Ippon System Help

Insurance Enforcement

Configure how insurance requirements are enforced for check-in and events.

Enforcement settings control what happens when a member without valid insurance tries to check in to class or register for events. Configure these based on your club's risk tolerance and policies.

Enforcement Settings

Enforcement Settings

Require Insurance

Block check-in for members without valid insurance

Grace Period

Days to allow after insurance expires

Expiry Reminders

Send email reminders before insurance expires

Enforcement Modes

Require Insurance (Recommended)

Members without valid insurance cannot check in to any class. The kiosk or QR check-in will display an error and instruct them to see staff. This provides maximum liability protection.

Warn Only

Members can check in, but staff see a prominent warning that insurance is missing or expired. A flag appears on their attendance record. Staff should remind the member to update their insurance.

No Enforcement

Insurance status is tracked but not enforced at check-in. Members can train regardless of their insurance status. Not recommended due to liability concerns.

Configuring Enforcement

To configure insurance enforcement:

  1. Go to Settings → Attendance & Reminders
  2. Find the "Enforcement" section
  3. Toggle "Require Insurance" on or off
  4. Set your preferred grace period (if any)
  5. Enable or disable automatic expiry reminders
  6. Save your settings

Grace Period

The grace period allows a buffer after insurance expires before enforcement kicks in:

0 Days (Strict)

Insurance is enforced the day it expires. Member cannot check in without renewing first. This is the safest option.

7 Days

Allow a week after expiration for members to renew. Useful when insurance renewals take a few days to process.

14-30 Days

Extended grace periods accommodate members who may be waiting for annual renewals or have administrative delays.

Warning: Members training during a grace period may not have valid insurance coverage. Consult with your insurance provider about coverage during lapses.

Event Enforcement

Insurance enforcement also applies to event registration:

Registration Blocking

Members cannot register for competitions or gradings without valid insurance that covers the event date.

Event Check-in

Even if registration was allowed, event check-in re-verifies insurance status. This catches expirations that occurred between registration and the event.

What Members See

When enforcement blocks a member, they see a clear message:

Insurance Required

Your insurance has expired. Please update your insurance information or see staff for assistance before training.

Staff Override

Staff with appropriate permissions can override enforcement in special cases:

One-Time Override

Allow a single check-in despite missing insurance. The override is logged with the staff member's name and reason.

On-the-Spot Registration

Help the member register for insurance immediately using a tablet or computer, then add their new insurance record to the system.

Caution: Overrides should be rare and documented. Your club assumes liability risk when allowing uninsured training.

Automatic Reminders

Enable automatic reminders to help members stay compliant:

  • 30 days before: First reminder that insurance is expiring soon
  • 7 days before: Urgent reminder to renew
  • On expiration: Notice that insurance has lapsed
  • Weekly: Ongoing reminders until renewed (if enabled)
Use strict enforcement (0-day grace period) for maximum liability protection. Insurance coverage typically ends on the expiration date.
Consider your club's liability insurance requirements. Some club policies require member insurance as a condition of coverage.
Document any overrides carefully. If an injury occurs during an override, you may need to explain why the exception was made.

Frequently Asked Questions