> ## Documentation Index
> Fetch the complete documentation index at: https://docs.rapidcert.co.nz/llms.txt
> Use this file to discover all available pages before exploring further.
# Insurance Verification
> Verifying contractor insurance policies in RapidCert
# 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:
| Column | Description |
| ------------- | ------------------------------------------ |
| Company | Company that owns the policy |
| Type | Public Liability or Professional Indemnity |
| Insurer | Insurance company providing coverage |
| Policy Number | Reference number |
| Coverage | Amount of coverage |
| Expiry | When the policy expires |
| Status | Current policy status |
### 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 This means superseded policy versions — for example, an older policy that was replaced by a renewal — are hidden from most tabs.
| Tab | Policy selection |
| -------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------- |
| Pending Verification | The newest unreviewed submission per company and insurance type. Older pending rows that have been superseded by a more recent submission are hidden. |
| Active | The current verified coverage policy per company and insurance type (`current_policy_id`). |
| Expiring Soon | The current verified coverage policy per company and insurance type (`current_policy_id`). |
| Problem Policies | The latest policy per company and insurance type (`latest_policy_id`). Shows expired and rejected policies that require attention. |
| All Policies | The latest policy per company and insurance type (`latest_policy_id`). Hides superseded policy history. |
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 `active` or `expired`), 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.
Find the policy in the **Pending Verification** tab or the relevant tab.
Click the row to open the edit modal and review the certificate and policy details.
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.
The contractor is notified when a policy is rejected, along with the reason you provided.
### 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.
Editing an insurance record does not create policy history. If the contractor/supplier has received a new policy (for example, after renewal or changing insurers), add it as a new insurance record on the company page **Insurance** tab instead of editing the existing record.
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
| Status | Meaning | Action Required |
| ---------------------- | ------------------------------------------------------------------------------------ | ---------------------------------------------- |
| Active | Valid and verified | None |
| Active – Expiring | Expires within 30 days | Monitor closely |
| Active – Expiring Soon | Expires within 7 days | Follow up promptly |
| Expired | Past expiry date | Contact company |
| Cancelled | Policy has been cancelled. Note: this status may not be displayed in the current UI. | Contact company |
| Pending | Uploaded, awaiting admin review (verification status is pending or under review) | Review and verify or reject |
| Rejected | Admin rejected the policy during verification | Contractor/supplier uploads a corrected policy |
## Expiry Management
### Automated Expiry Alerts
The system automatically sends insurance-specific expiry reminder emails to contractors at the following intervals before their policy expires:
| Interval | Notification |
| ------------------- | ------------------------- |
| 30 days before | First reminder |
| 7 days before | Second reminder |
| 1 day before | Final reminder |
| Day of expiry | Expiry notification |
| Weekly after expiry | Ongoing overdue reminders |
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](/guides/admins/templates-questions#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.
| Certification status | Insurance types shown |
| ------------------------------------- | ---------------------------------------------------------------------------- |
| Active or Assigned | Insurance types from the linked template's requirements are visible |
| Expired, Revoked, or no certification | Insurance types are hidden (unless required by another active certification) |
### 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.
### Checking compliance
View compliance status:
1. Open company profile
2. Go to **Insurance** tab
3. See compliance indicators
Red indicators mean required insurance is missing or expired. If no insurance types appear for a company, check that the company has an active or assigned certification — insurance requirements are only visible when linked to a current certification.
### 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
## 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.
Only insurance types linked to an active accreditation can be added manually. If the company does not have an active accreditation, the available insurance types will be empty.
## 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.
## Common issues
Reject the policy with a reason asking the contractor to upload a clearer copy.
Check requirements for the evaluation type. Reject and note the minimum coverage required if the amount is insufficient.
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
Manage companies and view authorised transaction history
View email logs and manage expiry reminders