Never Let an HOA Policy Lapse Again
Included on every plan. 14 days free, no credit card.
The master policy renews every March. The treasurer who used to handle it moved away in January. Nobody on the new board knows the carrier, the policy number, or the renewal date - it lived in a personal email inbox that no longer exists. In April, a pipe bursts in the clubhouse and the board discovers coverage lapsed six weeks ago. Now the repair, and possibly the board members themselves, are exposed.
HomeHerald’s Insurance register ends that failure mode. Every policy your association carries lives in one place, with its certificate attached and its expiration date watching the calendar for you.
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Why HOA Insurance Records Go Missing
Insurance is the record that hurts most when it disappears, and it disappears constantly on volunteer boards. The policy is bought once a year, filed in whatever inbox the treasurer happened to use, and forgotten until it is needed or until it lapses. When the board turns over, the institutional memory leaves with the outgoing officer.
It is also an official record. Florida HB 1203 and most state statutes expect your association to maintain its insurance policies and make them available to members. A binder you cannot find does not satisfy that, and a lapse does not just cost a claim - it can pierce the protection that keeps individual board members from being sued personally.
The fix is not a better binder. It is a system that remembers for you.
What the Insurance Register Tracks
Open the Insurance tab and add a policy. Each record holds:
- Coverage type - general liability, directors and officers, property, umbrella, and the other standard HOA lines
- Carrier and policy number
- Coverage limit
- Effective date and expiration date
- The policy or certificate of insurance (COI) PDF, uploaded and stored with the record
- Optional agent contact - name, phone, and email, so the next board knows who to call
- Optional notes
That is the whole record an incoming treasurer needs, in one card, instead of a forwarded email chain that no longer exists.
The Traffic-Light Expiration Chip
Every policy carries a colored chip that watches its own renewal date so you do not have to:
- Green - more than 90 days until expiration. You are fine.
- Amber - expires within 90 days. Time to start the renewal conversation.
- Red - expires within 30 days, or has already lapsed. Act now.
A volunteer board does not check a spreadsheet of renewal dates. It reacts to color. The chip turns amber long before the policy is in danger, which is exactly when a renewal needs to begin.
Renewal Reminders That Come Find You
A colored chip only helps the person who opens the register. So HomeHerald pushes the date at the board instead of waiting to be checked.
Every morning, HomeHerald reads the expiration date on every active policy in the Insurance register and the end date on every active vendor contract, and it sends a renewal reminder at five points: 90 days out, then 60, 30, 7, and again on the expiration day itself. Each reminder goes to every admin and board member on the roster, not just whoever entered the policy, so a renewal cannot leave with one officer.
The notice arrives on the channels that board member already uses: their in-app inbox, their email, and a push notification on the mobile app. It leads with the coverage type and the carrier, and carries whatever else is on the record - policy number, coverage limit, and the agent’s name, phone, and email - so the first move is a phone call instead of a search.
Three details keep the reminders from turning into noise:
- One notice per record per day, at most. Of every milestone the countdown has passed, only the most urgent one sends.
- No retroactive pile-up. Enter a policy 25 days before it expires and you get a single “expires in 25 days” notice, not four backdated ones for the milestones it slept through.
- Renewing ends the series. Add a newer policy of the same coverage type and the older one archives itself, which stops its reminders. Renew, rebid, or terminate a contract and the same thing happens.
The dates surface in two more places without anyone opening the register. Policies and contracts inside the window get their own rows under Needs Your Attention on the admin dashboard, each with a Renew or Review button that opens the right record. And everything expiring within 90 days is listed, soonest first, in the Insurance & contracts section of your Admin Digest, the summary email the board already receives. In a period when nothing is coming due, that section is left out entirely.
One thing the reminders do not watch. The countdown covers policies in the Insurance register and contracts that carry an end date. A vendor’s Certificate of Insurance is a separate record and lives somewhere else: on the vendor card in Work Orders, under Insurance certificate and Insurance expires. HomeHerald stores that certificate and its date so you can check a vendor’s coverage before you approve an estimate, and it stays on the card for anyone who looks, but it does not start a reminder series of its own. If a vendor’s coverage date is one you cannot afford to miss, give it a record that does remind you: enter the engagement as a contract with an end date matching the certificate, or keep your own calendar note until COI reminders ship.
Renewals That Keep Your Record History
When you add a renewal, HomeHerald automatically archives the prior expired policy of the same coverage type rather than deleting it. The current policy is what the board and residents see at a glance; the expired one moves behind a “Show archived policies” toggle.
Nothing is destroyed. That matters for retention - your association is expected to keep insurance records on file, and an archive-not-delete model means your history is intact years later without cluttering the active view. Toggle the archive open and the full timeline of every policy you have carried is right there.
Insurance as a Member Record
Under HB 1203, insurance is one of the official records your community is entitled to see. In HomeHerald, when you list a policy in Documents its certificate appears for residents in the community Documents area, so a homeowner asking “are we covered?” can see the answer instead of emailing the board. Only the certificate and title are shared - carrier, agent, and private notes stay on the admin side, and archived or expired policies never reach members.
For the complete picture of which records the statute requires and where each one lives, see the Florida HB 1203 compliance guide.
Pricing
The Insurance register is included on every HomeHerald plan at every price point. There is no add-on and no per-policy charge.
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