Your software can track insurance expiration dates to help you and your tenants avoid lapses in coverage. Whether your tenants purchase insurance from your business (aka store insurance) or use a private insurance provider, it’s important to have this information on hand in the event that you need it. When your tenants use private insurance providers, it can be challenging to keep track of their details. However, as long as you consistently gather details about tenants’ private insurance, you can easily automate notifying tenants when their insurance is expired or will be expiring soon.
If you use store insurance through a provider integrated with Storable Edge, such as Storsmart or Bader, you do not need to keep track of policy terms, as everything will be handled for you via the payment provider API.
Keeping track of expired private insurance
Using the Task List
When your tenants use private insurance, you’ll need to gather details about their policy, especially if you require tenants to have insurance at your facility. An easy way to do this is to edit your Required Fields at move-in to require insurance details.
As long as a tenant’s insurance expiration date is on file, your Task List will notify you when a tenant’s insurance has either expired or will expire soon. You’ll be notified the day that a tenant’s insurance expires and when a tenant’s insurance expires within the next 30 days.
When you click Insurance Expired or Insurance Expiring, the tenants affected will be displayed. Clicking a tenant’s name takes you to their tenant page, where you can contact them to get the information you need.
Using the Insured Tenants Roll Report
The Insured Tenants Roll is a report that provides details on all insured tenants at your facility. You’ll find the Private Insurance section at the bottom. You can see all expiration dates for private insurance in the Insurance Term column, with expired dates underlined in red. Additionally, you can see exactly which policies have expired by checking the Expiration Status column on the far right.
Notifying tenants
Your software can automatically send email and SMS notifications to your tenants when their insurance has expired or is set to expire in the coming month. A few things to know about email and SMS notifications:
Notifications for expired insurance will be sent the day of expiration.
Notifications for insurance policies expiring soon will be sent when the policy’s expiration date is 30 days away.
Via email
To automate insurance expiration emails for your tenants, make sure you make the following adjustments to your settings:
In your Tenant Settings, check the box next to Documents - Email documents by default for move-ins, move-outs, transfers, reservations and expiration events.
In your Documents and Emails settings, find the templates for Insurance Expired and Insurance Expiring and turn them On.
⚠ If you do not have an email address on file for a tenant, they will not receive email notifications.
✅ If you’d like to see which of your tenants are missing email address, run the Tenant Contact List report.
Via SMS
To automate insurance-expiration SMS notifications for your tenants, all you need to do is access your SMS Settings, find the Insurance Expired and Insurance Expiring templates, and turn them on. Once set, your notifications will be sent automatically.
⚠ A tenant will only receive SMS notifications if their tenant profile has SMS notifications enabled.