Insurance

Insurance is your record of the policies your companies hold: group medical cover, vehicle, property, liability, ILOE (Involuntary Loss of Employment) and others. For each policy you keep the insurer, the policy number, the dates and the papers, who is covered (employees and their dependants), and what it costs (the premium and its instalments). Moazaf reminds you before a policy ends and before an instalment is due.

Insurance in the menu on the left

• Owner, Admin, HR Manager

  What they can do

  Add and change policies, members and instalments, cancel and delete policies. They also get the reminders.

• Finance, PRO / Documents Officer, Auditor

  What they can do

  See the policies, members and instalments, without changing them.

• Payroll Admin, Fleet Manager, Line Manager, Employee

  What they can do

  No access to Insurance. The menu item is hidden.

• Insurance is part of every plan.
• If a user is limited to some companies, they only see the policies of those companies, and only the covered people they are allowed to see. A policy then says how many covered people are hidden from them.
• If you use your own roles, you can give them view or manage rights for Insurance in Settings › Roles & permissions.

Insurance

The page opens with six tiles: Active policies, Expiring in 30 days, Expired, Covered members, Instalments due (30 days) and Overdue instalments. A tile turns amber or red when something needs attention. Click Expiring in 30 days or Expired to show only those policies.

Below the tiles, choose Active, Expiring, Expired, Cancelled or All. The list opens on Active, which also includes the policies that are expiring. Search by insurer, policy number or plan, or filter by Type and Company. Each line shows the period, the number of members, the total premium (with how many instalments are paid) and the next unpaid instalment.

• Active

  What it means

  The end date is more than 30 days away.

• Expiring

  What it means

  The policy ends within the next 30 days.

• Expired

  What it means

  The end date has passed.

• Cancelled

  What it means

  You cancelled it. It is kept for history but no longer counts and sends no reminders.

Insurance › New policy

1. 1Click New policy.
2. 2If your plan includes Document AI, the form starts with Scan policy. Upload the policy schedule or certificate and check the details Moazaf reads from it. Click Apply to form to fill in the insurer, the policy number and the dates, and attach the file. You can also skip this and type everything.
3. 3Choose the Policy type and the Policyholder company.
4. 4Enter the Insurer (start typing to pick a common UAE insurer, or type any name), the Policy number and, if you like, the Plan / tier.
5. 5For a vehicle or property policy, you can link the Insured vehicle or property from your fleet or assets.
6. 6Enter the Start date and End date, the Total premium and the Currency (AED unless you change it).
7. 7Add Notes and upload the schedule, certificate or member list under Policy documents. Click Create.

Moazaf opens the new policy. Its page has four tabs: Overview, Members, Instalments and Member history. The buttons at the top let you Edit the policy, Cancel policy or delete it.

Insurance › a policy › Members

Members are the people the policy covers: employees, and the dependants (spouse and children) recorded on their profile. Each line shows the category, card number, dates, premium and status.

1. 1Click Add member.
2. 2Under Member, choose Employee or Dependant.
3. 3Search for the employee. For a dependant, search for the employee first, then choose the Dependant from their family.
4. 4Fill in the Category / class and Card number from the insurer, and the Effective from date. Effective to is only needed if the cover ends before the policy does.
5. 5If you know it, enter the Member premium. Add a Reason if you like, for example New joiner or Newborn. Click Add.

To remove someone from cover, for example when they leave the company, click the remove icon at the end of their line. Enter the Effective to date and a Reason (both are required), then click Remove. The person is not deleted: they show as Removed, and you can see them again with Show removed.

Member history lists the additions, changes and removals, newest first, with the date each takes effect, the reason and who made the change. It shows 200 at a time; click Load more for the next 200. Use the pencil icon to correct a member’s category, card number, dates or premium.

The same cover is shown on each employee’s profile: open the employee in People and choose the Insurance tab. It lists every policy that covers the employee and their dependants.

Insurance › a policy › Instalments

Record how the premium is paid: in one payment or in several instalments. Moazaf shows which are Paid, Unpaid or Overdue, and the Premium box on the Overview tab adds them up as Scheduled, Paid and Outstanding.

1. 1To split the premium into equal parts, click Split premium. Enter the Number of instalments, Every (months) and the First due date, then click Split premium. Any amount that does not divide evenly is added to the first instalment.
2. 2To add a single payment, click Add instalment and enter the Due date and Amount.
3. 3When you pay, click Mark paid on the line. It is marked paid with today’s date. To enter a different payment date or a bank reference, use the pencil icon and fill in Paid on and Reference.

• Paid instalments are added to [[Costs]] under the Insurance category, for the policy’s company (and vehicle or property, if linked). Mark unpaid or deleting an instalment removes it from Costs again.
• Split premium needs a Total premium on the policy. It replaces the unpaid instalments. If some instalments are already paid, it stops with Some instalments are already paid. Edit them individually instead.
• The Member premium on each member is for your information. It is not added to Costs and does not change the instalments.

Moazaf checks every day and notifies the people who manage Insurance for that company (by default the Owner, Admin and HR Manager). The reminders appear under the bell at the top of the screen, and on other channels such as phone notifications if you have turned them on.

• 60, 30 and 7 days before the end date

  Reminder

  Insurance policy expiring: the policy expires in so many days.

• 14 days and 3 days before the due date, and on the day itself

  Reminder

  Premium instalment due: an unpaid instalment of a given amount is due in so many days, or today.

Policy end dates and unpaid instalments also appear in the Calendar (filter by type Insurance), next to your document and vehicle dates.

There is no renew button for policies. When the insurer renews a policy:

• New policy number or new terms (most common): add the new year as a New policy and add the members to it. Leave the old policy as it is: after its end date it shows as Expired and keeps its members, instalments and history.
• Same policy extended: click Edit and change the End date (and the premium). Add the new instalments on the Instalments tab.

If a policy stops early, click Cancel policy. It is kept for history, no longer counts as active, and its reminders stop. Reactivate undoes this.

• Does Moazaf tell the insurer when I add or remove someone?

  Answer

  No. Moazaf keeps your records only. Send additions and deletions to your insurer or broker as usual, then record them here with the same date.

• I can’t find the dependant in the Add member form.

  Answer

  Dependants come from the employee’s profile. Add them in People › the employee › Dependants › Add dependant, then open Add member again.

• An employee is leaving. What should I do?

  Answer

  Remove them from each policy with the last day of cover and a reason, for example Resigned. Remove their dependants too. They stay in Member history.

• Can employees see their insurance in the Moazaf app?

  Answer

  Not today. Cover is shown to HR on the employee’s Insurance tab. Share the card number with the employee yourself.

• Why does the list show fewer policies than I expect?

  Answer

  The list opens on Active. Choose All to include expired and cancelled policies. If you can only see some companies, policies of other companies are not shown to you.

• Where do I keep the insurance cards themselves?

  Answer

  Upload the policy schedule and member list under Policy documents. Individual medical cards can also be kept in Documents with their expiry date, like any other document.

• Who gets the reminders, and can I change the days?

  Answer

  People who may manage Insurance for that company. The days are fixed: 60, 30 and 7 days before a policy ends, and 14 days, 3 days and the same day for instalments.

• Need more help?

  Answer

  Email support@moazaf.com.