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Managing Policy Expiry Notifications

In this article we explain how to setup the default ‘send’ rules for your Policy Expiry Notifications. You must be a Service Provider Administrator to be able to access Insurance Settings to manage the default send rules.

Setup your Default Send Rules

  1. Navigate to Tools > Service Provider Manager.  

  2. Select Insurance Settings from the directory on the left side of screen.
  3. Select the Policy Notice ‘Send’ Rules tab from the upper tab options.

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.

F.A.Q Insurances

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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