Insurance Expiration Alerts Action Item Follow
The Insurance Expiration Alert Action Item in Vantaca ensures that Community Managers and Assistant Community Managers are proactively notified when an association’s insurance policy is approaching its expiration date. This helps avoid lapses in coverage and ensures there is sufficient time to secure renewals or replacements.
IMPORTANT: Insurance Expiration Alerts will only trigger if the association’s insurance information is entered in Vantaca under Associations → Insurance. If the policy details are not added or the expiration date is missing, the system will not generate any alerts. Always ensure that new or renewed policies are recorded promptly to maintain alert functionality. For step-by-step guidelines on adding new policy information in Vantaca, please refer to this article: Using the Associations – Insurance Tab in Vantaca.
If an association has multiple insurance policies (e.g., Commercial Insurance, Workers’ Compensation, Directors & Officers, Fidelity Bond, etc.), Vantaca will generate a separate alert for each policy based on its individual expiration date.
System Trigger:
Vantaca automatically generates an Insurance Expiration Alert Action Item 75 days prior to the expiration date recorded in the Association’s insurance records. Once the alert is created, Managers and Assistant Managers can begin addressing it by following the guidelines below:
Step Order # |
Step Name |
Assigned To |
Description |
1 |
Expiration Reminder |
ACM |
ACM contacts the current insurance broker to request the renewal policy. This step remains open for 45 days to allow ample time for obtaining the renewal. If the policy has been renewed, the ACM must step it to Step 30 and must update the Insurance Tab in Vantaca and upload the updated insurance documents in the association’s Google Drive folder and Vantaca Folder. If the policy is not renewed within 45 days, the Action Item will automatically progress to Step 15. |
15 |
Expiration Warning |
Manager & ACM |
Step remains open for 14 days. If the policy has been renewed, the ACM or Manager must step it to Step 30 and must update the Insurance Tab in Vantaca and upload the updated insurance documents in the association’s Google Drive folder and Vantaca Folder. If the policy is still not renewed after 14 days, the Action Item will progress to Step 20. |
20 |
Senior Leadership Escalation |
CAM Senior Leadership |
If the renewal is still pending after the Expiration Warning step, the action item is escalated to CAM Senior Leadership. They will directly coordinate with the Manager and ACM to confirm whether the policy has been renewed. If not, CAM Senior Leadership will remind the Manager and ACM to prioritize and expedite the process by stepping the Action Item to Step 25. If the action item was automatically stepped to this stage, the remaining number of days prior to the policy’s expiration will be 16 days. |
25 |
Manager Follow-Up |
Manager |
Manager must work on expediting the process to complete the renewal. This step remains open for 7 days. If the policy has been renewed, the Manager must step it to Step 30. If the policy is not renewed within 7 days, the Action Item will automatically be stepped back to Step 20. |
27 |
ACM Assistance |
ACM |
The ACM must work on the process to complete the renewal. This step remains open for 3 days. If the policy is renewed within that time, the ACM should step it forward to Step 30. If the policy is not renewed within 3 days, the Action Item will automatically revert to Step 25 for Manager escalation. |
30 |
New Policy In Place |
Manager & ACM |
Once the insurance policy has been renewed, the ACM and Manager must update the Insurance Tab in Vantaca and upload the updated insurance documents in the association’s Google Drive folder and Vantaca Folder. The action item will then be removed from the Manager and ACM’s queue. |
35 |
Closed |
|
Once the renewal policy is confirmed and uploaded, the action item can be closed, removing it entirely from the active alerts list. |
Frequently Asked Questions:
Q: What happens if the expiration date in Vantaca is wrong?
A: Update the date in the Association’s Insurance Tab. The alert will re-trigger based on the updated expiration date.
Q: Can we change how many days before expiration the alert triggers?
A: This setting is configured at the company level. Contact your Vantaca System Administrator if adjustments are required.
Q: Is there a Snooze step for the Action Item?
A: No. A Snooze step is not available to ensure that the action item remains part of the Manager’s and ACM’s daily workflow until resolved.
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