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Insurance

Insurance

Overview

The Insurance screen manages the policies protecting your Assets. Each policy is recorded once - insurer, Coverage type, Coverage amount, premium, deductible and period - and then the covered Assets are attached to it, each with its insured value.

ActivoHQ reminds you about the renewal before the policy expires, and it can produce a claim packet in PDF with the information and images of the covered Assets, ready to submit to the insurer.

How to get there

Coverage > Insurance

Direct URL: /Coverage/insurance

Key concepts

Term Definition
Policy An insurance contract identified by its number, issued by an insurer.
Coverage The type of risk covered: Property, All Risk, Liability, Theft, Fire or Transport.
Coverage amount The policy's total insured value.
Premium The amount paid for the policy each period.
Deductible The part of a loss the company bears before the insurer responds.
Renewal date The end of the period. It is the date that triggers the alerts.
Covered Assets The list of Assets attached to the policy, each with its insured value.
Claim packet A PDF with the identity, book value and photos of each covered asset, to support a loss.

Statuses

Status When it appears
Valid More than 30 days remain before renewal.
Expiring soon 30 days or fewer remain.
Expired The renewal date has passed.
Inactive The policy has Active unticked; it stays in the history but is excluded from the alerts.

How to use it

Register a policy

  1. Click New.
  2. On the Edit tab, in the Policy section, fill in:
    • Policy # (required): the policy number.
    • Insurer (required): the company issuing it.
    • Coverage: the type of risk covered.
    • Coverage amount (required): the total insured value.
    • Premium (optional) and Deductible (optional).
    • Period start (required) and Renewal date (required).
    • Broker / claim contact (optional).
    • Notes (optional): a rich text editor for details, exclusions and conditions.
    • Active: ticked by default.
  3. Under Document, use Upload document to attach the policy as a PDF or image.
  4. Click Save.

Attach Assets to the policy

  1. Open the policy and go to the Covered Assets tab.
  2. Under Add asset, select the asset (you can type to search for it).
  3. Set that asset's Insured value.
  4. Click Add. The asset appears in the table with Code, Name and Insured value.
  5. The table footer shows the number of covered Assets and the Total insured.
  6. To remove an asset, use the delete button on its row.

Generate the claim packet

  1. With the policy open and Assets already attached, go to Covered Assets.
  2. Click Generate claim packet.
  3. A PDF is produced with each covered asset's identity, its book value and its photographs (before and after, where they exist), ready to send to the insurer.

Delete policies

  • One at a time: right-click the row, choose Delete, and confirm.
  • Several at once: tick the checkboxes and use Delete (N).

To keep the history without receiving alerts, untick Active.

Fields

Field Type Required Description Validation
Policy # Text Yes The policy number. Cannot be empty.
Insurer Text Yes The company issuing the policy. Cannot be empty.
Coverage Drop-down No Property, All Risk, Liability, Theft, Fire or Transport. None.
Coverage amount Number Yes The total insured value. Shown in the company's currency. None.
Premium Number No The amount paid per period. None.
Deductible Number No The amount the company bears in a loss. None.
Period start Date Yes The start of the covered period. None.
Renewal date Date Yes The end of the period; it triggers the alerts. None.
Broker / claim contact Text No Who to contact to file a claim. None.
Notes Rich text No Coverage details, exclusions and conditions. None.
Active Checkbox No Inactive policies are excluded from the alerts. None.
Document File No A copy of the policy. PDF or image.
Insured value (per asset) Number No The asset's insured value within the policy. Captured when the asset is added.

Table columns

Column Description
Policy # The policy number. Click it to open the policy.
Insurer The issuing company.
Coverage The Coverage type; filtered by name.
Coverage amount The total insured value.
Premium The amount per period.
Assets The number of covered Assets. A calculated column: it cannot be filtered.
Renews The renewal date.
Status Valid, Expiring soon, Expired or Inactive.
Active The record's status.

Automatic alerts

Process Frequency What it sends Recipients
Daily expiry sweep Once a day (12:00 UTC by default) An email with the Warranties, policies and licenses expiring within the next 30 days Users with the manager permission who switched Coverage alerts on in My profile

The alert repeats at most every 14 days per item. The Dashboard also shows a coming-due card over a 60-day horizon.

Permissions

Action Permission
View the screen InsurancePolicies.View
Create InsurancePolicies.Create
Edit, add or remove covered Assets InsurancePolicies.Edit
Delete InsurancePolicies.Delete

Troubleshooting

Symptom Likely cause Resolution
Generate claim packet produces nothing useful. The policy has no covered Assets attached. Add the Assets on the Covered Assets tab.
The claim packet shows no photos. The covered Assets have no photographs uploaded. Upload the photos on each asset's record.
The Total insured does not match the Coverage amount. They are independent values: the amount is the policy's; the total is the sum of the per-asset insured values. Adjust the per-asset values if you need them to match.
Renewal alerts never arrive. Outgoing email is not configured, or the recipients did not switch the alerts on. Check Settings > Email and My profile.

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