Facility Insurance Department System
Teams managing the company’s insurance policies for its assets, and their claims, renewals, and coverage reviews.
Every insurance policy as a living card: tracked coverages, renewals before expiry, and claims documented through to payout.
No credit card required — your project is set up with the full system in under a minute
This is the system board as you'll receive it: workflow columns and starter cards showing the first steps
How does work flow in this system?
Every insurance policy — on a building, fleet, equipment, or liability — enters as a card in “Policy” with the policy text attached, the insurer’s details, the coverage amount, the annual premium, and the expiry date. The card moves to “Tracking” for the life of the policy: any change in insured assets (adding a vehicle or retiring equipment) is documented on it and reported to the insurer. Sixty days before expiry, the card moves to “Renewal” to negotiate renewal or open competition with other insurers. When a covered incident occurs, a “Claim” card is opened documenting the incident, the required documents, and the claim stages through to payout. Policies are periodically closed in “Report”, and all policies pass through “Coverage Review” annually to confirm coverage amounts still match asset values.
Chat is for quick coordination: an initial report of a vehicle accident, a query to the insurance broker about a missing claim document, or a reminder that a policy is about to expire. Renewal and switching decisions between insurers are documented on the card with their justifications — why we renewed or why we moved.
Dues tracks insurance money: premiums due on the company per policy are recorded with their dates so no coverage lapses over a late premium, and compensation owed to us from claims stays open until actually collected. Finance and the insurance officer see the full picture: what we pay and what we should receive.
The insurance officer reviews “Renewal” weekly so no policy nears expiry without a decision; Finance tracks due premiums in “Tracking”; and Legal takes over stalled claims and rejected coverages. In the annual “Coverage Review” the three meet: are the assets we added this year actually insured? Do coverage amounts keep pace with prices? Decisions become update cards on the policies concerned.
Who does what?
The operational roles in this system and each role's responsibility in daily work — assign them to your team as-is or adapt them to your reality.
Insurance Officer
Runs policy cards from “Policy” to “Report”: tracks coverages, opens renewal sixty days before expiry, and leads claims through to payout.
Finance
Tracks due policy premiums in Dues by their dates, and receives payouts and reconciles them with claims.
Legal Affairs
Reviews the wording of new policies, and takes over stalled claims and rejected coverages for escalation.
Asset Coordinator
Immediately reports any addition or retirement of assets so policies are updated in “Tracking” with no coverage gaps.
What's prepared for you from day one?
System units
- Tasks — A kanban board with workflow columns and execution cards
- Chat — The team's fast daily coordination channel
- Dues — Internal money with strict privacy — dues, advances, and expenses
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