The insurance page enables you to have the ability to record details of client insurance policies. These can be linked to a specific asset, property, vehicle or personal insurance policy such as Life and Travel Insurance. 

INSURANCE ADMINISTRATION SET UP

INSURANCE REFERENCE DATA

To ensure that users can effectively utilise the Insurance page, your system administrator or manager must configure the following Reference Data item before using it for the first time:

Insurance Types: You need to set up a list of Insurance Types which will be used to populate the Insurance Type drop-down list on the Insurance page. The list already includes some prepopulated entries for Building & Content and Vehicle, but you have the option to add others as needed via  Admin>Data Maintenance>Reference Data>Insurance Types.  Examples might include Life or Travel Insurance. 

INSURANCE BUSINESS CONTACTS

The insurance policy record allows you to record the details of both the "Insurer" and "Insurance Broker" (if applicable). Both of these fields take the form of drop-down lists that are populated with data from the Admin>Data Maintenance>Business Address page so it is important to add insurance-related organisations to the business address list before utilising the Insurance functionality, especially as the "Insurer" field is mandatory when adding insurance to a client. 

To add a business address, navigate to Admi>Data Maintenance>Business Addresses. When entering an address, remember to categorise your entries with a type of  "Insurance". This will ensure that the system includes these organisations in the appropriate dropdown lists related to insurance. 

LINKING INSURANCE TO ASSETS

Insurance policies can be associated with assets within the system, such as vehicles, personal possessions, and property. Before adding an insurance policy for any of these types, the respective assets must first be added to the client's record. However, for insurance policies that are not connected to any specific asset e.g. Travel or Life Insurance, the 'Personal' type can be used without the need to link it to an asset.

INSURANCE NAVIGATION & FILTERING 

To view insurance policies for a client, navigate to a Client using either the Client List or Search functionality and select the Insurance page from the side menu.

The Insurance page displays all insurance records associated with the selected client. The insurance grid view displays the following information:

• Insurance Type (these are user-defined insurance types)
• Type (these are system-defined and relate to the linked asset in the system - Personal, Personal Possessions, Property and Vehicles)
• Description - this is the description of the linked asset which is taken from the following places:
• Personal - entered by user.
• Personal Possession - Description
• Property - Type, 1st Line Address
• Vehicles - Manufacturer, Model
• Expiry Date
• Policy ID
• Level of Cover
  

 The default view displays all 'active policies'. Policies are considered active if the associated 'Expiry Date' is greater than today.  The information in the grid can be filtered using the following options: 

• Insurance Type
• Type
• Status - it is possible to filter to see all policies, or just those active or expired. Any insurance policy added will have one of the following statuses:
• Active - no end date
• Expired - end date in the past.
• Description - this search field will search content in the 'Description' column.

MANAGING INSURANCE POLICIES 

ADDING AN INSURANCE POLICY 

To add a new insurance policy, follow these steps:

1. Search for the specific client you want to add an insurance policy for and select their details. 
2. Navigate to Client > Insurance.
3. Click Add New and the Add New Insurance popup will display.
4. Select the Insurance Type from the drop-down list (If the required Insurance Type does not appear in the list it will need to be added to the system via Admin> Data Maintenance > Insurance Types). 
5. Select the Type from the predefined drop-down list, here you have four options. 

• Personal - this type should be used for insurance that is not directly linked to an e.g. Life or Travel insurance. When "Personal" is selected you can free type details of the insurance in the Description field 
• Personal Possessions - this type should be used for insurance linked to a personal possession recorded under "Property > Personal Possessions' e.g. the client's laptop. When "Personal Possessions" is selected the Description field will display a list of active possessions in a dropdown format for you to select. 
• Property - this type should be used for insurance linked to a property recorded under "Property > Property' e.g. the client's owned home. When "Property" is selected the Description field will display a list of active properties in a dropdown format for you to select. 
• Vehicles - this type should be used for insurance linked to a vehicle recorded under "Property > Vehicles' e.g. the client's owned car. When "Vehicle" is selected the Description field will display a list of active vehicles in a dropdown format for you to select. 

6. Optionally select an Insurance Broker (note that the drop-down is populated with "Insurance" type business addresses recorded in the Admin>Data Maintenance > Business Address list so if the organisation you require is not available it will need to be added)
7. Select the Insurer (note that the drop-down is populated with "Insurance " type business addresses recorded in the Admin>Data Maintenance > Business Address list so if the organisation you require is not available it will need to be added)
8. Enter the policy Start Date (you will note that the End Date will automatically populate but can be changed. 
9. Enter the Premium 
10. Optionally enter the following data as required. 

• Policy ID - this is the primary identifier for the policy.
• Level of Cover (£) - this is the amount that the insurance policy will provide cover for. There is only a single field to enter a level of cover; if you need to add more detail you can use the 'Policy Details' field.
• Premium Paid - this is the date that the Premium was paid and should be added once the payment has been reconciled to confirm that the policy is in place.
• Policy Details - this is a free text field where you can add any further details about the policy. If you are sending a policy for approval, you should note any comments in this field that you would like the approver to see.

11. Click Save to add the policy or Cancel. 

ATTACHING AN INSURANCE DOCUMENT

It is also possible to upload a document to the insurance policy. This can be done by selecting the document upload icon at the bottom left of the 'Add New Insurance' pop-up. See additional guidance below on managing insurance documents.

VIEWING/EDITING AN INSURANCE POLICY

 To edit an insurance policy, follow these steps:
 

1. Search for the specific client that you wish to update/edit the insurance policy for and select them.
2. Click on the Insurance menu.
3. In the insurance grid, hover over the selected insurance policy and click the three dots that appear (…) to the right of the line.
4. Select Edit Details
5. Amend the information in the edit popup as required.
6. Once complete click Save to update the information or Cancel to abandon. 

RENEWING AN INSURANCE POLICY

 To renew an insurance policy, follow these steps:
 

1. Search for the specific client that you wish to update/edit the insurance policy for and select them.
2. Click on the Insurance menu.
3. In the insurance grid, hover over the selected insurance policy and click the three dots that appear (…) to the right of the line.
4. Select Renew
5. This will create a copy of the previous policy where you can update the details as required
6. Once complete click Save to update the information or Cancel to abandon. 

DELETING AN INSURANCE POLICY

To delete an insurance policy, follow these steps: 

1. Search for the specific client you want to delete from and select their details. 
2. Click on the Insurance menu.
3. In the insurance section, hover over the entry in the grid you would like to delete and click the three dots (…)  that appear to the right of the line.
4. Select Edit Details
5. In the edit popup click the Delete button and a confirmation pop-up will be displayed.
6. Click Confirm to delete or Cancel to abandon. 

Please be aware that only users with appropriate permissions can delete insurance policies.

Managing Insurance Documents

It is possible to add one document to an insurance record, at the stage of saving an insurance record.  The following document formats are supported:
 

• JPG
• PNG
• PDF
• Word (DOC & DOCX)  

ADDING AN INSURANCE DOCUMENT 

To add insurance, follow these steps:
 

1. From the add/edit insurance popup click the Upload Document icon found in the bottom left
2. In the Add Document popup enter the Document Title
3. Optionally enter a Description and the Valid From/ Valid To dates
4. Note that the Upload Date defaults to today but can be changed if required.
5. Click on the Upload New Document icon and Windows Explorer will open for you to locate the file you wish to upload.  

6. Click on the file and select Open in Explorer to add the document to the popup.
7. Click Save to add the document to the insurance or Cancel to abandon  

EDITING AN INSURANCE DOCUMENT PROPERTIES

To edit an insurance document, follow these steps:

1. Navigate to Client > Insurance.
2. Select the required record from the grid, using the three dots to select Edit Details
3. Select the Upload / View Document icon in the bottom left of the 'Edit Insurance' pop-up.
4. Update the information as required.
5. Click Save to update or Cancel to abandon

DELETING AN INSURANCE DOCUMENT

 To delete an insurance document properties, follow these steps:

1. Navigate to Client > Insurance.
2. Select the required record from the grid, using the three dots to select Edit Details
3. Select the Upload / View Document icon in the bottom left of the 'Edit Insurance' pop-up.
4. Click Delete 
5. In the confirmation popup click Confirm to delete or Cancel to abandon 

VIEWING INSURANCE DOCUMENTS 

Insurance documents can be viewed either from the Client Insurance page or from the System Documents page as detailed below. 

SYSTEM DOCUMENTS

The System Documents page displays all documents related to the client. Here, insurance documents can be identified by the 'Insurance' document type. Only documents associated with saved documents will display as default. 

To view an insurance document in System Documents, follow these steps:
 

1. Search for the specific client you want to view an insurance document for and select their details. 
2. Navigate to Documents>System Document
3. Locate the document you wish to view using the search and filter options available. 
4. Hover over the document entry in the grid and click the three dots (…) that appear to the right of the line. Here you have the two options:

• Download Attachment - selecting this option will download the document to the  "Downloads " folder on your computer 
• View - selecting this option will allow you to view the document details e.g. the document title and description 

VIEW DOCUMENTS FROM THE CLIENT RECORD

The insurance documents can also be viewed from the client's insurance record. 

 To view client insurance from the Client Insurance page, follow these steps:
 

1. Search for the specific client you want to view an insurance document for and select their details. 
2. Navigate to the Insurance Page 
3. Locate the insurance you wish to view a document for 
4. Hover over the insurance entry in the grid and click the three dots (…) that appear to the right of the line and click Edit Details 
5. In the Edit Insurance pop, you have two options:

• Click on the Upload / View (Cloud icon) - this will display the Edit Documents popup where you can click on the Eye icon to view the document. 
• Click on the Download Attachment (Tray/Arrow icon) - this will download the attachment in a zip file and save it to the "Downloads" folder on your computer.

VIEWING INSURANCE RECORDS FOR ALL CLIENTS

It is possible to see insurance records for all clients centrally by navigating to Finances > Insurance Records. From this page, you can also navigate to the individual's insurance page.  

Here you can filter by

• The user who submitted the insurance record 
• Expiry Date From - any policy which has an expiry date from a certain date.
• Expiry Date Until - any policy which has an expiry date until a certain date.

Here, you can filter by: 

• The user who submitted the insurance record 
• Expiry Date From - any policy which has an expiry date from a certain date.
• Expiry Date Until - any policy which has an expiry date until a certain date.

Clicking on the insurance record in the grid will navigate you to the associated client's insurance page. 

INSURANCE DASHBOARD WIDGET

Dashboard Widget for Insurance Policy Expiry

• Purpose: The dashboard widget alerts you about insurance policies nearing their expiry date. This includes policies due for renewal in 30 days, 7 days, or those already overdue.

Features

1. Filter by User:

• You can filter the alerts by the user who entered the policy into CasparGov.

2. Navigate to Insurance Records:

• Click on the counter in the widget to go to the Finances > Insurance Record page.
• From there, click on a specific policy to view detailed information about the client's insurance record.

This streamlined process ensures you are promptly notified and can easily manage and review insurance policies approaching their expiry dates.