Six-stage pipeline with Kanban and List views, renewal window filters (90 / 60 / 30 days), bulk client notices, and retention analytics. Every expiration surfaces automatically — no spreadsheets, no manual reminders.
Due in 30 Days
34
+8
Due in 60 Days
51
Retention Rate
91%
+1.5%
At Risk
7
-2
What it is
A renewal management system surfaces expiring policies before they lapse and moves them through a structured workflow until they are rebound or lost. Insurstein's renewal pipeline has six stages — Upcoming, In Review, Quoted, Pending Client, Renewed, and Lost — in a Kanban board or sortable List view. Filter the board by renewal window (90 / 60 / 30 days / This Week / Expired), then send bulk email notices to every client in the filtered view with one click. Retention rates are calculated automatically from renewal outcomes.
Drag renewals through six stages: Upcoming → In Review → Quoted → Pending Client → Renewed → Lost. The Kanban view gives producers a visual board for daily workflow. The List view gives managers a sortable table for reporting and bulk actions. Both views share the same renewal window filter pills — click 90 Days, 60 Days, 30 Days, This Week, or Expired to instantly scope the board to what needs attention right now.
Send bulk renewal notices to every client in the current filtered view with one button — each email includes their soonest expiring policy, carrier, and your agency contact info. Clients without an email address on file are skipped automatically, and a results screen shows sent, skipped, and error counts. Retention rate is calculated from actual renewal outcomes — bound renewals divided by total eligible — broken down by producer and line of business.
Core capabilities
Every policy expiration enters the renewal pipeline automatically at 90 days before the effective date.
No manual report pulling or calendar reminders needed. The system reads policy effective and expiration dates and surfaces each renewal at the configured lead time. Producers see their upcoming renewals the moment they hit the pipeline without anyone having to assign them.
Filter the entire board or list to a specific time horizon with one click — 90 Days, 60 Days, 30 Days, This Week, or Expired.
Filter pills scope the pipeline instantly to the window that matters right now. Running the 30-day view before a team meeting surfaces only the most urgent accounts. The Expired filter catches anything that slipped through. Active filters persist as dismissible chips so the team always knows what scope they are looking at. Bulk notices respect the active filter — send a 30-day notice only to clients in that window, not everyone at once.
Move renewals through six defined stages in a drag-and-drop Kanban board or a sortable List view.
Six stages cover the full renewal lifecycle: Upcoming (just entered the pipeline), In Review (producer is evaluating), Quoted (carrier quote in hand), Pending Client (waiting on insured decision), Renewed (bound), Lost (non-renewed). Switch between Kanban and List view at any time — both views share the same filter state so nothing gets missed when toggling views.
Email every client in the current filtered view about their upcoming renewal with one click.
Apply any filter — renewal window, producer, line of business — then click Send Bulk Notices. Each client receives an email with their soonest expiring policy's LOB, carrier, expiration date, and your agency's contact information. Clients without an email on file are skipped automatically. A results screen shows sent, skipped, and error counts before you close the modal.
Track renewal retention rates by producer, carrier, and line of business over any time period.
See your agency's overall retention rate and drill down to understand where you're losing business. Compare retention across producers to identify coaching opportunities, or across carriers to evaluate market partnerships. Historical trend lines show whether retention is improving or declining.
Accounts with claims activity, premium increases, or lack of engagement are flagged as at-risk before the renewal date.
The system considers claims frequency, loss ratio trends, and renewal engagement signals to flag accounts that may be at risk of non-renewal. Producers can prioritize these accounts for proactive outreach and retention conversations.
Visual countdown timers on every policy show exactly how many days remain until expiration.
Countdown timers appear on policy records, client profiles, and the renewal pipeline. Color-coded urgency — green for 60+ days, amber for 30-60, red for under 30 — makes it immediately clear which renewals need attention now versus next month.
What they don't do
Running a renewal report once a month and building a spreadsheet to track progress is error-prone and always out of date. A living pipeline with real-time status replaces static reports entirely.
When renewals are tracked in spreadsheets or calendar reminders, policies slip through and expire without action. Automatic 90-day surfacing ensures nothing is missed.
Typing individual renewal reminder emails to clients is tedious and inconsistent. Automated notices go out on schedule with the policy details already filled in.
Without systematic tracking, agencies don't know their retention rate until year-end — and by then, the lost accounts are gone. Real-time retention analytics surface trends as they happen.
Losing a client at renewal is frustrating, but losing them without warning is worse. At-risk flagging gives producers time to intervene before the client makes a decision.
When renewal ownership is ambiguous, accounts fall between the cracks. Every renewal is assigned to the servicing producer automatically based on the policy record.
What it takes off your plate
The system continuously monitors policy expiration dates and adds upcoming renewals to the pipeline at the configured lead time.
Renewal notices are sent automatically to producers and clients on your defined schedule — no manual reminders needed.
Each renewal's status is tracked through your custom pipeline stages, giving the entire team visibility into where every renewal stands.
Retention rates are calculated automatically based on renewal outcomes, broken down by producer, carrier, and line of business.
Days-until-expiration timers are computed and displayed on every policy, color-coded by urgency level.
Every renewal cycle — whether the policy was renewed, re-marketed, or lost — is logged to the client's history for long-term trend analysis.
A day in the life
8:00 AM
A producer logs in and sees 34 renewals due in the next 30 days. Seven are flagged as at-risk due to recent claims or premium increases. They prioritize those accounts for outreach first.
9:30 AM
An at-risk commercial account had two claims last year. The producer calls the client, discusses risk management improvements, and reassures them about the renewal process.
11:00 AM
A carrier returns a renewal quote for a restaurant's BOP policy. The producer drags the renewal from 'In Review' to 'Quoted' in the pipeline and attaches the quote to the record.
2:00 PM
Filter the pipeline to '30 Days', then click Send Bulk Notices. Fourteen clients receive a renewal notice with their policy details and the producer's contact info — sent in one action, not fourteen individual emails.
4:30 PM
The agency principal reviews the retention dashboard. Overall retention is at 91%, up from 88% last quarter. One producer's retention has dipped — a coaching conversation is scheduled.
Daily impact
Renewals Processed
Notices Sent
Retention Rate
At-Risk Resolved
Surface every renewal 90 days out, automate notices, and track retention rates so no policy expires without action.