[Jones Emails & How to Turn On] Expiration & Auto Renewal Emails
Last updated: 03/27/2023
The vast majority of our customers have the "Auto-Renewals" setting turned on so their vendors/tenants/subcontractors are notified up to a month in advance about upcoming COI expirations. Here's how this setting can be turned in (note that this can only be turned on within ICS):
If the "auto-renewal emails" setting is turned on, the cadence of expiration emails will be as follows:
Email Cadence Type | Subject Line | Who will receive email? |
Your COI for [Property/Project Name] expires in 30 days | Vendor/Tenant Only | |
Your COI for [Property/Project Name] expires in 14 days | Vendor/Tenant Only | |
Only 7 days! Your COI for [Property/Project Name] expires [expiration date] | Vendor/Tenant and the Jones Customer (PM) | |
On the same day of expiration email for vendors & email for tenants | Your COI for [Property/Project Name] - expires TODAY | Vendor/Tenant Only |
On the same day of expiration email for an expired vendor and email for an expired tenant | COI expired for [Vendor/Tenant Name] at [Property/Project Name] - ([project number for construction customers only]) | Jones Customer only (PM) |
If the "auto-renewal emails" are turned off, the sequence of expiration emails will be as follows:
Email Cadence Type | Subject Line | Who will receive email? |
Insurance Policy of [Vendor/Tenant Name] expires Soon | Jones Customer Only (PM) | |
Then once the Jones Customer (PM) requests a new COI from the tenant/vendor, they will receive the below emails. | ||
[Vendor/Tenant Name]'s COI is about to expire - [Property/Project Name] | Vendor/Tenant Only | |
The last 3 emails in the vendor or tenant squarence documented here: [Jones Emails] Insurance Docs Request Emails |
When dealing with records that are about to expire, The Jones User will see the following CTA on the record: "Request New COI"
Notes:
- If a record is expired and that expiration gap is waived by the PM, the Expiration/Autorenewal emails are still sent for the other gaps relevant to their policy expiration dates.
- Auto-renewal notifications are sent out if the record's status is either "compliant", "waived", "Not Compliant" Or Awaiting COI".