Stage a prospect's policies before they join Policy Stack
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When a prospect's policies are already in force but they have not created a Policy Stack account yet, you can stage those policies as drafts on their contact profile. The drafts double as your own working reference for the relationship, and when the prospect later signs up, they can accept the whole set into their account with one click.
This capability is available to every practice. Open the Policies card on a not-connected contact's profile to stage drafts.
Where Drafts Live
Open a contact who is not connected to Policy Stack and open the Banking tab on their profile. The pre-stage workspace links to the same Policies card used elsewhere on the profile. For a prospect, entering a policy here creates a claimable draft.
Everything you enter is encrypted at rest and visible only inside your practice (your agency's active members, where applicable). Nothing appears in any client account — drafts stay entirely on your side until the client explicitly accepts them.
Set Up and Complete a Draft
— from an empty Policies card, drop in the policy contract PDF. Policy Stack creates the draft, then AI extraction fills its carrier, policy number, insured, owner, dates, riders, and premium structure for your review.
Upload contract
Set up a policy — create the draft manually through the same policy wizard used elsewhere in Policy Stack.
Add statement — once the draft exists, upload an annual statement to extract current cash value, loan balance, and death benefit as a dated statement snapshot.
Select Continue setup on a saved draft to return to its setup steps. You can prepare the setup steps before the client accepts: current snapshot, annual statements, illustration, premium history, and loan history.
The card shows each draft's full detail — carrier, policy number, insured and owner, base death benefit, premium and frequency, issue date and anniversary — plus the latest statement values and any uploaded documents. A readiness chip tracks whether the draft has everything a claim needs — carrier, policy number, issue date, and base death benefit — and prompts for a statement when current values are missing.
When a draft has a complete anniversary month and day, that anniversary also appears on the advisor calendar. Archived and transferred drafts no longer create future anniversary events.
Removing a Practice-Loaded Policy
Before a prospect accepts a draft, your practice can manage or remove that draft. After acceptance, the policy belongs to the client's account. From the delegated client view, an advisor or team member with write access to policies can permanently remove a client policy when the client's grant also covers any required loan scopes. The CRM-only Remove policy action remains limited to untouched policies loaded by the practice.
For a policy created directly by your practice in a connected client's workspace:
If any loan references the policy, the grant must include write access to loans; if a policy loan exists, it must also include write access to deployments, goals, and liabilities. A non-policy loan remains and is detached from the policy.
The confirmation lists affected records and requires acknowledgment and typed DELETE. If the policy has linked documents, the client must also have shared documents with you; otherwise nothing is removed. View-only sessions cannot remove policies.
Current policy deletion is permanent. Recently Deleted only restores older records created under the previous soft-delete flow during their remaining 30-day window.
What the Prospect Sees Later
When the prospect creates a Policy Stack account with a verified email, their Home shows a card: "[Your name] set up N policies for you." Amounts are shown rounded until they accept. The card leads their Home with your photo and welcome note and cannot be dismissed. They choose:
Allow access and add — the card shows the access level and what it shares before the button. If permission has not already been captured through an accepted seat, "Allow View & edit · Add policy" grants read and write access and adds the policies in one click; "Change" offers View only. Documents stay private unless the client shares them. Eligibility alone does not grant access. For a seat accepted with “Accept & share,” the recorded read/write consent permits automatic claiming.
No access — declines the prepared policies: they are not imported and the offer is hidden until you resend policy setup from the client profile. A sponsored seat requires read and write access, so a seated client's card offers only View & edit. A client who connected without sharing is never given your prepared policies until they choose View & edit or View only. The client can still manage access from Settings → Connections.
The card names the setup steps each policy includes, without figures. After the client accepts, a prepared step reads Being added until it is added. If a record can't be added, you get a notice.
Each draft on the Policies card carries a state chip so you can tell these apart without guessing:
Ready to claim — complete and the client has a qualifying link. This does not mean the client has seen the offer or granted permission.
Needs details — the draft cannot be imported yet; the card names the missing field.
Declined — the client dismissed the offer, with the date. Use Resend policy setup to put it back in front of them. If the draft also needs details, fix those first: a resend is refused while the draft is incomplete.
Accepted — the client imported it; the live policy is now theirs.
The client is told that declining is visible to you. You see only that they declined and when — never a reason, and nothing else about their account.
The card is only offered when the account matches exactly one of your contacts and the person has a qualifying prior link: a seat or accepted connection, referral-only signup through you, or naming you during onboarding. If no qualifying link exists, send a seat invite or have them enter your email during signup. If a draft needs details, complete them (including its carrier) before it can be claimed. Policies already recorded in the account do not block the offer; claimed prepared policies are added alongside them. A ready notification is sent in-app and by email, subject to the client's notification settings. A seat accepted before automatic claiming shipped is retried when that client next opens Home.
After the Claim
Accepted drafts are marked transferred, the contact moves from prospect to active client, and the contact profile hands off to the connected-client view of their live banking system. The draft's encrypted copy is cleared by a scheduled cleanup once the transfer completes — the client's account now holds the single source of truth.
A client on the Starter tier keeps one policy active after accepting; additional policies arrive locked and unlock on Builder Pro. The data is preserved either way.
Drafts for a prospect who never joins simply remain on the contact profile as your working reference for the life of the contact.
Policy Stack is a tracking and visualization tool. It does not provide financial advice, recommendations, or opinions on what you should do with your banking system.
Policy Stack is independent of and is not affiliated with, sponsored by, or endorsed by Infinite Banking Concepts, LLC or the Nelson Nash Institute.