Managing Policy Expiry Notifications

How to set up the default send rules for your Policy Expiry Notifications. You must have the Service Provider Administrator user role assigned to access these settings.

Timely notifications reminding the right people that an organization's insurance policy is nearing its expiry date are very important to avoid delays in business.

WhosOnLocation gives you the ability to send up to two notifications, at timings of your choice, prior to a policy expiry and one the day after expiry, if necessary.

Please Note: If an insurance policy expiry is updated, or the policy status is set to inactive, before a notification is sent, the notification will no long send.

Setup your Default Send Rules

1. Go to Tools > Service Provider Manager

2. Select Insurance Settings from the left-hand menu

3. Select the Policy Notice ‘Send’ Rules tab

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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.

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