Managing Supplier’s Insurance Policies

This article will walk you through the various actions you can perform with a supplier's insurance policy in Re-Leased. We will cover how to view policy details, edit and renew policies, email reminders, download an audit trail, and archive policies. Understanding how to manage these policies is important to maintain compliance and ensure that all contractors are adequately insured when they work on your property.

Accessing Supplier Insurance Records

To view the insurance details for a specific supplier:

1. Open the Contact record associated with the policy.
2. Select the Insurance tab on the left-hand side to access the Insurance policy list.
3. This list provides a snapshot of each policy, including visual expiry status indicators:

• • Red signifies an expired policy.
  • Orange indicates a policy is expiring soon (within 30 days).
  • Green represents an active policy.

These colour-coded statuses also appear in the Contractors selection area during Maintenance and Work Orders.

4. To see more details, click on the policy number.

Editing or Renewing a Policy

For policies that are expiring and will be renewed with the same number:

1. Navigate to the policy, click the Contextual Menu [...] then click Edit.
2. Update the policy's expiry date and any other relevant details in the edit screen.

Note: The policy number is a unique identifier and should only be changed if there is an error in the original entry.

Viewing an Audit Trail

To download a record of all changes made to a policy:

1. Navigate to the Supplier contact and select the Insurance tab. 
2. Select the Contextual Menu [...] and click Download audit trail.
3. The audit trail will be saved to your computer as a PDF file.

Archiving and Restoring a Policy

1. Click the Contextual Menu [...] next to the policy you wish to archive.
2. Select Archive.
3. The policy will now appear in the Archived Insurance section of the Insurance list.
4. To restore a policy from the archive, simply click on the Contextual Menu [...] and select Restore.

We hope this article has provided clear guidance for managing your suppliers' insurance policies in Re-Leased. Staying on top of these policies means ensuring protection for all parties involved and avoiding disruptions in your business operations.