Renewal automation at 90, 60 and 45 days

Once a day, Agency Nexus looks for active policies that expire exactly 90, 60 or 45 days from that day, and sends each insured the reminder the agency configured for that mark.

This is rule-based automation, not prediction and not AI. It handles what is known in advance: a policy has an expiration date, so the reminder dates are known the day the policy is entered.

Each of the three marks is configured on its own. For every mark the agency decides:

• whether that reminder is sent at all;
• whether it goes by SMS, by email, or both.

An agency that only wants a single email at 45 days turns off the other two marks and the SMS. An agency that wants all three by both channels turns everything on. The rule is the same; the agency sets its shape.

The wording is the agency's. There is an SMS template and an email template, both editable, and both can use these fields, filled in for each insured and policy:

An SMS is only sent to a client with a phone number on file, and an email only to a client with an email address, so a missing contact detail skips that channel instead of failing the whole reminder.

• Per policy. Renewal reminders can be switched off for a single policy — an account being non-renewed, or an insured who asked not to be contacted — without touching the agency's settings.
• For the agency. All automated messages can be paused at once, for example during a migration, and resumed later.
• Logged. Every reminder is recorded against the client and the policy, with the channel, the address it went to, the text that was sent and whether it was sent or failed.

Inside the agency, the dashboard shows the renewals coming due in the next 60 days, and how many of them fall today, by the end of the week and by the end of the month.

A producer or CSR sees the renewals on the policies assigned to them. An administrator sees the whole agency. In a split desk or a multi-office agency, that is what puts each renewal in front of the person who owns the account.

A policy reaching its renewal can be closed out three ways:

• Marked renewed, when the renewal binds.
• Marked as a non-renewal, when the account is not continuing.
• Rewritten as a new policy linked to the one it replaces, which marks the original as renewed.

A policy that passes its expiration date without being renewed through the system is marked expired by a daily check, or renewed if a newer policy already points back to it.

These are real parts of renewal work, and Agency Nexus does not do them on its own:

• requesting loss runs or exposure information from the carrier;
• deciding whether to remarket, and preparing the submission;
• notifying certificate holders or reissuing their certificates;
• creating renewal tasks or assigning them to a person;
• predicting which accounts are at risk of not renewing.

That is a deliberate line. Rules are trusted when they handle what is known in advance, and stop being trusted when they start making judgement calls the agency then has to check. The renewal automation article explains where that line sits and why.