What they mean and how to use them correctly

Accurate use of Record/Policy Statuses is essential for reporting integrity, bordereaux accuracy, audit trails, and operational clarity across Admin, Broker and Agent users.

Full List of Record Statuses

1. User Saved

Purpose: Indicates a quote has been saved but not formally submitted.

When it is set:

• A Direct client or Agent selects “Save for later” instead of submitting the quote.
• Support staff retain a test case without deleting it.

Key point:
This is not a live quotation. It is simply a saved work-in-progress.

2. Draft

Purpose: Indicates a quote submission failed but some data was retained.

When it is set:

• A quote errors during submission.
• Support staff retain a test case without deleting it.

Key point:
Draft records are incomplete and should not be treated as valid quotations.

3. Quotation

Purpose: Confirms a quote has been successfully submitted.

When it is set:

• Automatically applied on submission of any quote (New Business, Renewal, MTA where applicable).

Key point:
This is the standard status immediately following a successful submission.

4. Pending / Invited

Pending

Used for: New Business quotes.

When it is set:

• Some Underwriters manually update a New Business quotation to Pending after Underwriter review and sign-off. 

Meaning:
The quote is approved and ready to be placed on cover.

or

Invited

Used for: Renewal quotes.

When it is set:

• An Underwriter manually changes a Renewal quote to Invited following Underwriter review and sign-off.
• Automatically set if a renewal is processed via Batch Renewals.

Meaning:
The renewal is approved and ready to be placed on cover.

5. More Info

Purpose: Indicates additional information is required.

When it is set:

• Some Underwriters use this status to signal to an Agent user that further details are needed.

Key point:
This is an operational workflow indicator, not a policy outcome.

6. On Cover

Purpose: Confirms a policy is live.

When it is set:

• Any record type is successfully placed on cover.

Key point:
This is the definitive status for active policies.

7. Cancelled

Used for: MTA (Mid-Term Adjustment) records only.

When it is set:

• Automatically when the “Cancel Policy” function is used.
• Can be changed manually (where appropriate).

Critical rule:
Cancelled should only apply to the MTA cancellation record — not the original policy record.

8. Declined

Purpose: Indicates a rule-based decline.

When it is set:

• A quote is declined automatically by a scheme rule upon submission.

9. Lapsed

Used for: Renewal records only.

When it is set:

• Automatically if the scheme setting “Automatically mark quotations as NTU/Lapsed” is enabled for renewals.
• Can be changed manually.

Meaning:
The renewal offer was not taken up.

Important:
Only the renewal record should be marked Lapsed — never the expiring live policy.

10. NTU (Not Taken Up)

Used for: New Business records only.

When it is set:

• Automatically if the scheme setting “Automatically mark quotations as NTU/Lapsed” is enabled for New Business.
• Can be changed manually.

Meaning:
The new business quotation was not taken up within the appropriate timeframe.

Common Mistakes (“Whoopsies”) and How to Fix Them

Whoopsie 1

• The Mistake

Using the “Cancel Policy” function to create a cancellation MTA record (correct),
then changing the original ‘On Cover’ record to Cancelled (incorrect).

• Why This Is Wrong

The original policy was live from inception until the MTA effective date.

• The Fix

Leave the original record as On Cover.

Only the cancellation MTA record should have status Cancelled.

Whoopsie 2

• The Mistake

Changing a policy to NTU weeks or months after inception.

• Why This Is Wrong

NTU should only be used:

• Within the cooling-off period

Before the policy has been declared to the insurer on a written bordereau

• The Fix

If the policy has already been declared:

1. Use the “Cancel Policy” function.
2. Cancel back to the original inception date.
3. Only the resulting MTA record should be set to Cancelled.

Whoopsie 3

• The Mistake

Changing an expiring live policy to Lapsed because it is not renewing.

• Why This Is Wrong

The expiring policy was live during its period of cover and must remain reportable for historical reporting.

• The Fix

Keep the expiring record as On Cover.

If a renewal record exists and is not taken up, change only that renewal record to Lapsed.

Best Practice Summary

On Cover = policy was live. Do not overwrite history.

Cancelled = MTA cancellation record only.

NTU = New Business only.

Lapsed = Renewal only.

Quotation = Automatically set on submission.