Batch Renewals allow administrators to efficiently process multiple policy renewals at once. Instead of renewing policies individually, users can invite and renew large groups of cases based on their renewal date.

Inviting Renewals Using Batch Processing

To begin the renewal process, you must first invite policies for renewal.

Step 1: Navigate to Batch Renewal Invites

Navigate to:
Admin → Batch Processes → Renewal Invites

This screen displays policies due to renew within the selected date range.:

Step 2: Set the Renewal Date Range

By default, the system selects the following month for renewal invites. You can adjust this range by editing the dates at the top and selecting Update. 

Once updated, the list will show cases due for renewal on schemes where Batch Renewal is enabled.

Important:
Batch renewal must be enabled individually on each scheme via Scheme Settings. It is not automatically enabled across all schemes. 

Step 3: Review the Cases

The table will show several columns including:

• Case ID
• Latest Status
• Agent
• Client
• Expiry date

Typically, the Latest Status will show On Cover. If another status appears, it is recommended to review that case before proceeding with renewal. 

Step 4: Select the Cases to Invite

All eligible cases are automatically selected by default, unless:

• Auto-renew has been disabled on the policy, or
• It was previously excluded from batch renewals. 

If you wish to exclude any cases from the batch invite, simply untick the checkbox on the record in the top right.
 

Step 5: Invite the Renewals

Scroll to the bottom of the page and click Invite Renewals.

• A confirmation message will appear explaining that:
• Renewal records will be created.
• Quotation and Pending/Invited rules will run.

Policies will be set to Pending/Invited, not On Cover. 

Once confirmed, the system will process the batch.

The processing status will display as:

• Queued
• Processing
• Success

If any cases fail, an error message will appear for those records. 

Completing the Renewal (Placing Policies On Cover)

After invitations have been sent, the next step is to complete the renewal process (if you wish to do so yourself - you may want to leave this to the broker to do).

Step 1: Navigate to Batch Renewals

Go to:

Admin → Batch Processes → Renewals

This page shows all policies that have been successfully invited for renewal. 

The Latest Status will display:

RNL → Invited

indicating the case is a renewal record awaiting completion.

Step 2: Review Individual Cases (Optional)

Clicking a Case ID will open the policy in a new tab.

From there you can review the policy history, including:

• First Premium records
• Adjustments
• Previous renewals 

Step 3: Renew the Policies

To place all invited policies on cover:

1. Scroll to the bottom of the page on the batch renewals screen.
2. Click Renew.
3. A confirmation message will appear indicating that:
4. Policies will move from Invited to On Cover
5. On Cover rules will run

Payment must be successfully collected if automatic payment is configured (e.g., Opayo). 

Processing statuses will again show:

• Queued
• Processing
• Success

If payment succeeds, the status will update to:

RNL → On Cover. 

If any cases fail (for example, due to a declined payment), they can be reviewed individually after refreshing the page. 

Excluding Cases from Batch Renewal

Users may choose to exclude specific policies from renewal.

One-time exclusion

• When reviewing the batch invite list, simply untick the case you do not wish to process in that batch.
• The remaining selected cases will still be invited for renewal. 

Permanently disabling auto-renew

• Select the case.
• Choose Set Do Not Auto Renew in the top right of the case.

This applies a Do Not Renew flag to the policy. 

The case will still appear in the batch renewal list in future years but will be unchecked by default, allowing you to manually include it if required.

  As your policy changes cover from Quotation→ Pending/Invited → On Cover think about what rules will be triggered and if you need to add in renewal invitation documents or renewal on cover documents and emails.