AMS Integration: Hawksoft

The Hawksoft integration connects Broker Buddha AI to your Hawksoft system so you can automatically import insureds, contacts, addresses, policies, and markets — and write activity notes and signed documents (like BOR Letters) back to Hawksoft for any insured with a HawkSoft ID.

Hawksoft uses a two-sided setup: BB AI doesn't need a username and password — instead, your Hawksoft administrator enables API access for Broker Buddha in the Hawksoft Marketplace, and you simply enter your Agency ID in BB AI to complete the connection.

🔐 Who can configure this integration? Only Account Owners and Billing Managers can set up or change integrations. Standard Users do not have access to the Settings → Integrations area.

✅ Before You Begin

You'll need:

Your Hawksoft Agency ID
Access to your Hawksoft admin panel / Marketplace (or coordination with your Hawksoft administrator) to enable API access for Broker Buddha
Account Owner or Billing Manager access in BB AI

💡 No username or password is required. Authorization happens inside Hawksoft itself — once your admin enables Broker Buddha in the Marketplace, BB AI authenticates by your Agency ID.

🧭 Opening the Hawksoft Configuration

Step 1: Go to Settings ⚙️ → Integrations. Step 2: Click the Available sub-tab. Step 3: Find the Hawksoft card under Agency Management Systems. Step 4: Click Configure.

🖼️ [Image placeholder: screenshot of the Integrations Available tab with the Hawksoft card highlighted]

You'll land on the Hawksoft configuration page with an Available status badge.

🔄 How the Integration Works

The configuration page opens with a Periodic Update Integration info card explaining the sync model:

Initial Import

When you enable the Hawksoft integration, BB AI will automatically import ALL data from your Hawksoft system. This initial import includes all selected data types (insureds, contacts, locations, policies, etc.) and ensures you have a complete copy of your data in BB AI.

Daily Updates

After the initial import, BB AI will automatically import all data from Hawksoft every 24 hours. Each daily import is a full import of all selected data types, ensuring your BB AI data stays up to date with your Hawksoft system.

⚠️ Note: Each import is a complete import of all data, not an incremental update. This ensures data consistency and accuracy.

🖼️ [Image placeholder: screenshot of the Periodic Update Integration info card showing Initial Import and Daily Updates sections]

⚙️ Configuring the Integration

The Configuration section explains the two-sided setup:

"Hawksoft integration requires setup in both our app and your Hawksoft system. No username or password is required — simply enable the integration here and ensure your Hawksoft administrator has enabled API access in the Marketplace."

Step 1: Choose What to Import

Under Import Content Types, toggle the data categories you want BB AI to bring in:

✅ Insureds — required; importing insureds is mandatory
Contacts — additional contact people associated with your insureds
Addresses — mailing and physical address records
Policies & Markets — policy data and the markets they're placed with

All selected data types will be imported when you enable the integration, and then daily thereafter.

🖼️ [Image placeholder: screenshot of the Import Content Types toggles for Insureds (required), Contacts, Addresses, and Policies & Markets]

Step 2: (Optional) Auto-Create Renewal Placements

The Create Placements from Policies card has a single toggle:

Create renewal placement opportunities from imported policies

When enabled, renewal placements will be automatically created for all imported policies expiring at least 30 days in the future. This is useful if you want BB AI to start surfacing renewal work the moment policies sync over.

Step 3: Configure Activity Logging

The Activity Logging section is unique to Hawksoft. It controls which Broker Buddha AI events are written back as Notes in HawkSoft for any insured with a HawkSoft ID. Choose one of:

No logging — BB AI never writes notes back to Hawksoft
Log all activities — every BB AI event becomes a Note on the insured's Hawksoft record
Log status updates only — only major status changes are logged as Notes

💡 Most agencies start with Log status updates only — it gives Hawksoft users useful breadcrumbs without flooding the customer record.

🖼️ [Image placeholder: screenshot of the Activity Logging options]

Step 4: Enter Your Agency ID

In the Agency ID field, enter your Hawksoft Agency ID. The field's helper text reads:

"Enter your Hawksoft Agency ID to enable integration. Click 'Test Connection' to verify the agency and confirm it's correct."

🖼️ [Image placeholder: screenshot of the Agency ID field]

Step 5: Test and Enable

The footer has three buttons:

Cancel — discards changes and returns to the Integrations list
Test Connection — verifies your Agency ID and Hawksoft Marketplace authorization without enabling
Enable Integration — saves the configuration and kicks off the initial import

💡 Always run Test Connection first. A failed test usually means either the Agency ID is wrong or your Hawksoft admin hasn't enabled API access in the Marketplace yet.

🖼️ [Image placeholder: screenshot of the Cancel / Test Connection / Enable Integration buttons]

📋 Setup Instructions

The configuration page includes a Setup Instructions card. Reproduced here for reference:

"Hawksoft integration requires setup in both our app and your Hawksoft system. No username or password is required."

Steps:

Configure the integration settings in your Hawksoft admin panel (enable Broker Buddha in the Marketplace).
Add your Agency ID to the form above.
Click Test Connection to verify everything is working properly.
Click Enable Integration.
Contact support if you encounter any issues during setup.

🔗 Helpful link: Hawksoft Support (linked from the Setup Instructions card)

🖼️ [Image placeholder: screenshot of the Setup Instructions card]

📥 Integration Capabilities & Data Reference

Below the Configuration section, the page shows a full Integration Capabilities matrix. This tells you exactly which data types BB AI can:

Import from AMS — pull from Hawksoft into BB AI
Create in AMS — push new records into Hawksoft
Update in AMS — modify existing records in Hawksoft

Each row is marked with one of four statuses (per the Legend):

🚫 Not available from AMS
🟡 Available from AMS but not live
✅ Available and Live
⚪ n/a — Data not stored in system

You can switch between Card View and Table View depending on what's easier to read.

Periodic imports for Hawksoft cover: Insureds, Contacts, Addresses, Policies.

Data types in the matrix include: Insureds, Insured Contacts, Attachments, Markets, Underwriter Contacts, Policy Coverage, Policy Premium, ACORD Non-Scheduled Exposures, ACORD Scheduled Exposures (Locations, Premises, Hazards, Subjects of Insurance, Workers Comp, Commercial Vehicles, Drivers, Buildings), and Audit History.

🖼️ [Image placeholder: screenshot of the Integration Capabilities matrix with the legend and several rows visible]

✨ Hawksoft Integration Features

At a glance, the Hawksoft integration enables you to:

✅ Import clients, contacts, and locations from your Hawksoft system
✅ Create Notes in Hawksoft and attach signed BOR Letters or other documents

📜 Import & History

Once your integration is configured, you can monitor and trigger syncs from the HawkSoft Integration History page. To open it, return to Settings → Integrations → Available, find the Hawksoft card, and click Import & History.

🖼️ [Image placeholder: screenshot of the HawkSoft Integration History page header with the Active status badge]

The page shows:

How HawkSoft Integration Works

A reference card summarizing what gets imported and how:

What Gets Imported:

Customers — customer and address information
Contacts — additional contact persons and their information (optional)
Locations — just the customer record address
Policies — including markets and lines of business

Import Types:

Daily Sync — complete import of all data from Hawksoft
On Demand Import — lookup and import data when you need it; refreshed nightly

HawkSoft Data Import Controls

The HawkSoft Data Import section gives you two manual sync controls:

Import New Records and Changes — pulls only newly created or modified records since the last sync. This is your everyday on-demand sync.
Re Import All — performs a full refresh of all data from Hawksoft.

⚠️ Re Import All carries this warning: "Only use this if there were errors in a previous import and you need a full refresh." Treat it as a recovery tool, not a routine action.

The Agency ID is shown here for reference but is read-only — "Agency ID is configured in your integration settings and cannot be changed here."

🖼️ [Image placeholder: screenshot of the HawkSoft Data Import section showing the Agency ID, Import New Records and Changes button, and Re Import All button with its warning]

Import History Log

The Import History section lists every prior import, with a Refresh button to update the view. Until your first sync runs, you'll see an empty state: "No Import History — You haven't performed any HawkSoft imports yet. Use the import controls above to start your first data sync."

A Need Help? card at the bottom links to the HawkSoft Guide, Import Options, and Contact Support.

💡 Best Practices

Coordinate with your Hawksoft administrator first. API access must be enabled for Broker Buddha in the Hawksoft Marketplace before BB AI can connect.
Use Test Connection before enabling. It validates both your Agency ID and that the Marketplace authorization is in place.
Start Activity Logging conservatively. "Log status updates only" is a good default — you can always upgrade to "Log all activities" later.
Use Import New Records and Changes for everyday refreshes from the Integration History page.
Reserve Re Import All for recovery. A full re-import is heavier than a normal sync — use it only when you're investigating or recovering from data issues.
Decide on auto-creating renewal placements thoughtfully. It's a great fit for agencies that want a renewal pipeline pre-populated; turn it off if your team prefers manual placement creation.