on.