> ## Documentation Index
> Fetch the complete documentation index at: https://docs.bizaxl.com/llms.txt
> Use this file to discover all available pages before exploring further.
# Renewals and tasks
> How the system opens policy renewals for policies falling due, prioritizes them, and reminds the client, and how an advisor's tasks (follow-ups, renewals, KYC, and documents) are created, prioritized, and marked done.
Keeping policies in force and staying on top of the daily follow-up work are two sides of
the same job. Insurance Advisor helps with both automatically: it opens a renewal for
every policy that is coming due and prioritizes it by how close the due date is, and it
keeps each advisor a running task list of follow-ups, renewals, KYC, and document work.
This page covers renewals and tasks together.
## Policy renewals
A renewal is the record of a policy coming up for its next premium or its next term. The
system creates renewals for you: each day it looks for active policies falling due within
the next 30 days and opens a renewal for each, guarding against duplicates, so you never
have to scan the book by hand.
Each renewal is given a priority based on how many days are left until it is due, and a
best-effort premium-due reminder is sent to the client. The closer the due date, the
higher the priority, so the most urgent renewals rise to the top on their own.
### Field guide: the renewal record
| Field | What to enter | Required? |
| ---------------- | ------------------------------------------------------------ | --------- |
| Policy | The policy being renewed. | Yes |
| Customer | The policyholder. Filled from the policy. | No |
| Agent | The advisor who owns the policy. | No |
| Renewal Due Date | When the renewal is due. | Yes |
| Renewal Premium | The premium due on renewal. | No |
| Status | Pending, Reminded, Renewed, or Lapsed. | No |
| Priority | Critical, High, Medium, or Low, set from the days remaining. | No |
| Contact Mode | How you reached out: Call, Email, WhatsApp, or SMS. | No |
| Reminder Sent | Whether the client has been reminded. | No |
| Renewed On | The date the renewal was completed. | No |
| Notes | Notes on the renewal conversation. | No |
### The renewal lifecycle
The renewal has been opened and is waiting to be worked.
The client has been reminded that the premium is due.
The client renewed and the policy carries on in force.
The renewal was not paid and the policy lapsed.
Each day the system opens renewals for policies due within 30 days and reminds the
client.
Contact the client (the contact mode records how), and update the status as you go.
Record the payment, which renews the policy, or mark the renewal Lapsed if the client
does not pay in time.
A renewal reminder is a prompt, not a guarantee of payment. Follow up on the highest
priority renewals before the due date: an unrenewed policy can slip into a lapse once it
passes its grace window.
## Agent tasks
A task is a single piece of work on an advisor's list: a follow-up call, a renewal, a KYC
to complete, or a document to chase. Some tasks you create yourself; many are opened for
you by the system as things happen (a new lead opens a first-contact task, and a high
lapse risk opens an alert task). Open **Tasks** in the advisor portal to see your list.
### Field guide: the task record
| Field | What to enter | Required? |
| ------------------------ | --------------------------------------------------------------- | --------- |
| Subject | What the task is about. | Yes |
| Task Type | Follow-up, Renewal, KYC, Document, or Other. | No |
| Status | Open, In Progress, Done, or Overdue. | No |
| Priority | High, Medium, or Low. | No |
| Assigned To | The advisor the task belongs to. | Yes |
| Due Date | When the task is due. | No |
| Best Time Hint | A note on the best time to reach the client. | No |
| Completed On | When the task was marked done. | No |
| Lead / Customer / Policy | The record the task relates to, so you can jump straight to it. | No |
| Notes | Any detail on the task. | No |
### How tasks are created and closed
Some you add yourself; others open automatically, such as a first-contact task when a
lead is created or an alert task when a policy is flagged at high lapse risk.
Open the task, use the linked lead, client, or policy to act on it, and move it from
Open to In Progress.
Complete the task to stamp when it was finished and clear it from your open list.
A task you do not finish by its due date is flagged **Overdue** automatically each day,
so nothing quietly falls off your list. Work overdue and high-priority tasks first.
## Who does what
| Action | Responsible |
| -------------------------------------------------- | --------------------------- |
| Open renewals for policies falling due | Done automatically each day |
| Work a renewal and record the payment or lapse | Advisor |
| See every advisor's renewals | Admin |
| Create a task, or receive one opened automatically | Advisor |
| Complete a task | Advisor |
| Flag overdue tasks | Done automatically each day |
## Dependencies
* **Before renewals appear:** active policies with a next due date must exist. See
[Managing policies](./managing-policies).
* **What renewals and tasks feed:** a renewal that is paid is recorded as a premium
payment (see [Premiums and commissions](./premiums-and-commissions)), and completing
tasks keeps leads moving and policies in force.
* **Where tasks come from:** the pipeline and the policy book open them for you, from a
new lead's first-contact task to a lapse-risk alert.
## Best practices
* **Work by priority.** Both renewals and tasks are prioritized for you: start with
Critical and High renewals and Overdue tasks, and the urgent work stays covered.
* **Update the status as you go.** Move a renewal to Reminded and a task to In Progress so
your list reflects reality and nothing looks stuck.
* **Renew before the grace window closes.** A renewal left too long turns into a lapse;
reach the client while there is still time to pay.
* **Do not let tasks pile up.** Clearing tasks as they come keeps the automatic Overdue
flag from burying the ones that matter.