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Insurance Verification

This guide covers how to view and verify contractor insurance policies.

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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.

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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:

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How tabs select policies

Each tab uses the insurance_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 This means superseded policy versions — for example, an older policy that was replaced by a renewal — are hidden from most tabs.

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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 active or expired), and the policy is verified; or
• The policy has been rejected.

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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 Superseded policy history (for example, older policies replaced during renewal) is not shown.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.

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Filtering

Filter policies by:

• Search
• Insurance type
• Status

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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.

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Verifying Policies

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What to Verify

Check each policy for:

• Correct policy type
• Valid certificate of currency
• Adequate coverage amount
• Current (not expired)
• Matches company details

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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. The contractor is notified when a policy is rejected, along with the reason you provided.

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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.

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Policy Statuses

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Expiry Management

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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.

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Insurance requirements

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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 insurance types shown for a company are filtered by the company’s active or assigned certifications. Only insurance types required by the templates linked to those certifications appear on the company’s insurance page and in the admin insurance views.

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Adding insurance policies in the admin dashboard

When adding an insurance policy for a company in the admin dashboard, the available insurance types are determined by the same template requirement logic — only types required by the company’s current active evaluation templates are available. This ensures that manually added policies align with the company’s actual certification requirements.

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Checking compliance

View compliance status:

1. Open company profile
2. Go to Insurance tab
3. See compliance indicators

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When requirements change

If an administrator modifies the insurance requirements on a template:

• The change applies to new evaluations and affects the insurance visibility for active certifications linked to that template
• Evaluations already in progress are not affected
• If a required insurance type is removed from a template, it will no longer appear for companies whose only active certification uses that template

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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.

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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. The policies shown to viewers are anchored to the insurance_coverage_summary source of truth. Only the current or latest verified policy per insurance type is visible — superseded policy history is not shown. Viewers can only see insurance types required by active certifications for their client group.

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Common issues

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Next Steps