Managing Insurance Records
Add, update, and track member insurance records.
Keep accurate insurance records for all your members. Staff can add records manually, or members can submit their own insurance information for verification.
Adding Insurance Records
Navigate to the member's profile
Go to Members and find the member, or go to Insurance and click "Add Record".
Click Add Insurance
From the member's profile, go to the Insurance tab and click "Add Insurance".
Enter insurance details
Fill in the insurance provider, member number, and valid dates.
Add Insurance Record
Drop files here or click to upload
PDF, JPG, or PNG up to 5MB
Upload documentation (optional)
Upload a copy of their membership card or confirmation email as verification.
Save the record
Click "Save Record". The member's insurance status updates immediately.
Member Self-Submission
Members can submit their own insurance information through the Member Portal:
- Member logs into the Member Portal
- Goes to Profile → Insurance
- Clicks "Add Insurance"
- Enters their insurance details and uploads proof
- Staff reviews and approves the submission
Verification: Member submissions appear as "Pending Verification" until staff approves them. This prevents fraudulent entries.
Understanding Insurance Status
Active Insurance
USJA • USJ-123456
Active: Insurance is current and valid. Member can train and compete.
Expiring Soon
USA Judo • USAJ-789012
Expiring Soon: Insurance expires within 30 days. Member should renew.
Expired Insurance
USJA • USJ-345678
Expired: Insurance has lapsed. Member needs to renew before training.
Updating Records
To update an existing insurance record:
- Find the member's profile or locate them in the Insurance list
- Click on the insurance record you want to update
- Click "Edit" to modify the details
- Update the expiry date, member number, or other fields
- Save your changes
Renewal vs New Record
When a member renews their insurance, update the existing record with the new expiry date. Only create a new record if they're adding a different type of insurance.
Bulk Import
For clubs with many members, you can import insurance records in bulk:
- Go to Insurance → Import
- Download the CSV template
- Fill in member emails, insurance types, member numbers, and dates
- Upload the completed CSV
- Review the import preview and confirm
Note: Bulk import matches members by email address. Make sure email addresses in your CSV match those in the system.
Verifying Insurance
To verify a member's insurance is valid:
Online Verification
Most organizations have member lookup tools on their websites. Enter the member number to confirm active status.
Documentation Upload
Request members upload a photo of their membership card or confirmation email. Store it with their record for reference.
Spot Check
Periodically verify a sample of records to ensure accuracy. This is especially important before competitions.