1. Multi-Level Policy Management

The system should support layered policies across multiple buildings, companies, or units. This includes:  

• Property and liability coverage
• Umbrella or excess policies
• Specific per-building limits

A strong system displays this information in a central, easily filtered view, helping teams spot expiring or incomplete coverage quickly.

2. Unit Owner or Shareholder Insurance Monitoring

In condo or co-op buildings, each unit owner is responsible for maintaining individual coverage. A tracking system should allow property managers and board members to: 

• Request and collect HO-6 policies
• Monitor expiration dates and limits
• Flag missing documents
• Maintain a full log for each unit

This level of visibility helps buildings stay in compliance with association bylaws, lender expectations, and board requirements.  

3. Automated Expiration Alerts 

A smart tracking system sends reminders before coverage lapses. Look for tools that allow you to: 

• Set customizable alert windows (e.g. 30, 60, 90 days)
• Monitor expiration dates and limits
• Track reminders for both internal policies and third-party documents

Proactive alerts reduce manual follow-ups and ensure renewals happen on time. 

4. COI and Vendor Risk Tracking

Track Certificates of Insurance from vendors and service providers. Key features should include:

• Document upload and storage
• Status dashboards (valid, expired, missing)
• Coverage requirement templates
• Visual flags for non-compliance

5. Claims Visibility and Audit Readiness 

Look for a system that records and organizes every submitted claim. This includes:  

• Incident data and file attachments  
• Claim status and contact history
• Payout details
• Action logs with user activity

The ability to export claims data and document timelines supports smooth audits and stakeholder reporting.  

6. Board and Stakeholder Access

Property insurance tracking is often a shared responsibility. Choose a system that offers:

• Role-based user access
• Clean, readable compliance dashboards
• Exportable summary reports for board meetings
• Collaboration tools to manage quote approvals or document gaps