Agent setup guide
Claim Intake (First Notice of Loss)
Each claim form becomes an organised FNOL ticket in HubSpot, the insured gets your approved acknowledgement, and injuries or large losses alert Slack.
What it does
Each claim form becomes an organised FNOL ticket in HubSpot, the insured gets your approved acknowledgement, and injuries or large losses alert Slack.
- Starts when your report-a-claim form posts a submission to the workflow's webhook.
- AI organises the report into a first notice of loss (insured, policy, loss, what happened, injuries, other parties, reports, damage as stated), lists the missing information a carrier will ask for and the documents to gather, and rates severity.
- Injuries, large losses (your amount), ongoing damage and third-party claims alert your Slack claims channel straight away.
- Creates a HubSpot ticket in your claims pipeline, prioritised by severity and laid out to copy into the carrier's FNOL form, and links it to the insured's contact.
- Emails the insured your approved acknowledgement wording with their reference number, what they reported and the documents to gather, with replies to your claims inbox.
What it needs
- A paid plan (agents run live on paid plans).
- An AI provider key (Settings → AI Providers).
- HubSpot (with a ticket pipeline) and Slack, connected in Settings → Integrations.
- A claim form on your site that posts to the webhook and requires an email address, plus your approved acknowledgement wording.
What it doesn't do
- It drafts and organises for licensed claims staff. It makes no coverage, liability or fault decision, and the acknowledgement never tells the insured whether they're covered.
- It doesn't report the claim to the carrier or open a claim in a carrier portal: claims staff review every ticket and do that.
- The acknowledgement promises nothing beyond your own wording and ends by saying it isn't a coverage decision.
- It doesn't collect photos or files: the insured replies to your claims inbox with them.
- Severity and urgency come from what the insured wrote, so staff should still read every ticket.
Availability and plans
Available
Its workflow is built and tested, and every app it needs is live. You can get it and set it up now.
Included free on the Enterprise plan; on other paid plans it's a one-time purchase per workspace (the price is on the Agents page). The Agents page in the app always shows its current status.
Before you start
- A paid plan: agents run live, and the Free plan only runs Dry Runs.
- An AI provider key (OpenAI, Anthropic, Google and more) in Settings → AI Providers. AI usage is billed by your provider.
- These apps, connected in Settings → Integrations: HubSpot and Slack.
- A form, app or system that can send each new item to a webhook URL (the agent starts from a webhook).
- About 20 minutes.
Set it up step by step
Get the agent first (buy it, or it's already yours when your plan includes it), then in Agents → My agents press “Set up this agent”. That creates the agent's workflow in your workspace (it counts towards your plan's workflow limit) and opens the canvas with a setup checklist above it. Each item links to the exact place to go and ticks itself off when it's done.
1. Connect your AI provider
The AI steps run on your own key (OpenAI, Anthropic, Google and more). Add one in Settings → AI Providers.
2. Connect HubSpot
Connect the HubSpot account where claims staff work tickets (Settings → Integrations → HubSpot).
3. Connect Slack
Connect the Slack workspace your claims team uses (Settings → Integrations → Slack).
4. Describe your claim setup
Open “Organise the claim report” and replace the placeholder with your agency name, lines and large-loss amount.
| Setting | What to enter | In step |
|---|---|---|
| Claim setup | Replace the placeholder with your agency name, the lines you write, the damage amount you treat as a large loss, and any other situation that should alert claims staff at once. It starts as “[YOUR AGENCY NAME, THE LINES YOU WRITE, YOUR LARGE-LOSS AMOUNT AND ANYTHING ELSE THAT SHOULD ALERT CLAIMS STAFF AT ONCE]” until you replace it. | “Organise the claim report” |
5. Pick the claims alert channel
Open “Alert claims staff in Slack”, pick your Slack workspace and the channel for urgent claims.
| Setting | What to enter | In step |
|---|---|---|
| Slack workspace | The Slack workspace where claims staff are alerted. Pick your connected Slack account. | “Alert claims staff in Slack” |
| Claims alert channel | The channel for injury and large-loss alerts, e.g. #claims-urgent (invite the Fluxo Flow app to private channels). | “Alert claims staff in Slack” |
6. Pick the ticket pipeline
Open the three HubSpot steps, pick your HubSpot account in each, and choose the ticket pipeline and starting stage.
| Setting | What to enter | In step |
|---|---|---|
| HubSpot account (tickets) | The HubSpot account where claim tickets are created. Pick your connected HubSpot account. | “Create the claim ticket in HubSpot” |
| Ticket pipeline | The HubSpot ticket pipeline claims staff work from (pick it from the list). | “Create the claim ticket in HubSpot” |
| Ticket stage for new claims | The stage new claim tickets start in, e.g. New. | “Create the claim ticket in HubSpot” |
| HubSpot account (contacts) | The same HubSpot account, to find or add the insured's contact. Pick your connected HubSpot account. | “Find or add the insured in HubSpot” |
| HubSpot account (link) | The same HubSpot account, to link the ticket to the contact. Pick your connected HubSpot account. | “Link the ticket to the insured” |
7. Paste your approved acknowledgement
Open “Send your acknowledgement”, replace the placeholder with your approved wording and enter your claims inbox for replies.
| Setting | What to enter | In step |
|---|---|---|
| Your approved acknowledgement wording | Replace the placeholder with the wording your agency has approved: what happens next, who will contact them and when, your claims phone number (and the carrier's 24/7 line if you give it), and your sign-off. The reference number, their summary, the documents list and a closing “not a coverage decision” line are added around it. It starts as “[PASTE YOUR APPROVED ACKNOWLEDGEMENT WORDING HERE: WHAT HAPPENS NEXT, WHO WILL CONTACT THEM, YOUR CLAIMS PHONE NUMBER AND SIGN-OFF]” until you replace it. | “Send your acknowledgement” |
| Claims inbox (replies) | The insured's replies to the acknowledgement (with photos or documents) come back to this address. | “Send your acknowledgement” |
8. Test it with Dry Run
Press Dry Run: the agent runs on sample data with no messages sent and nothing written to your apps.
9. Switch the trigger on
Open the trigger, copy the webhook URL and signing secret into your claim form, and switch it on. Make the form's email field required.
How it works
The agent is a normal workflow with 10 steps (1 AI step). You can open, edit and monitor it like any other workflow.
- Claim report from your form — Starts when your form or app sends data to the agent's webhook URL. Your website's report-a-claim form posts each submission to the workflow's webhook URL.
- Organise the claim report — AI step (runs on your AI provider key). AI turns the form into a clean first notice of loss: who, what, when and where, injuries, other parties, missing information, the documents to gather and a severity rating. It makes no coverage or liability judgement.
- Claim, urgent claim or not a claim? — Decision: picks the branch to follow. Submissions that aren't loss reports are kept aside; injuries, large losses and ongoing damage alert claims staff in Slack first; every claim becomes a HubSpot ticket.
- Not a claim — Kept in the run history. Branch: Not a claim. The run history keeps the submission and why it isn't treated as a claim; no ticket or email.
- Alert claims staff in Slack — Slack: Post a message. Branch: Urgent. Posts the injury or large-loss summary to your claims channel straight away, before the ticket is created.
- Create the claim ticket in HubSpot — HubSpot: Create a ticket. Branch: Claim. Creates a HubSpot ticket with the organised FNOL, priority set from the severity, in the pipeline and stage claims staff work from.
- Find or add the insured in HubSpot — HubSpot: Create or update a contact. Creates the insured's HubSpot contact, or updates the one with the same email.
- Link the ticket to the insured — HubSpot: Link two records. Links the claim ticket to the insured's contact so staff see the whole history in one place.
- Send your acknowledgement — Sends an email from your workspace's sender. Emails the insured your approved acknowledgement wording with their reference number, what they reported and the documents to gather. It always ends by saying it isn't a coverage decision.
- Claim logged — Kept in the run history. The run history keeps the organised claim, the ticket id and the acknowledgement sent.
Test it with Dry Run
Press Dry Run in the canvas. The agent runs on the sample data stored on its trigger (the “Sample data for Dry Run” box), so you can check every step's output before anything is live. Edit the sample to match the fields your own form or app sends.
Sample data fields
policyholder_name, email, phone, policy_number, policy_type, date_of_loss, time_of_loss, location, description, other_party, police_report, photos, submitted_at.
- Nothing is sent or written: app actions, emails and Slack posts are simulated, and AI steps don't call your AI provider.
Go live
- Open the trigger, copy the webhook URL and signing secret into your claim form, and switch it on. Make the form's email field required.
- The webhook is protected by a secret: send it in the header shown in the Activation panel (requests without it are refused with 403). Each request starts one run.
- The setup checklist adds a “paid plan” item before activation: live runs need a paid plan (the Free plan only runs Dry Runs).
- When every checklist item is done and the trigger is on, the checklist says “Live — this agent is running”. Follow its runs in the workflow's History tab and in Analytics → Agents.
Questions
Does it report the claim to the carrier?
No. Claims staff review every ticket and report it to the carrier. The ticket is laid out so it can be copied into the carrier's FNOL form.
What does the insured receive?
Your own approved acknowledgement wording, their reference number, a short repeat of what they reported and a list of documents to gather. It ends with: “This email confirms we received your report. It is not a decision about coverage.”
Which forms work?
Your own website form, or any form tool that can post JSON to the workflow's webhook URL with its signature header. The form must ask for an email address so the acknowledgement can be sent.
Troubleshooting
- “No AI provider connected” or a rejected key: connect or fix the key in Settings → AI Providers, then press Test there.
- A checklist item stays unticked: the setting is still empty or still contains its placeholder text. Open the step from the checklist and fill it in.
- An app step fails with “Needs reconnect”: the account's access was revoked or expired. Reconnect it in Settings → Integrations.
- Slack says the app isn't in the channel: in Slack, type /invite @Fluxo Flow in that channel (always needed for private channels).
- Nothing happens when your form sends data: check the webhook is switched on and the request carries the secret header (403 means it's missing or wrong).
- A step failed: open the run in History and check that step in the Trace tab for the error and what it received.
Generated from the agent's own workflow, so it always matches what the agent does. Last updated .