Insurance policies

Purpose

Purpose

A property insurance program is more than one document. For each renewal there is usually a master policy issued by the lead insurer, local policies in the countries that require one, and often a Freedom of Services (FOS) policy covering EU and EEA countries without a local policy. Each of these comes with its own schedules, certificates and endorsements.

The Policies page keeps these documents with the insurance period they belong to, so the policies for a renewal sit next to the values and COPE data that were submitted for it, and earlier periods keep theirs.

This is relevant for insurance managers and administrators who keep the program's documents together and want one place to find the wording of the policy in force for a period.

Policy types

Policy types

Every policy has one of three types:

A period has one master policy and one FOS policy at most, and any number of local policies. To replace the master or FOS policy, upload the new wording to the existing one, or change its type or delete it first.

The Policies page lists the master policy first, then FOS policies, then local policies.

Adding a policy

Adding a policy

1. Open Insurance > Policies. The page opens on the latest period; pick another period in the header to see its policies. You can filter the list by type, resize and hide columns, and save the layout as a view of its own.
2. Click Add policy.
3. Drop the policy's documents in Documents, or click to choose them. You can add the policy itself together with its schedules, certificates and endorsements, or add the documents later when they arrive.
4. When you add more than one document, choose under Policy document which one is the policy itself. The others support it.
5. Choose the Type and give the policy a Name, for example Germany - Allianz. Two policies in the same period cannot share a name.
6. Enter the policy's premium Rate in per mille (‰) of the insured values, for example 0.45, or leave it empty until it is agreed.
7. Click Add policy.

Click a policy's name to open its policy document. Open policy in the row menu does the same, and lets you page through the other documents.

Changing or deleting a policy

Changing or deleting a policy

Use Edit in the policy's row menu to change its type, name or rate, add or remove documents, or choose another policy document, for example when an endorsement replaces the original wording. A policy without documents shows No documents yet in the list.

Delete in the row menu removes the policy and its documents from the period. Sites that were placed under the policy go back to having no policy.

Policies belong to their period. When you create a new period, it starts with the previous period's policies, with the same types, names and rates but without their documents: each renewal comes with new documents, which you upload to the policies in the new period, and you change a rate there when the renewal changes it. Earlier periods keep their policies, rates and documents. Policies can be added to a locked period too: locking keeps a period's values and columns as they were submitted, while policy documents usually arrive after the renewal.

Which policy insures each site

Which policy insures each site

Each site on the Insurance board can be placed under one of the period's policies, so you can see at a glance which sites the master policy insures directly, which have a local policy and which are covered under Freedom of Services. A site can also be marked Outside the global programme, for sites you track in 21RISK that the programme does not insure, for example a site with an insurance of its own.

1. Open Insurance > Values and pick the period.
2. In the Policy column, click the site's cell and choose its policy, or Outside the global programme.
3. To take a site's policy away, choose Clear selection.

You can also choose it on the site itself: open the site from Insurance > Sites, and the Policy card on its Overview shows which policy insures the site in that period and lets you change it.

Only the policies of the period you are looking at are offered, so add the policies first under Insurance > Policies. You can filter the Values table on the Policy column, for example to list every site under the German local policy or every site without a policy yet, and the column is part of the Excel export.

Each period keeps its own placements. A new period starts with every site where it was in the previous period, under the new period's copy of its policy, so a renewal only changes the sites that moved. Changing a site's policy in one period leaves the other periods as they were.

Asking an AI assistant about a policy

Asking an AI assistant about a policy

21RISK reads the text of the PDF, Word and Excel documents you upload. Tenant owners, and members with Manage Settings on the Insurance board, who may see the policy documents, can ask the AI assistant, or an assistant connected through the 21RISK MCP server, what a policy says, for example What is the flood deductible in our 2026 master policy? The assistant searches the documents, reads the pages it needs and names the document and page it answers from, with a link that opens the page. See Asking about your documents for what it can and can't find yet.

Who can see and change policies

Who can see and change policies

Policies are only shown to users with the Manage Settings permission on the Insurance board, usually the Insurance board's administrators. They can see, upload, change and delete policies, and choose which policy insures each site. Other users, including contributors who update values, do not see the Policies page. In the Values table and on a site's Overview they see which policy insures the site, but cannot change it.

Every upload, change and deletion is recorded in the Insurance board's activity log under Settings > Activity, and so is every change to which policy insures a site.