ImplementationBuying guideAlex Mariano5 min read
How to size CRMDAY One for your operation: users, add-ons and a sensible rollout
Most software pricing pages answer 'how much?'. This guide answers the question that comes first: what does my operation actually need on day one, and what can wait?
Buying an operating platform is not like buying a single tool. You're deciding how many people will work in it, which capabilities the operation needs now and which ones should arrive later. Get it wrong in one direction and you pay for modules nobody uses. Get it wrong in the other and the team works around gaps for months.
This guide walks through how CRMDAY One is structured, how to count users, which add-ons make sense for which kind of agency and how to phase the rollout. Current prices are always on the pricing section of the CRMDAY One page; here we focus on the decisions.
Step 1 · Understand what the base already covers
Every licensed user gets the operational CRM. Before looking at add-ons, check how much of your current stack the base replaces:
| Included in the base | Typically replaces |
|---|---|
| Clients, pipeline and tasks | Generic CRM, task lists, personal spreadsheets |
| Policies and household | Policy spreadsheets and notes fields |
| Native Open Enrollment orchestrator | Renewal tracking spreadsheets and ad-hoc lists |
| Healthcare.gov quote workspace | Quoting in a separate browser tab |
| Signed forms | Standalone e-signature tool for consent and income forms |
| Core automations and dashboards | Manual reminders and weekly reports built by hand |
A quick exercise: list every tool your agency pays for today and mark the ones the base column replaces. That list is the real starting point of your budget conversation.
Step 2 · Count licensed users correctly
CRMDAY One is priced per licensed user per month, starting at $69, with progressive bands: as the team grows, the per-user price decreases, and the price of the selected band applies to every licensed user, not only to the seats above a threshold.
A licensed user is someone who signs in and operates the CRM. To count them, list roles, not names:
- Producers who own leads, quotes and clients.
- Service agents who work the inbox, cases and documents.
- Managers and owners who assign work and read dashboards.
- Back-office and finance, if they reconcile commissions or manage records in the platform.
Seasonal staff are the most common sizing question for ACA agencies. If temporary agents will work renewals during Open Enrollment, include them in the count for the months they operate and ask our team how seasonal seats fit your subscription before the season starts.
Step 3 · Don't confuse Network Members with licensed users
Agencies that work with downstream agents often overcount seats. In CRMDAY One these are two different things, charged independently:
| Licensed user | Network Member | |
|---|---|---|
| What it is | A person who signs in and operates the CRM | A person or agency in your downstream hierarchy |
| Why it exists | To work leads, clients, cases and renewals | To attribute production, portfolio and compensation |
| Needs a login? | Yes | Not necessarily |
| Charged as | Per licensed user | Through the Agency Network add-on |
An agent can be both: a downstream agent who also operates in your CRM counts as a Network Member and as a licensed user. Most downstream agents in a network only need to exist in the hierarchy.
Running a network with downlines and overrides? See CRMDAY One for agency networks
Step 4 · Match add-ons to your operating profile
Four capabilities are configured during signup according to your operation. At the time of writing, these are their published prices:
| Add-on | Price | What you get | Add it when |
|---|---|---|---|
| AI / Aria | $199 / month | Up to 1,000 AI-handled conversations | Leads arrive after hours or service volume outgrows the team |
| Voice + SMS | $59 / tenant / month | Up to 10 telephony users and 250 outbound minutes | Calls and texts should live on the client timeline |
| Agency Network | From $79 / month | Multi-level agents and agencies | You manage downstream agents or agencies |
| Commission Management | From $99 / month | Reconciliation, splits, overrides and payouts | Commissions are reconciled in spreadsheets |
Here's how these combine for typical profiles. Treat them as starting points, not rules.
| Agency profile | Start with | Consider next |
|---|---|---|
| Solo agent or small ACA shop | Base CRM | Voice + SMS once client conversations move to text |
| Growing ACA agency with inbound leads | Base + Voice + SMS | Aria for after-hours qualification and peak season |
| Multi-line agency (ACA, Medicare, life) | Base + Voice + SMS | Commission Management when carriers and splits multiply |
| IMO, FMO or agency network | Base + Agency Network + Commission Management | Aria and Voice + SMS for the internal service team |
Step 5 · Phase the rollout
Buying everything at once is rarely the best rollout. The sequence that works for most agencies follows value and risk:
Weeks 1-2
Trial with real (anonymized) cases, then import clients, households and policies
Weeks 3-4
Pipeline, tasks and signed forms in daily use by producers and service
Month 2
Channels on the timeline with Voice + SMS; dashboards for managers
Month 3
Aria for after-hours leads and routine service, with human handoff
As needed
Agency Network and Commission Management when hierarchy and payouts require them
For ACA agencies, the calendar matters more than the sequence. Aim to have the book imported and the Open Enrollment orchestrator configured before November 1. New capabilities introduced during the season compete with clients for the team's attention.
Want a week-by-week plan for the first month? Read: your first 30 days with CRMDAY One
Step 6 · Build the business case in your own numbers
A fair comparison puts three columns side by side: what you pay today for the tools the base replaces, what the CRMDAY One configuration costs, and the value of the time and retention you expect to recover. The last column is the one most agencies skip, and it's usually the largest.
- Hours per week spent re-keying data between tools, multiplied by loaded hourly cost.
- Renewals contacted late or not at all last season, and their average annual commission.
- Leads that arrived after hours and waited until the next day.
- Days per month spent reconciling commissions by hand.
Need a structure to present the numbers to partners or leadership? Read: building the business case for an insurance CRM
Common sizing mistakes
- 01Counting every downstream agent as a seat. Most only need to exist in the hierarchy.
- 02Buying AI before the data is clean. Aria works best when clients, households and policies are already right.
- 03Skipping communication. If calls and texts stay on personal phones, the timeline stays incomplete.
- 04Starting in November. Import and configure before the season, not during it.
- 05Ignoring the trial. Five days with real cases answer more questions than any sizing spreadsheet.
Ready when you are
Put the plan in motion this week.
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