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 June 10, 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.

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.