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Introduction: Insurances Management

About Insurances Management

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).

Pre-requisite to using Insurances: The Service Provider Management Add-on must be activated.

Who can Access Insurances?

Who can access insurances and manage and record policies against a Service Provider Record?

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

About Insurance Settings

Before you add your first Policy to any Service Provider organization record you must review and confirm your Insurance Settings.

Who can access settings? Only ‘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, under Insurance Settings, can customize. The built in Policy Types are:

  • Auto
  • Asset
  • Building
  • Business Interruption / Loss of Profits
  • Casualty
  • Commercial
  • Commercial Motor Vehicle
  • Contract Works Insurance
  • Directors’ and Officers’ Liability
  • Electronic Equipment & Data
  • Employers Liability
  • Employment Disputes Insurance
  • Errors & Omissions Indemnity
  • General
  • Health
  • Liability
  • Material Damage
  • Machinery Breakdown
  • Marine Cargo (including transport by sea, air, road and rail)
  • Professional Indemnity
  • Public Liability
  • Statutory Liability
  • Sub-Contractors / Labour Only Payment Guarantee
  • Tools, Plant and Equipment
  • Workers Compensation Insurance
  • Other

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. Note you can have one or many people.
  2. Policy Owner: Under the settings for your ‘Contact Role Types’ there is a system Contact Role Type called ‘Insurances’. Use this to tag a member representing an organization as the key person at that organization responsible for their insurances.

Policy Notices ‘Send’ Settings

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

You can set this 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. Any update to the Policy Expiry Date after Notice 1 has been issued but before Notice 2 is issued will result in Notice 2 not being 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 (2) emails. One for the internal Recipients and another for the Policy Holders (the contact within the Service Provider organization.

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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