Stage 4 – Recording the Committee Decision

After the committee email has been sent and the owners have had the opportunity to review the insurance options, they will communicate their decision – which policy they wish to proceed with for the upcoming period. Once you have received this decision, you must record it in the Merlo AI Dashboard. This is the trigger that instructs Merlo to proceed with finalising the policy.

1 How the Committee Makes Its Decision #

The committee will typically respond to the email you sent them – either by replying directly, meeting and communicating their resolution to you, or through whatever decision-making process your strata plan follows. Your role is to receive their decision, determine the chosen policy, and enter it into the Dashboard.

The committee decision should specify which insurer and policy type they have selected from the options presented. If you need clarification from the committee before recording, resolve that before logging into the Dashboard, as the decision you record will trigger the next automated action immediately.

2 Step-by-Step: How to Record the Decision #

1. Log in to the Merlo AI Dashboard at https://dashboard.merlo.ai
2. Navigate to Insurance Renewals from the left-hand navigation menu
3. Use the search function to find the relevant renewal record. You can search by strata plan name or plan number.
4. Open the renewal record by clicking on it
5. Scroll to the Preferred Insurance Policy field
6. Enter the name of the insurer and/or policy selected by the committee. Be as specific as possible – include the insurer name and product name if multiple options were presented.
7. Click Save to confirm the decision

3 What Happens the Moment You Click Save #

Recording the committee’s decision is the trigger for the final automated phase of the renewal process. The moment you click Save, Merlo AI sends an email to the broker containing all of the following:

• Confirmation of the policy selected by the committee, including the insurer and product name as you have entered it
• Instruction to formally bind the selected policy for the upcoming renewal period
• Request for the final insurance invoice so the premium can be paid
• Request for the Certificate of Currency, which serves as proof that the strata plan is insured and is typically required for AGM documentation, financier requirements, and owner queries

You do not need to write or send any of this yourself. Merlo handles the entire broker communication from the moment you click Save.

Make Sure the Decision Is Correct Before Saving

Once you click Save and the committee decision is recorded, Merlo will immediately email the broker instructing them to bind the policy.

If you record the wrong policy by mistake, you will need to contact your broker directly and separately to correct it.

Always confirm the committee’s decision with them before entering it into the Dashboard.