Corporate Insurance Renewal: Thirty Policies Decided and Six Lines Closed Out

Thirty policies, six lines and three memos before close

A quarterly renewal puts every expiring policy in the program through the same questions. Is there a broker quote for it? Did the underwriter send a non-renewal notice? Does the quoted coverage still meet the minimum a lease or a customer contract sets? Each policy ends with a disposition, renew or remarket, and a premium delta against the expiring premium. Then the memos start arriving.

The policies are Salesforce records. Broker quotes are files in Box, underwriter correspondence, non-renewal notices included, arrives in Outlook, and the renewal policy, the memos and the printed tracker sit in the run folder in Google Drive. Premium figures are stored in cents and discussed in dollars. When a memo names ten policies, it is easy to touch an eleventh, or to quote a delta off by a factor of a hundred.

Who works in the room

The risk manager posts each request in the room, and Ryan, the default agent, takes any request that names no one. Nova takes the tracker and every memo check, because the room guidelines say no memo result goes to the risk manager without a second read. Replies are Myco's: once the risk manager approves a change someone is waiting to hear about, Ryan mentions Myco with the policy IDs and the approved deltas, and Myco drafts from the records rather than from the thread.

The Q3 renewal, start to close

Seven requests make up the quarter, and each one ends at the risk manager.

Memos that name ten policies, and only ten

Each memo in the quarter names its policies, and that list is the scope. Ryan reads the memo, applies the matching section of the renewal policy to the ten it names and proposes changes only where a disposition moves. Nova then checks two things: every named policy was looked at, and no policy outside the list changed. A memo that names ten and touches eleven is wrong even when the eleventh change looks reasonable.

The arithmetic gets the same care. Salesforce stores premium deltas in cents, and people read dollars. Ryan writes cents to the records, Myco writes dollars in replies, and Nova checks the conversion on every figure that leaves the room. When an underwriter withdraws a non-renewal, the flag on the record changes along with the disposition, so the next memo does not read a notice that no longer stands.

What the checks catch

• A tracker that skips a policy number in the thirty, or lists one twice
• A memo applied to a policy it does not name
• A premium delta stored in cents but quoted in a reply as dollars, or the reverse
• A closeout that leaves out a line with no bound policies, when every line gets a record
• A disposition still reading remarket after the underwriter withdrew its non-renewal

What stays with people

• Signing off each disposition and premium delta before Salesforce changes
• Binding coverage, which the risk manager and the CFO decide with the broker
• Confirming contractual minimums, which belongs to contracts counsel
• Sending each reply and broker request Myco drafts

Integrations in this workflow

Kylon is not a broker portal or a risk management information system, and it does not replace either. It sits across the policy records, quotes and mail the risk team already works in, and holds the coordination between them.

• Box
• Gmail
• Google Drive
• Outlook
• Salesforce
• Slack

• Salesforce holds the policy records, with disposition, premium delta and contractual minimum, plus the six line closeout records
• Box holds the broker quotes, which agents read and never change
• Outlook is where underwriter correspondence and non-renewal notices arrive, and agents only read it
• Gmail carries replies on the premium threads and requests to the broker, as drafts the risk manager sends
• Google Drive keeps the renewal policy, the memos and the printed tracker in the run folder
• Slack is the run channel where the risk manager posts each request and the team answers quick questions

Where to start

Start with one quarter's expiring policies. Connect the Salesforce object that holds them and the Box folder of broker quotes, and put the renewal policy in the run folder. Then give the room guidelines one rule: a memo changes only the policies it names, and nothing is written to Salesforce until the risk manager approves it.

“Ten policies in the memo, ten policies changed or confirmed, and the other twenty left exactly where they were.”

Set it up with your agent

Open a new Room, add your agent and paste this prompt. It connects the tools, builds the App with you and asks for your rules one step at a time, and nothing goes out until a person approves it.