Frequently asked questions

Clientaly is a client-management system (CRM) built for insurance advisors, agencies and MGAs in Canada. It keeps households, policies, quotes, renewals, client emails and the compliance record — disclosures, consents, needs analyses, audit trail — in one place, with data hosted in Canada.

Independent life and health advisors, travel and super visa specialists, and agencies or MGAs that oversee a team of advisors. A solo advisor and a 40-advisor agency use the same product; what changes is the roles and oversight the agency switches on.

No. Households, policies by product line, carrier quoting, renewal tracking, CASL-compliant client email, needs analysis and disclosure documents are built in. There is nothing to design before you can start.

It replaces it. The point is one system of record. We import your existing client list during setup so the spreadsheet can be retired rather than maintained in parallel.

In Canada. The database, file storage, application servers and email sending all run in Canadian regions (Montreal). Client records never leave the country as part of normal operation.

Clientaly is built to support your obligations under PIPEDA and provincial privacy law: consent recording, purpose-limited access, per-client data export for access requests, a breach incident register, and access logging on sensitive records. Compliance is ultimately yours as the custodian of the data; the platform is designed so the evidence exists without extra work.

Every commercial email — quotes, birthday greetings, review invitations — carries your identification, a working unsubscribe link and the one-click unsubscribe header that Gmail and Yahoo recognise. Consent (express or implied, with expiry) is recorded per client, and the system refuses to send commercial email to anyone without it. Transactional messages such as document-signing requests are handled separately.

Advisor disclosure, privacy consent, needs analysis (with electronic signing), reason-why letters, and the audit trail behind each. Licence, errors-and-omissions and continuing-education dates are tracked with expiry warnings.

Yes. A per-client export covers what a subject access request needs, and the request itself is logged with its deadline.

Encrypted in transit (TLS) and at rest (AES-256). Every practice’s records are isolated with row-level security at the database, so one advisor’s data is never visible to another. Two-factor authentication is mandatory for every account, with recovery codes if a phone is lost.

Only what the agency role is entitled to see, and only if you are part of that agency. An agency can oversee compliance status, licensing and production across its advisors. The client relationship stays with the advisor.

Access is removed by role, and the record of who saw what remains in the audit log. Book transfers are handled deliberately rather than by copying data around.

Emails go out in your name with your signature, and replies come straight to your own inbox. You do not have to connect Gmail or Outlook, and you are copied on everything sent for you. Bounces and spam complaints are tracked automatically.

The quoting engine holds carrier rate tables and produces a branded comparison your client can read, instead of you visiting each carrier portal in turn. Ask on the walkthrough which carriers and products are covered today; the list grows as tables are added.

Yes, one-way to Google Calendar: tasks, renewals and follow-ups appear in your calendar and stay up to date as they change. Connecting Calendar is optional.

Birthday greetings and annual review invitations can be switched on per advisor and go out at the time you choose, only to clients with consent on record. Renewals, expiring travel policies and licence dates surface in a daily summary. Nothing sends to a client without a rule you turned on.

Advisor accounts are a flat monthly price in Canadian dollars; agencies are priced on seats. Onboarding and data migration support are included. Details are on the pricing page.

We set every practice up with you rather than handing over an empty login, so the first step is a walkthrough against your own book. It takes about 30 minutes and you will know by the end whether it fits.

Most solo advisors are working in Clientaly the same week: an import of the client list, a check of policies and renewal dates, and signature and templates set up in the onboarding wizard. Agencies take longer only because there are more people to invite.

Email support from the people who built it, in Canada, plus the walkthrough and setup. Onboarding and data migration are included with every plan.