The Association Insurance page provides management companies with a comprehensive system for tracking insurance policies and automating renewal alerts. This feature allows you to maintain detailed insurance records for your associations and receive automated notifications before policies expire, ensuring continuous coverage and compliance.

Important: Insurance renewal alerts are tied to action items and can be customized based on your alert criteria preferences. The system will automatically generate renewal alerts based on the policies you have entered and the action step rules you have configured.

Contents

• Track Association Insurance Policies
  • Add an Insurance Policy
  • Edit an Insurance Policy
• Export Insurance Data
• Set Up Insurance Renewal Action Items
• Renewal Alert Information

Track Association Insurance Policies

The Association Insurance page displays all insurance policies for the selected association and provides tools for managing and tracking coverage. 

Use the Association Insurance page to add, edit, and manage insurance policies for your associations.

Add an Insurance Policy

To add a new insurance policy:

1. Navigate to Association > Insurance.
   The Insurance page opens.
   
   
   
   The page displays existing insurance policies with the following information:
   • Policy details and coverage information
   • Renewal dates and carrier information
   • Agent contact details
   • Policy status and expiration alerts
2. Click Select an Association association to open the search screen where you can search for and select the desired association or select all associations.
3. Click New Insurance.
   The Edit Insurance screen opens.
   
   
    
4. Provide the following information (not all fields are required but provide as much as you can):
   • Coverage: Specify the type and amount of coverage provided.
   • Carrier Name: Enter the insurance company name.
   • Agent: Add agent contact information and details
   • Renewal Date: Select the date when the policy expires and needs renewal.
   • Policy Number: Enter the policy identification number.
5. Click Save to add the policy to the association.

Edit an Insurance Policy

To edit an insurance policy:

1. Navigate to Association > Insurance.
2. Locate the policy you want to modify, and click Edit next to it.
   The Edit Insurance screen opens.
3. Update the necessary information in the policy form.
4. Click Update .

Note: Keep your insurance information current and accurate to ensure renewal alerts function properly and provide relevant notifications.

Export Insurance Data

The Association Insurance page includes export functionality to help you analyze and audit insurance data across your portfolio.You can export an Excel file containing insurance information for all associations in your portfolio.

To export insurance data:

1. Navigate to Association > Insurance.
2. Click Export All Associations' Insurance to download portfolio-wide insurance data.
   The system generates an Excel file with the insurance information.

Note: The All Associations export includes associations without insurance policies, displaying N/A for missing information. This comprehensive view helps identify associations that may need insurance coverage.

Set Up Insurance Renewal Action Items

The Association Insurance Renewal type of alert automatically creates an action item when insurance policies approach their renewal dates. This action item integrates with your existing action item workflow and alert system.

Key features of insurance renewal action items:

• Tied to specific associations and insurance policies
• Automated alerts based on configurable criteria
• Integration with existing action item notification systems
• Customizable alert timing and recipient settings

To configure renewal alerts:

The insurance renewal alert timing is controlled by the Alert Criteria setting in the action step rules. For example, if the Alert Criteria is set to "60" days, the management company will receive the renewal alert 60 days before the policy's renewal date.

Note: For information about configuring action step rules and alert criteria, see the "Action Type Rules" article.

Renewal Alert Information

When the Association Insurance Renewal Alert triggers, it provides comprehensive policy information to help you manage the renewal process effectively.

The renewal alert contains:

• Policy Number: The unique identifier for the insurance policy.
• Renewal Date: The date when the policy expires and requires renewal.
• Coverage: Details about the type and amount of coverage provided.
• Carrier: The insurance company providing the coverage.
• Agent: Contact information for the insurance agent or broker.

Note: Fields without data display as N/A in the alert to clearly indicate missing information.

Alert timing examples:

• If Alert Criteria is set to 0 days: The alert triggers the day before the renewal date.
• If Alert Criteria is set to 30 days: The alert triggers 30 days before the renewal date.
• If Alert Criteria is set to 60 days: The alert triggers 60 days before the renewal date.

Renewal alerts follow your configured action item notification settings, ensuring they reach the appropriate team members based on their roles and responsibilities. After the action item is created, the workflow follows the configuration -you can build out whatever process or notifications you need from there.