The insurance renewal process begins automatically, without any action from you. Merlo AI continuously monitors your strata portfolio and uses the policy expiry data in your strata management system to determine when renewals need to be initiated.
1 The Monthly Identification Cycle #
On the 1st day of every calendar month, Merlo AI runs an automated scan across all strata plans in your portfolio. During this scan, it looks for any insurance policies whose expiry date falls within the next three calendar months. For every policy that meets this threshold, Merlo creates a new renewal record in the Insurance Renewals section of the Dashboard.
This three-month advance window is intentional. Insurance renewals – particularly for strata plans with commercial lots or complex coverage requirements – can take time. Brokers need time to prepare quotes, committees need time to review options and meet, and you need time to manage the process alongside the rest of your portfolio. The three-month window gives you a comfortable runway to complete every stage without rushing.
| Example: How the Timing Works |
| On 1 January, Merlo identifies all insurance policies expiring in April (i.e., expiry date falls between 1 April and 30 April). |
| Renewal records are immediately created in the Dashboard for all those policies. |
| On 1 February, Merlo runs again and identifies all policies expiring in May. |
| This cycle repeats every month, ensuring renewals are always identified exactly 3 months before they are needed. |
2 What Happens After Identification – Automatic Actions #
Once Merlo has identified a set of upcoming renewals, it immediately takes the following actions automatically:
Renewal Records Created in the Dashboard #
A dedicated renewal record is created for each expiring policy. This record serves as the central tracking point for the entire renewal process. It contains the strata plan details, the policy expiry date, the current renewal status, and fields that you will fill in as the process progresses. Think of it as the renewal’s digital file – every action, email, and document associated with that renewal is linked to this record.
Notification Email Sent to the Strata Manager #
Merlo automatically sends a notification email to the strata manager or SME assigned to the relevant strata plans. This email alerts you that new renewals have been identified and are now ready for your instructions in the Dashboard. The email will list the strata plan names and policy expiry dates so you know exactly which renewals are waiting for your attention.
This notification is your prompt to log in to the Dashboard and begin providing renewal instructions. The sooner you do this, the more time there is for the broker to prepare competitive quotes and for the committee to review their options.
Renewals Appear in the Insurance Renewals Listing #
All newly created renewal records will appear in the Insurance Renewals listing in the Dashboard. This listing provides a real-time view of every active renewal in your portfolio, its current stage in the process, any actions that are pending, and how much time remains before the policy expires.
3 How to Access the Renewals Listing #
To view all active and upcoming renewal records, log in to the Merlo AI Dashboard and navigate as follows:
Dashboard → Insurance Renewals → Renewal Listing
From this listing, you can see briefly which renewals are newly identified and awaiting your instructions, which are currently in progress with a broker, which are awaiting a committee decision, and which have been completed. You can click on any individual renewal record to open its full detail page and act accordingly.
| Do Not Wait Too Long to Provide Instructions |
| Renewal records are created 3 months before expiry, but Merlo AI will not contact the broker until you provide instructions. |
| If you delay providing instructions, the available time for quote comparison and committee deliberation is compressed. |
| We recommend reviewing your Dashboard for new renewals within a few days of receiving the notification email. |
