Resident Insurance

Enabling Insurance Compliance

To activate the Insurance Compliance module, please have a Security Officer contact BuildingLink Support. 

Determining Insurance Settings

To determine your insurance settings, click on the Other tab and select Resident Insurance. Navigate to the Insurance Settings tab.

In the “Insurance Requirements” section, you must decide whether or not you’d like to set coverage as mandatory for your residents. If coverage is set to mandatory, any residents who indicate that they do not have insurance will appear in future queued emails asking for insurance policy information. If coverage is set to “not mandatory,” residents who respond that they do not have insurance will not show up automatically in future queued emails. In this section, you’ll also be able to set minimum requirements for personal liability and personal property coverage. Click Save All.

Next, set up your email automation rules. This section allows you to decide in which circumstances you’d like residents to be automatically added to a queued email, as well as to customize the text of the email that will be sent. To deactivate a specific queued email, simply change the status to “Inactive.” To view/customize the text of each email, click the View button. You can then change any of the text on the page. Please do not type over the “click here to visit the insurance portal” link or adjust the text within brackets since these sections provide dynamic content.   These links are specific to each resident in your building and there is not an option for staff to test the links. You can also customize the text of the queued emails in the Insurance Email Templates tab. 

Please note that the pre-move in automated email queue is specifically designed for buildings that have future occupancies defined (in accordance with our account integration functionality).  If your building is not using future occupancies, leave the pre-movie-in emails as Inactive. When finished customizing this section, be sure to click Save All.

Once you have your requirements and automated email queues customized, the next step is to decide which fields you’d like to track, and which of those trackable fields will be required in order for residents to submit their policy information. After selecting the desired fields, click Save All.

Finally, you’ll have the opportunity to customize the actual text of the forms your residents will fill out in order to submit their policy information or sign up for a policy. To view the default text for each of the insurance pages, click View Default Text. If you wish to override this text, enter your preferred text in the text box. After making any changes, be sure to click Save All.

Collecting Insurance Information from Residents

Once you’ve customized the insurance settings for your property, it’s time to notify your residents that you’d like them to submit their insurance policy information. (Please note: you must have the Full-Building Survey email activated in your Insurance Settings in order to do this.) To send the survey, click on the Other tab and select Resident Insurance. Next, select the Insurance Dashboard. Under "Automated Emails to Send," you’ll be able to see the number of residents that have been automatically pulled into the Building Survey email. (Upon initially setting up the module, this should match the number of residents with valid email addresses in your property.) Click Send to send out the survey.

Once you send out the survey, residents will receive the text of the email you customized in your Insurance Settings, asking them to submit their insurance policy information and providing them a link through which they can do so. At any time, residents will also be able to add their insurance policy information through the Edit Profile tab of their Resident Portal.

Management can also add insurance information on a resident’s behalf. To do this, pull up the unit in the Quick Search. Next, navigate to the Insurance tab and click the green Add Insurance button. Fill out the relevant insurance details and then click Save.

Viewing/Searching/Editing Insurance Information

The Insurance Dashboard (Other -> Resident Insurance -> Insurance Dashboard) will display a graph showing the number and type of insurance emails sent to your residents. Under Insurance Coverage and Carriers, you'll also be able to see a pie chart display of your residents' insurance coverage.

To pull a list of all resident insurance information on file for your property, click on the Other tab and select Resident Insurance. Next, click on the Search Insurance tab.

You’ll be taken to a list of all resident insurance information currently on file. You can also search by specific criteria like Unit and Status.

To change the status of a policy or edit any of the information, simply click on the entry in question. You’ll be able to change the status of a “submitted” policy to “Approved,” for example, meaning that the resident info submitted has been deemed valid by management, or, if the policy info is clearly inaccurate, you might decide to change the status to “Declined.”  Please note that all statuses must be changed manually, so if you need to note that a policy is expired, you will need to change the status to “Expired.”

In addition to changing the Policy Status, you can also edit any of the information on the page. When you are done making changes, be sure to click Save.

Note that you may also navigate to the section through the Resident Lookup page, by selecting the Insurance tab across the top.

Maintaining the Insurance Module by Sending Your Queued Emails

Depending on the insurance settings for your property, you may have decided to enable automated queued emails for specific situations. It is recommended to pick an interval (perhaps monthly) to visit your Insurance Dashboard and send any automatically queued emails. Please note that your queued emails will NEVER be sent out automatically; they will only be sent out when you manually click Send. 

To view your automated queued emails and send them out, click on the Other tab and select Resident Insurance. Next, select the Insurance Dashboard tab. In the “Automated Emails to Send” section, you’ll be able to view each enabled automated email as well as the number of residents who have been pulled into that email list. The Building Survey email will pull in any residents who have not yet received the survey, either because their email address was invalid when it was first sent out or because they moved in after the survey was initially sent. The Pre-Move in will pull in any residents that have a future move-in date entered in their BuildingLink unit profile, in buildings where future occupancies are defined. The first notice will pull in residents who have not responded to the building survey after 30 days, and the second notice will pull in residents who have not responded to the building survey after another 30 days. You may click Preview to view a list of the residents who qualify in each category. When you are ready to send, simply click Send.