How to Train Insurance Staff to Use Automation Effectively

Automation is transforming the insurance industry, helping agencies work faster and more efficiently. But without the right training, even the best tools can feel overwhelming to employees. That’s why it’s essential to train insurance automation into your team’s daily workflow in a way that feels natural and practical.

Many insurance professionals resist automation, not because they don’t see the value, but because they fear it will be difficult to use or replace their role. The reality is that automation doesn’t eliminate jobs—it eliminates repetitive tasks, allowing your team to focus on higher-value work like client relationships and policy advising.

To make the transition smooth, training needs to be clear, engaging, and easy to follow. Tools like Tango, Loom, and Google Classroom can simplify the process by providing step-by-step instructions, video walkthroughs, and structured learning paths. With the right approach, your staff can quickly gain confidence in using automation to improve efficiency without frustration.

In this guide, we’ll break down a step-by-step method to train your team effectively, from setting clear goals to reinforcing learning over time. By the end, your agency will have a well-trained staff that embraces automation instead of avoiding it. Let’s get started.

Start with Clear Training Goals

Before introducing any automation tools, it’s crucial to set clear expectations for your team. A well-structured plan helps employees understand how automation fits into their daily responsibilities and removes uncertainty about what’s changing. The key to successfully train insurance automation is making sure your staff knows the “why” behind it—not just the “how.”

Identify What Tasks Automation Will Handle

Employees often worry that automation will replace their role, but in reality, it helps them work smarter. Start by outlining the specific tasks automation will improve. For example:

• Automated follow-ups: No more missed renewal reminders or policy updates.
• Data entry automation: Reduce manual input errors and free up time for client service.
• Lead tracking: Ensure every potential client gets the right attention at the right time.

When employees see how automation removes tedious work, they’re more likely to embrace it.

Set Expectations for Daily Use

Once your team understands what automation will handle, define how they will interact with it. Will they need to check an automation dashboard daily? Should they approve certain workflows before they run? By setting clear expectations, you eliminate confusion and help staff integrate automation naturally into their routine.

Consider providing a simple automation checklist for employees, such as:
✅ Check the automated task list each morning.
✅ Review any flagged issues that need human input.
✅ Update CRM notes based on automated follow-ups.

This structure gives employees confidence that automation supports them, not replaces them.

Use Real-Life Scenarios to Show Benefits

One of the most effective ways to train insurance automation is through real-world examples. Show how automation has helped agencies like yours save time, reduce errors, and improve customer experience.

For example, you might say:
"Imagine you’re an account manager handling 50 clients. Instead of manually tracking renewal dates, automation sends timely reminders and follow-ups. Now, instead of spending hours chasing paperwork, you can focus on advising clients and strengthening relationships."

When employees can connect automation to their daily work, they’re far more likely to adopt it.

By starting with clear training goals, your team will have a solid foundation before jumping into tools like Tango, Loom, and Google Classroom. Next, we’ll cover how these tools can simplify automation training and make learning more engaging.

Use Tango, Loom, and Google Classroom for Training

Once your team understands why automation matters, the next step is making training easy and accessible. The best way to train insurance automation is by using tools that simplify learning, provide clear instructions, and allow employees to learn at their own pace. That’s where Tango, Loom, and Google Classroom come in.

Tango: Step-by-Step Automation Guides

One of the biggest hurdles in training is getting employees to remember how to use new tools. Tango eliminates this problem by automatically creating step-by-step guides as you complete tasks.

With Tango, you can:
✅ Record an automated workflow and generate instant instructions.
✅ Add screenshots and annotations to highlight key steps.
✅ Share guides with your team for easy reference.

For example, if your agency starts using an automated CRM follow-up system, you can use Tango to create a visual guide showing exactly how it works. Instead of employees asking the same questions repeatedly, they can access clear instructions anytime they need them.

Loom: Video Walkthroughs for Hands-On Learning

Some employees learn best by watching a process in action. Loom makes this possible by letting you record video tutorials with screen-sharing and voice explanations.

With Loom, you can:
🎥 Walk employees through how to use automation tools.
🎥 Answer common questions in a video instead of long emails.
🎥 Build a library of training videos for new hires.

For example, if you introduce automation for policy renewal reminders, you can record a Loom video showing exactly how it works. Employees can watch the video whenever they need a refresher, reducing training time and confusion.

Google Classroom: Organizing and Tracking Training

Training isn’t a one-time event—it’s an ongoing process. Google Classroom helps keep everything organized in one place, making it easy to manage and track employee progress.

With Google Classroom, you can:
📚 Create a structured training program with modules and lessons.
📚 Upload Tango guides and Loom videos for easy access.
📚 Assign quizzes and track completion rates.

For example, you can create a "Train Insurance Automation" course with different sections for CRM automation, policy renewals, and claims processing. Employees can complete the training at their own pace, ensuring they fully understand each tool before moving on.

Combining These Tools for Maximum Impact

The best part? These tools work together for a seamless training experience. You can:

• Use Tango to document automation workflows.
• Use Loom to provide video demonstrations.
• Use Google Classroom to organize materials and track progress.

By leveraging these tools, you remove the frustration of manual training and create an easy-to-follow system that helps employees adopt automation with confidence.

Next, we’ll dive into how to make training interactive and hands-on, so employees don’t just learn automation—they actually use it.

Make Training Interactive and Hands-On

A common mistake when trying to train insurance automation is relying too much on passive learning. While step-by-step guides and video tutorials are helpful, employees learn best when they get to apply automation in real-world scenarios. The more interactive the training, the faster your team will gain confidence in using automation tools.

Let Employees Practice in a Safe Environment

Instead of immediately implementing automation in live client interactions, create a training sandbox where employees can test different workflows without risk. This could be a test version of your CRM, a fake client database, or a practice automation sequence.

For example, if you’re automating follow-up emails, let employees:
✅ Run test sequences on sample leads.
✅ Adjust automation triggers to see how they work.
✅ Troubleshoot errors before going live.

Giving employees hands-on experience helps them feel comfortable before automation becomes part of their daily routine.

Use Quizzes and Challenges to Reinforce Learning

Employees often forget training if they don’t use automation right away. To keep knowledge fresh, introduce quizzes and interactive challenges that test their understanding.

Consider:

• Short quizzes after each training module to reinforce key concepts.
• Scenario-based challenges where employees solve real-life problems using automation.
• Team competitions to see who can optimize workflows the best.

For example, after introducing automation for client follow-ups, you could create a challenge: “Set up an automated workflow that reminds clients about policy renewals and assigns a follow-up task to an agent.” This encourages employees to experiment with automation instead of just learning about it in theory.

Encourage Employees to Troubleshoot and Improve Automation

Automation isn’t set in stone—there’s always room for improvement. Encourage employees to identify inefficiencies and suggest changes. This not only helps refine workflows but also increases buy-in because employees feel like they have a say in the process.

Ways to do this include:
🔹 Monthly feedback sessions where employees share automation insights.
🔹 A shared document for reporting automation issues and suggestions.
🔹 A designated “automation expert” on the team who helps troubleshoot problems.

For example, if an automated email sequence is sending follow-ups too frequently, employees should feel empowered to flag the issue and suggest timing adjustments. This keeps automation running smoothly and prevents frustration.

Make Training an Ongoing Process

Automation tools evolve, and so should training. Instead of treating automation training as a one-time event, integrate it into your agency’s culture. Offer refresher sessions, provide ongoing support, and celebrate employees who find creative ways to use automation effectively.

By making training interactive and engaging, your team will not only learn how to use automation—they’ll actively embrace it. Next, we’ll cover how to reinforce learning with ongoing support so employees continue to build confidence over time.

Reinforce Learning with Ongoing Support

Training doesn’t stop once your team understands the basics of automation. The most successful agencies train insurance automation continuously, giving employees the support they need to use automation effectively over the long term. Without ongoing reinforcement, even the best training can fade, leading to hesitation, mistakes, or underutilized tools.

Assign Automation Champions

One of the best ways to keep automation training alive is to designate automation champions within your team. These are employees who have mastered automation tools and can act as in-house experts.

An automation champion can:
✅ Answer team questions about automation workflows.
✅ Help troubleshoot issues when automation doesn’t work as expected.
✅ Identify new ways to optimize processes and reduce manual work.

Instead of relying solely on managers or outside trainers, employees have a go-to person who can support them in real time.

Hold Regular Refresher Sessions

As your agency evolves, your automation needs will change. That’s why it’s important to schedule periodic refresher sessions to keep everyone up to date. These sessions can:
📌 Review automation processes to ensure employees are using them correctly.
📌 Introduce updates or new features in automation tools.
📌 Address common mistakes and provide solutions.

For example, if your CRM updates its automation capabilities, a refresher session ensures your team knows how to take full advantage of the new tools instead of falling back into manual processes.

Create a Centralized Resource Hub

Employees need a place to quickly find answers when they forget how to use an automation feature. A centralized resource hub can serve as a go-to training library, reducing frustration and support requests.

Your resource hub should include:
📂 Tango guides for step-by-step instructions.
📂 Loom videos for visual walkthroughs.
📂 FAQ section covering common automation issues.
📂 Google Classroom modules for structured learning.

For example, if an employee forgets how to update an automated lead follow-up, they can simply check the resource hub instead of waiting for a response from a manager.

Recognize and Reward Automation Success

Adopting automation can be a big shift for some employees. Recognizing those who embrace it and use it effectively encourages a positive mindset around automation.

Ways to celebrate automation success:
🏆 Highlight employees who save the most time using automation.
🏆 Offer small incentives for team members who suggest workflow improvements.
🏆 Share success stories of how automation has led to better client service.

For example, if an account manager uses automation to improve policy renewal follow-ups and retention rates increase, publicly acknowledging their success can inspire others to engage more with automation tools.

Make Automation Training Part of Onboarding

Finally, to keep automation ingrained in your agency’s culture, make it a standard part of onboarding for new hires. Instead of treating automation as an extra skill, integrate it into job training from day one.

New employees should:
✅ Complete automation training modules before working with clients.
✅ Practice using automation in a test environment.
✅ Understand automation’s role in their daily responsibilities.

By reinforcing learning through ongoing support, your team will continue to grow their confidence in automation, leading to better efficiency, fewer errors, and a smoother client experience.

Training your staff to use automation effectively isn’t just about teaching them how the tools work—it’s about helping them feel confident using them every day. When you train insurance automation with clear goals, interactive learning, and ongoing support, your team will see automation as an asset rather than an obstacle.

By using tools like Tango, Loom, and Google Classroom, employees can learn at their own pace, practice in a safe environment, and troubleshoot with ease. With automation champions, refresher sessions, and a centralized resource hub, your agency can continue improving efficiency while keeping client service at the highest level.

The sooner you start, the sooner you’ll see results. Book a call to learn more about Insurance Automation and discover how automation can streamline your agency while giving you more time to focus on growth.