Introduction: Insurances management

Learn how to manage contractor insurances through the contractor manager add-on.

How it works

Recording contractor 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 have adequate insurances in place to protect your organization from undue exposure to financial, and operational harm.

Insurances management is not used to manage your own organization’s insurance policies; it is about managing the insurance policies of your contractors and suppliers.

Insurance policies are recorded against the contractor organization record. You can add an unlimited number of insurance policies. Only users granted a Contractor Administrator, Manager, or Co-ordinator user role can add policies to an organization’s record.

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

  • Contractor Administrators: These users can manage and update the Insurance Settings for your account.
  • Contractor Managers and Co-ordinators: These users cannot manage settings but they can add and remove insurance policy records against any contractor organization they have access rights to view.
To use insurances management, the contractor management add-on must be activated.

Manage insurances

About insurance settings

Before you add your first policy to any contractor organization record you must review and confirm your insurance settings. These can only be accessed by Contractor Administrators.

There are four settings:

  • Policy Types
  • Notification Recipients
  • Policy Notices Send Settings
  • Expiry Notification Email Editor

Policy types

When you add a new policy to a contractor organization record you are asked to select a type of policy from a dropdown list. Your account comes with 26 policy types. You can add additional policy types, rename policy types, choose the locations and categories and groups each policy type applies to, or delete any types not required by your organization.

Notification recipients

Prior to an insurance policy expiring your MRI OnLocation account can notify nominated people of the policy’s pending expiry. There are three notifications:

  • The Policy Expiring Pending (Notice 1) – advising the recipient the Policy is about to expire.
  • The Reminder of Policy Expiring (Notice 2) – reminding the recipient the Policy is about to expire.
  • 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:

  • An internal recipient of the notice can be any employee, from any location, in your account. You can have as many recipients as required.
  • 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 prior to the policy expiry:

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

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 contractor 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.