Introduction: Insurances Management

In this series, we explain how you can manage service provider insurances through the Service Provider Manager Add-on.

Recording Service Provider Insurances and ensuring the right people are aware when an Insurance Policy is about to expire is a great way to minimize organizational risk.

Good insurance policy management gives your organization peace of mind by ensuring your contractors and suppliers (service providers) have adequate insurances in place to protect your organization from un-due exposure to financial, and operational harm.

Insurances Management is not about managing your own organization’s insurance policies; it is about managing the insurance policies of your contractors and suppliers (service providers).

Please Note: To use Insurances Management, the Service Provider Management Add-on must be activated.

Who can Access Insurances?

There are different levels of access to insurances based the assigned user role of an employee.

Service Provider Administrators: These users can manage and update the Insurance Settings for your account.

Service Provider Managers and Co-ordinators: These users cannot manage settings but they can add and remove insurance policy records against any service provider organization they have access rights to view.

About Insurance Settings

Before you add your first Policy to any Service Provider organization record you must review and confirm your Insurance Settings. These can only be accessed by Service Provider Administrators.

There are 4 Settings:

  1. Policy Types
  2. Notification Recipients
  3. Policy Notices Send Settings
  4. Expiry Notification Email Editor

Policy Types

When you add a new policy to a Service Provider Organization record you are asked to select a ‘type’ of policy from a dropdown list. Your account comes with 26 built-in Insurance Policy Types which you can customize under Insurance Settings.

What is the purpose of the Policy Type List?

If every user with access to the Service Provider Management function was able to randomly enter a Policy Type against a specific Policy there would be a propensity for spelling mistakes, and double-ups caused by slight variations in spellings. In most instances organizations want ‘control’ over policy types and naming conventions. The Insurance Settings function allows this.

Notification Recipients

Prior to an insurance policy expiring your WhosOnLocation account can notify nominated people of the policy’s pending expiry. There are three (3) Notifications.

  1. The Policy Expiring Pending (Notice 1) – advising the recipient the Policy is about to expire.
  2. The Reminder of Policy Expiring (Notice 2) – reminding the recipient the Policy is about to expire.
  3. The Policy has Expired (Notice 3) – advising the recipient the Policy has expired.

There are two types of people that can be notified automatically of a pending policy expiry:

  1. An internal recipient of the notice can be any employee, from any location, in your account. Typically someone like your Compliance Manager, Facilities Manager, Risk Manager, Health and Safety Manager or similar would be an internal recipient. You can have as many recipients as required.
  2. Policy Owner: Under the settings for your ‘Contact Role Types’ there is a system Contact Role Type called ‘Policy Owner’. Adding this to a member of an organization will let you set them as the recipient of policy expiry notifications. An organization can have as many Policy Owners as required.

Policy Notices ‘Send’ Settings

Manage when your insurance expiry notifications should go out to the internal and/or policy owner recipients.

You can set the initial notice (Notice 1) to be sent automatically:

  • 3 months (90 Days),
  • 2 months (60 Days),
  • 1 month (30 Days), or
  • 10 Days

…. prior to the actual expiry.

You can also choose to have a reminder (Notice 2) sent:

  • 2 months (60 Days)
  • 1 month (30 Days) or
  • 10 Days prior to the actual expiry

The only rule is Notice 2 must be a period less than Notice 1.

If the Policy is not made Inactive, or its expiry date updated, then a 3rd notice (Notice 3) is sent advising of the expiry of the Policy.

If the expiry date is updated, or a policy is made inactive, before a notification is scheduled to send, the notification will not be sent.

Expiry Notification Email Editor

The Policy Expiring Notices that are emailed to your nominated recipients are pre-formatted and you are not required to do anything unless you wish to customize them to meet the requirements of your organization.

Within each of Notice 1, 2, and 3 there are two emails. One for the internal Recipients and another for the Policy Owners (the contacts within the Service Provider organizations).

You can edit the default notices created for you and use Placeholders to insert dynamically generated data. The Placeholder is a data reference contained within double curly brackets. Placeholders allow you to access data when defining logic within your notice templates.


Question: Are Insurance Policies recorded against the Organization or Member record?

Answer: The Service Provider Organization record.


Question: Who can Add policies to a Service Provider Organization Record?

Answer: Only users granted a Service Provider Administrator, Manager, or Co-ordinator user role can add polices to an Organization’s record.


Question: How many Insurance Policies can we record?

Answer: Unlimited.


Question: If we set up default notification recipients can we adjust them at the specific policy level?

Answer: Yes. You can add or remove your system default recipients for one or many Policies.


Question: What happens if I make changes, at the policy level, to the recipients for that policy – can I subsequently revert that policy’s recipients back to the defaults?

Answer: Yes. There is a ‘Apply Default Settings’ option at the Policy Level for all settings.

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