Compliance & Governance

Track insurance policies and COIs

Keep every HOA insurance policy on file with its certificate, a traffic-light expiration chip, and automatic archiving on renewal so a master policy never lapses unnoticed.

Last updated August 20, 2026

The Insurance register keeps every policy your association carries in one place, with its certificate attached and its renewal date watched for you. Insurance is an official record under Florida HB 1203 and most state statutes, and a lapsed master policy is one of the fastest ways for a board to find itself exposed.

Where to find it

Open Insurance in the admin dashboard.

Add a policy

Click Add Policy and fill in:

  • Coverage type - general liability, directors and officers, property, umbrella, and the other standard lines
  • Carrier and Policy number
  • Coverage limit
  • Effective date and Expiration date
  • Policy or certificate (COI) PDF - upload it so it lives with the record
  • Agent contact (optional) - name, phone, and email, so the next board knows who to call
  • Notes (optional)

The expiration chip

Each policy carries a colored chip that watches its own renewal date:

  • Green - more than 90 days out
  • Amber - expires within 90 days; start the renewal
  • Red - expires within 30 days, or already lapsed; act now

A volunteer board does not check a spreadsheet of dates. It reacts to color, and the chip turns amber well before anything is at risk.

Renewal reminders

You do not have to open the register to catch a renewal. HomeHerald checks your policy dates each day and reminds the board automatically at 90, 60, 30 and 7 days before a policy expires, and again on the expiration day itself.

Each reminder reaches every admin and board member four ways:

  • On the dashboard - an “Insurance expiring” row appears in Needs Your Attention as soon as a policy is inside 90 days, and turns red inside 30
  • In the app - a message in the board inbox
  • By email - for anyone whose notification preferences allow it
  • In the Admin Digest - an “Insurance & contracts” section lists everything expiring within 90 days

Each milestone is sent once, so nobody is buzzed twice about the same date. Adding the renewal stops the rest of the reminders on its own - the moment a newer policy of the same coverage type is on file, the old one is archived and its remaining reminders are cancelled.

Vendor contracts work the same way. Any active contract with an end date gets the same 90 / 60 / 30 / 7 / day-of reminders and its own “Contract ending” row on the dashboard, so a landscaping or pool agreement never auto-renews just because nobody noticed the date.

Renewals keep your history

When you add a renewal, HomeHerald automatically archives the prior expired policy of the same coverage type instead of deleting it. The current policy is what the board and residents see; the old one moves behind Show archived policies. Nothing is destroyed, which preserves your record history for retention.

What residents see

Turn on “List in Documents” for a policy and its certificate appears for residents under Documents, so a homeowner can confirm the association is covered without emailing the board. Only the certificate and title are shared - carrier, agent, and notes stay private, and archived or expired policies stay on the admin side.