The table below provides a comprehensive breakdown of every action in the renewal lifecycle. Use this as a quick reference guide to understand what is automated and what requires your input, and at which point in the process each action occurs.
| Task / Action | Owner | When |
| Scan portfolio and identify policies expiring in 3 months | Merlo AI | 1st of month |
| Create renewal records in the Dashboard | Merlo AI | 1st of month |
| Send renewal notification email to the assigned strata manager | Merlo AI | 1st of month |
| Review notification email and log in to the Dashboard | You | Within days |
| Optionally set the Valuation Override before broker contact | You | Before step 6 |
| Provide broker selection and action instructions in the Dashboard | You | Required |
| Email broker to request quotes or instruct renewal | Merlo AI | After step 6 |
| Contact commercial lot owners for tenant details (if applicable) | Merlo AI | Overnight |
| Email broker with tenant details for commercial lot plans | Merlo AI | After tenants reply |
| Wait for broker to send quote or proposal email | You | Broker-dependent |
| Drag and drop broker quote email into Merlo AI – Insurance folder | You | On receipt |
| Read and process broker email and proposal documents | Merlo AI | Within 5 min |
| Identify the matching renewal record for the received email | Merlo AI | Within 5 min |
| Draft committee summary email presenting policy options | Merlo AI | Within 5 min |
| Review AI-drafted committee email and make edits if needed | You | Before sending |
| Send committee email to the owners/committee | You | After review |
| Receive committee decision on preferred policy | You | After committee |
| Record committee decision in the Dashboard (Preferred Insurance Policy) | You | Required |
| Email broker to bind policy, request invoice and Certificate of Currency | Merlo AI | Immediately |
| Wait for broker to send invoice and Certificate of Currency | You | Broker-dependent |
| Drag and drop final documents email into Merlo AI – Insurance folder | You | On receipt |
| Process final documents and link to renewal record | Merlo AI | Within 5 min |
| Mark renewal as Complete and archive the record | Merlo AI | Automatically |
