Insurance Verification
This guide covers how to view and verify contractor insurance policies.Insurance Overview
Navigate to Insurance to open the insurance management page. The page opens directly as a tabbed interface — there is no summary dashboard view.Policy List
The insurance page organises policies into the following tabs in order: Pending Verification, Active, Expiring Soon, Problem Policies, and All Policies. The columns shown vary by tab, but commonly include:How tabs select policies
Each tab uses theinsurance_coverage_summary view as the source of truth for which policy represents current or latest coverage per company and insurance type. This means superseded policy versions — for example, an older policy that was replaced by a renewal — are hidden from most tabs.
To view the full policy history for a company, open the company’s Insurance tab on the company detail page.
Problem Policies Tab
The Problem Policies tab shows the latest policy per company and insurance type where the policy is expired or rejected. Filtering is applied server-side, so pagination and totals reflect only problem records. Use this tab as a work queue for following up with companies whose insurance is not compliant. A policy appears in Problem Policies when it is the latest policy for a company and insurance type, and either:- The policy’s expiry date has passed (regardless of whether the stored status is
activeorexpired), and the policy is verified; or - The policy has been rejected.
All Policies Tab
The All Policies tab shows the latest policy record per company and insurance type. Superseded policy history (for example, older policies replaced during renewal) is not shown. Use this tab to get a current snapshot of all policies across the platform.Filtering
Filter policies by:- Search
- Insurance type
- Status
The All Policies tab supports search, type, and status filters. Status filters (active, expired, pending, rejected, expiring) are applied to the latest policy record per company and insurance type. There is no expiry date range filter.
Tab counts and search
The counts shown on each tab (All, Active, Expiring Soon, Problem Policies) reflect policies matching your structured filters and client scope, but exclude the free-text search term. This means the tab counts remain stable as you type a search query — they always represent the full set of policies for your current filters, not just the rows matching your search. The pagination total shown below the results list does reflect the search term and will update as you search.Verifying Policies
What to Verify
Check each policy for:- Correct policy type
- Valid certificate of currency
- Adequate coverage amount
- Current (not expired)
- Matches company details
Verify or Reject
Each policy row in the table shows a green checkmark (verify) and a red X (reject) icon button. Clicking either icon opens a confirmation modal before the action is applied. To review a policy’s full details, click the row to open the edit modal, where you can view the certificate, check policy number, dates, and coverage, and make any corrections.1
Locate the policy
Find the policy in the Pending Verification tab or the relevant tab.
2
Review details (optional)
Click the row to open the edit modal and review the certificate and policy details.
3
Verify or Reject
Click the green checkmark to verify or the red X to reject. A confirmation modal appears. For rejections, enter a free-text reason explaining what the contractor needs to address.
Editing Insurance Records
When you click a policy row on the Active, Expiring Soon, Problem Policies, or All Policies tabs, a confirmation modal appears before the edit form opens. This modal warns that editing updates the existing record rather than creating a new policy entry. The confirmation modal includes a direct link to the company’s Insurance tab where you can add a new policy record. The Pending Verification tab does not show this confirmation modal — clicking a row opens the edit form directly.Policy Statuses
Expiry Management
Automated Expiry Alerts
The system automatically sends insurance-specific expiry reminder emails to contractors at the following intervals before their policy expires:
Reminders are sent automatically by the notifications service. There is no manual bulk reminder action.
Insurance requirements
How requirements are determined
Insurance requirements are configured on evaluation templates by administrators. Each template specifies which insurance types are required and the minimum coverage amount. See Configuring insurance requirements for setup instructions. The main Insurance page and viewer company pages show insurance types required by the company’s active or assigned certifications within your client scope. The requirements come from the relevant evaluation template:
An assigned certification with no evaluation does not supply insurance requirements. If its latest evaluation uses a template that does not require an insurance type, an older evaluation’s template does not make that type visible.
This determines which insurance types are eligible to appear. Each tab still applies its own policy status and current/latest policy selection rules.
Checking compliance
View compliance status:- Open company profile
- Go to Insurance tab
- See compliance indicators
Red indicators mean required insurance is missing or expired. If an expected insurance type is missing, check the certification’s status, its evaluation template and the template’s insurance requirements.
When requirements change
Insurance visibility uses the requirements on the relevant template. If an administrator removes an insurance type from that template, it is hidden unless another eligible certification still requires it. Existing policy records are not deleted.Adding Insurance Manually
The Add Insurance button on the Insurance tab of a company’s detail page allows admins and assessors to manually add an insurance policy for that company. This is used for recording policies that were submitted outside the normal upload workflow.The available types come from the template of an evaluation linked to an active or assigned certification. Assigning a certification alone does not populate the list. If Add Insurance has no available types, check the certification’s linked evaluation and its template requirements.
Viewer Access
Viewers see a read-only insurance coverage summary on their company detail page. Viewers cannot verify, reject, or manage policies — those actions are available to admins and assessors only. Viewers see current verified coverage and the latest policy per insurance type, when available. The latest policy may still be awaiting verification or may have been rejected; its status is shown alongside it. Superseded policy history is not shown. Insurance types must be required by an active or assigned certification for the viewer’s client, using the evaluation selection described above.Common issues
Certificate is illegible
Certificate is illegible
Reject the policy with a reason asking the contractor to upload a clearer copy.
Coverage amount seems low
Coverage amount seems low
Check requirements for the evaluation type. Reject and note the minimum coverage required if the amount is insufficient.
Policy has expired but shows as active
Policy has expired but shows as active
Review the expiry date on the certificate. If the date is wrong, reject the policy and ask the contractor to resubmit with the correct documentation.
Next Steps
Company Management
Manage companies and view authorised transaction history
Email Management
View email logs and manage expiry reminders