Managing Insurance Requirements of Your Clients

    Each client that you work with may have different insurance requirements and may require different minimum amounts for various types of occurrences.

    A client may require any or all of these four types of insurance:

    General Liability - A client may require an Occurrence or Claims-made coverage, and specify the required amount for each of the following:

    • Each occurrence
    • Damage to rented premises (EA occurrence)
    • Medical expense [Med exp] (any one person)
    • Personal and advertising injury (Per adv injury)
    • General aggregate
    • Products - completed operations aggregate (Products - comp/op agg)

    A client may require the General Aggregate Limit to apply either Per Project, Policy, or Location. A client may also require Additional Insured and/or Waiver of Subrogation endorsements.

    Auto Insurance - A client may require insurance for any one of the following type of automobiles: any auto, owned autos only, hired autos only, scheduled autos, or non-owned autos only, and specify required amounts for the following:

    • Each occurrence
    • Damage to rented premises (EA occurrence)
    • Medical expense [Med exp] (any one person)

    Umbrella Liability/Excess Liability - The coverage required could be either Umbrella or Excess Liability, and could be on a Per Occurrence or Claims-Made basis. Specific amounts will be specified for Each Occurrence and Aggregate.

    Workers Compensation and Employers’ Liability - The coverage required could be either Per Statute or Other type, with specific amounts mentioned for

    • EL Each Accident
    • EL Disease - each employee
    • EL Disease - policy limit

    The description required by the client appears in the Description of Operations/Locations/Vehicles field and the required address appears in the Certificate Holder field.

    Viewing Insurance Requirements and Drafts

    Within the Clients tab of your Fixxbook account, you may view the insurance requirements for a client in the respective page of each client. From the left menu Insurance Requirements, you can add insurance certificates and send them to your client for approval.

    Insurance Requirements

    There are three tabs inside of Insurance Requirements section for each client:

    Effective Now: Displays your client’s currently effective requirements and the certificates you uploaded and sent to the client for the same. In case new insurance requirements have been activated for a future date, and you have uploaded certificates for future requirements, there will be two tabs under Effective Now:

    • Effective Now - displays insurance certificates you uploaded for currently effective requirements. The tab name may also display insurance approval status - for example, Effective Now: Approved. Other statuses that may appear are Rejected, Waiting for review, or Expired in case your certificate has expired.
    • Future (from <Date>) This tab appears only if the client has currently effective requirements, and has activated different requirements starting from a future date. The certificates that you submit for approval for future requirements appear here. The tab name also displays insurance approval status, such as Waiting for Approval or Rejected.

    Draft: Displays the requirements set by your client. You can add insurance details and certificates and send them for approval. In case the client has set different insurance requirements for the future, you may see two tabs here:

    • Effective Now: the client’s currently effective requirements appear here; you may add required details, upload insurance certificates, and save the draft. Whenever all the details and certificates are uploaded, you may submit the certificates for approval from here.
    • Future (from <date>):This tab appears only when the client has activated different requirements starting from a future date. You may save your draft for the future requirements here, and send it for approval.

    Future: Future-dated insurance certificates that you upload for activated requirements appear here, including the type, carrier name, policy number, effective date and expiration dates, amounts carried, uploaded insurance certificates, description, and certificate holder address.

    Completing Insurance Requirements

    For each client, you need to fill in the required sections and upload your insurance certificates. You may upload certificates at your convenience and save them as draft until you are ready to send the certificates for approval. After the client approves your certificates, the certificates appear in the Effective Now tab.

    In case a client rejects an insurance certificate because of a different coverage basis or less than required carried amount, the Draft tab shows Effective Now: Rejected. You will need to provide necessary insurance certificates and resend for approval.

    Should a client activate a different set of insurance requirements for a future date, in addition to a set of currently effective requirements, you may also upload your certificates for the future and send them for approval.

    In case you already uploaded insurance certificates for a different client(s) for a specific insurance type, a drop-down list appears at the top of the screen, listing the client names. Clicking the Set requirements as button populates the details and amounts in all required fields. However, you still need to upload a unique insurance document with the selected client listed as the Certificate Holder.

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    How to Create a Draft and Send Insurance Certificates for Approval

      1. In the top navigation bar, click the Clients tab.
      2. Open the Clients drop-down list, and select the desired client. The requirements for the selected client appear.
      3. In the left navigation menu, click Insurance Documents. The Insurance Documents page displays.
      4. Click the Draft tab. The insurance requirements set by the client appears.

        Note: In case your client has activated a different set of requirements for current and future dates, there will be two tabs: Effective Now and Future Version (Date) tab. The Effective Now tab is selected by default.

      5. For an insurance type required by the client, enter the following information:
        1. Enter the carrier name, policy number, policy effective date, and policy expiration dates in the respective fields.
        2. For each occurrence type, enter the amount carried in your insurance certificate.

          Note: In case you have a different basis for an insurance type than required by the client (such as having an Occurrence basis while the client requires a Claims-made basis), you may select the option your certificate carries and enter the amount. However, please keep in mind that the client may require the exact basis or amounts, and may not approve your uploaded certificates.

      6. Upload insurance certificate:
        1. In the Upload Insurance Form section, click the Upload Insurance Doc button. The Upload Insurance PDF pop-up window appears.
        2. Click the Choose File to Upload button, and browse to the location of the desired file, and select the file.
        3. Select the boxes next to the types of insurance for which the document applies.
        4. Click Apply File. The uploaded file appears in the Upload Insurance Form section of the draft.
      7. Repeat steps 5 and 6 for all required insurance types.
      8. Review your certificate to ensure the Description of Operations/Locations/Vehicles and Certificate Holder fields are as required by the client.
      9. Save the draft/Send for approval, as desired:

        Save as draft:

        1. Click Save. The draft is saved, and you may send the certificates for approval at a later date.

        Send for approval, with certificates meeting required amounts:

        1. Click the Send for Approval button. A confirmation message appears on the screen that the certificates have been sent for approval.

        Send for approval with less than minimum required amounts:

        1. Click the Send for Approval button. A warning pop-up appears.
        2. Click Send for Approval. A confirmation message appears on the screen that the certificates have been sent for approval.
      10. (If applicable) Click the Future (from <date>) tab, and repeat steps 5 - 9 to save insurance certificates for future requirements and send them for approval.

        Note: For future requirements, make sure you use the Description of Operations/locations/Vehicles and Certificate Holder address in the insurance certificates from the Future tab under these sections.