ID Cards, Binders, Evidence of Insurance, and Certificate Masters
Modified on: Thu, 19 Dec, 2024 at 6:06 PM
Welcome to the ID Cards, Binders, Evidence of Insurance, and Certificate Masters workflow. This is a step-by-step workflow to complete the task of generating some of the most common documents for policies and why they are important.
This workflow is for agencies with full management system access as we will use the Management System and Client Center products. If you aren't sure if you have all these products, check out our Glossary of Icons and their Meanings - Left Navigation Bar section for product icons.
TABLE OF CONTENTS | Check out our video if you'd rather follow along! |
EZLynx Term: Applicant is our term for customer, insured, or account and are used interchangeably. |
ID Cards
The information that insurance ID cards contain varies by state, but includes the policy number, policy effective dates, vehicles, and name of insured. ID cards are used to register vehicles and are typically kept in a car as proof of insurance for law enforcement or digitally on their phone.
When are Auto Identification Cards Needed?
As part of executing a new policy, endorsement to a policy, or a renewal workflow that includes vehicles, Auto ID cards should be created. Note: When a Personal or Commercial Auto policy is created, EZLynx will automatically add them to the Client Center for your customer to find there.
Generating and sending ID cards
A note about Commercial multi-state Auto Policies: In the entry screens, it is important to identify the "License State" for each vehicle (Vehicle Information sub-tab). The State identified in that field will dictate the State ID card that generates.
- From the POLICY SUMMARY page choose FORMS then under the PROOF OF INSURANCE section choose ID CARD (ACORD 50).
- OR -
From the OVERVIEW page's POLICIES section, click on the FORMS icon (clipboard) and choose PROOF OF INSURANCE > ID CARDS (ACORD 50).
Either path you take, will open the PDF Portal. - Vehicles (and Drivers for Personal Lines) will flow to the State ID Card when properly entered in the management system or downloaded from the Carrier.
- Click ACTIONS > SAVE to save them to the Documents tab of the customer's account.
- Click the DOCUMENTS tab and find the generated ID Cards.
- Click ACTIONS > SHARE to share them to the Client Center portal. Click ACTIONS > EMAIL/TEXT to send them to your customer.
Binders / Evidence of Insurance
Binders / Evidence of Insurance Documents – Why are they important?
Whether it is a new policy that has been bound or a mid-term activity, Binders and EOI’s are documents that show a summary of property and/or casualty insurance coverage on the date/ time it was issued. Additional Interests expect to have current and accurate Binders and Evidence of Insurance documents until the policy is received.
When is a Binder or Evidence of Insurance needed?
- For when the Declaration Page has not been received, and proof of insurance is needed.
- For change requests where the Agency is adding a vehicle, check to see if there is an Additional Interest associated to the vehicle who may need a Binder.
Generating and sending Binders / Evidence of Insurance documents
- Verify that Additional Interests appear on the policy who would need proof of temporary coverage until the policy or endorsement is received.
Not sure how? Click here!
- From the Overview tab:
- Under the Policies section, click on the policy in question. This will take you to the Policy Summary page where you should be able to see the Additional Interests.
- From the Policies tab:
- Click on the policy in question. This will take you to the Policy Summary page where you should be able to see the Additional Interests.
- From the Overview tab:
- Binders and Evidence of Insurance documents can be created from the Policy Overview, Summary Screen Overview, or Certificates Tab. When there are multiple vehicles or locations, starting from the Certificates Tab will be the preferred method, (even for Personal policies). The Holders listed that are not needed can easily be deleted prior to distribution.
Not sure how? Click here!
- From the Policy Summary page:
- Click the Forms button.
- Under the Proof of Insurance section, choose the required Binder or Evidence of Insurance. This will open the PDF Portal.
- From the Overview page:
- Under the Policies section, click the Forms icon (clipboard) next to the policy.
- Hover over the Proof of Insurance section.
- Choose the required Binder or Evidence of Insurance. This will open the PDF portal.
- From the Certificates tab:
- Click the Certificates tab.
- Click Add Certificate Master.
- Check out the Master Certificate workflow later in this article for more details.
- From the Policy Summary page:
- Always verify the remarks, policy information, coverages, and limits. If you see missing or incorrect information, correct the entry screens to pull accurate information. Click ACTIONS > SAVE to save them to the customer's Documents tab.
- Note: While the form editor provides flexibility to modify information, the policy is the insurable contract, and the document must represent that fact. If the document shows inaccurate data, Agents could suffer with E&O issues.
Not sure how? Click here!
- From the Overview tab:
- Under the Policies section, click on the policy in question. This will take you to the Policy Summary page
- Click Actions.
- Choose Edit. This will take you to the Edit Policy page.
- Click Save & Continue Edit. This will take you to the policy entry screens.
- Click the Additional Interest/Policy Contacts tab.
- Click Add Additional Interest. This will open the Add/Edit Additional Interest window.
- If the policy is a commercial policy, you'll also have the option to Import Additional Interests. Check out our EZLynx CSV Templates for Imports article to find EZLynx approved CSV templates to help import large amounts of Vehicles/Drivers.
- Input the data and click Save.
- Save & Close to save the new data and go back to the Policy Summary screen.
- From the Policies tab:
- Click on the policy in question. This will take you to the Policy Summary page.
- Follow steps 2-9 from the above section.
- From the Overview tab:
- Note: While the form editor provides flexibility to modify information, the policy is the insurable contract, and the document must represent that fact. If the document shows inaccurate data, Agents could suffer with E&O issues.
Email or Download the Binder / Evidence of Insurance.
- These documents can be downloaded to be mailed to Additional Interest or emailed to them. Agents share the Insured Copy with the Client Center so they can see their copy anytime.
Not sure how? Click here!
- Download the file for communication outside of EZLynx:
- On the customer's account, click the Documents tab.
- On the Binder/EOI, clicks Actions > Download to download the file so you can save it to your computer and email outside of EZLynx.
- Utilize our various email plugins to help keep track of the emails happening outside of EZLynx. Check out our EZLynx for Gmail, How to Use Outlook Add-in, and How to Install & Use the Outlook Plug-in articles to learn more.
- Email the file from within EZLynx:
- On the customer's account, click the Documents tab.
- On the Binder/EOI, click Actions > Email. This will open a new browser tab and take you to the Compose Email page with the Agent/Broker of Record form already attached.
- Compose your email and click Send.
- The benefit of emailing them from within EZLynx is the Activity tab will track when you emailed the files. However, it is only trackable from the customer's account. EZLynx does not have a space to email non-customer entities from outside of a customer's account.
- To share the file to Client Center:
- Navigate to the Documents tab on the customer's account.
- On the Binder/EOI, click Actions > Share. This will open the Send Shared Document Notification window.
- Use the dropdown to select a notification delivery method for your customer to be notified that the document is now accessible to them via Client Center.
- Select Send to send the notification to your customer and close the window.
- Check out our Sharing Documents Securely article for more details.
- Download the file for communication outside of EZLynx:
- Create a Note to document who is asking for proof of insurance and why. Add the proper checklist and label.
Not sure how? Click here!
- On the top-right, select the Add Note (paper with a plus) icon. This will open the Agency Workspace pane.
- If you are on the customer's account, it will auto-fill their name in the top field. If you are not, then you will need to search for the customer's account.
- If this is a new discussion, input the Discussion Title. If this note needs to be added to an already started discussion, search for the previous discussion title.
- Input your notes in the "Type your note here..." box.
- Select the Add Attachments (paperclip) icon to attach any relevant documents needed for reference.
- Select the Add Task (paper with a checkmark) icon to assign a task or checklist to someone at your agency.
- Select Add Reminder to add as many reminders (email, text, and/or notification) as needed for the task or checklist.
- Select the Add Labels (price tag) icon to add a label to the note for organization.
- Select Save to finish adding the note to the customer's account.
- Check out our Notes, Tasks, and Task Reminders article for more details.
Certificate of Insurance
Certificate of Insurance - Why are they important?
Managing the certificate workflow can be a time-consuming task. It can also be an area that poses a major risk to an Agency. Certificate Holders expect current and accurate certificates before the insured can continue job projects or events for them. The best practice processes mitigate E&O and allow the insured to conduct business uninterrupted. Whether it is a new policy bound or a mid-term activity, the certificate shows a summary of property and/or casualty insurance coverage on the date/time it was issued.
When is a certificate needed?
- If Additional Interests appear on the policy who would need a certificate.
- If no Additional Interests appear and it is a policy where liability exists, check to see if a Blanket Additional Insured or Blanket Waiver of Subrogation endorsements exist.
- If the Blanket endorsements are endorsed onto the policy, there may be a list of certificate holders who need a certificate even though they are not specifically listed as an Additional Interest on the policy.
- For a change requests where the Agency is adding a vehicle, a building, or piece of equipment for example, check to see if there is an Additional Interest associated to the item who may need a certificate.
- Make note that some Carriers and Markets require them to issue and distribute certificates instead of the Agency. Confirm this action before generating any certificates.
Is a Master Certificate workflow required?
A Master Certificate workflow is required if a policy contains multiple Additional Interests, has blanket endorsements, or needs certificates to be generated consistently, creating a certificate master manages that activity.
If a master certificate is not required:
1. individual certificates can be generated from the policy or summary overview pages.
Not sure how? Click here!
- From the Policy Summary page:
- Click the Forms button.
- Under the Proof of Insurance section, choose the required Certificate. This will open the PDF Portal.
- From the Overview page:
- Under the Policies section, click the Forms icon (clipboard) next to the policy.
- Hover over the Proof of Insurance section.
- Choose the required Certificate. This will open the PDF portal.
2. These documents can be downloaded to be mailed to Additional Interest or emailed to them. Agents share the Insured Copy with the Client Center so they can see their copy anytime.
Not sure how? Click here!
- Download the file for communication outside of EZLynx:
- On the customer's account, click the Documents tab.
- On the Certificate, clicks Actions > Download to download the file so you can save it to your computer and email outside of EZLynx.
- Utilize our various email plugins to help keep track of the emails happening outside of EZLynx. Check out our EZLynx for Gmail, How to Use Outlook Add-in, and How to Install & Use the Outlook Plug-in articles to learn more.
- Email the file from within EZLynx:
- On the customer's account, click the Documents tab.
- On the Certificate, click Actions > Email. This will open a new browser tab and take you to the Compose Email page with the Agent/Broker of Record form already attached.
- Compose your email and click Send.
- The benefit of emailing them from within EZLynx is the Activity tab will track when you emailed the files. However, it is only trackable from the customer's account. EZLynx does not have a space to email non-customer entities from outside of a customer's account.
- To share the file to Client Center:
- Navigate to the Documents tab on the customer's account.
- On the Certificate, click Actions > Share. This will open the Send Shared Document Notification window.
- Use the dropdown to select a notification delivery method for your customer to be notified that the document is now accessible to them via Client Center.
- Select Send to send the notification to your customer and close the window.
- Check out our Sharing Documents Securely article for more details.
Master Certificate Workflow
- Click the CERTIFACTES tab and click ADD CERTIFICATE MASTER.
- Use ACORD FORM dropdown to choose the specific type of Certificate. This will populate a list of available policies in the table below.
- Provide a TITLE REFERENCE NAME and check the boxes next to the policies to be included for the certificate.
- Choose the Blanket Additional Insured or Blanket Waiver of Subrogation boxes that apply. SAVE AND CONTINUE to move forward.
- Enter master remarks (if needed). SAVE AND CONTINUE to move forward.
- Add master documents that will be sent to every certificate holder. SAVE AND CONTINUE to move forward.
- See the Additional Interests flowing in from the policies chosen and add individual holders or use the CSV (Comma Separated Values) import feature to add new certificate holders that are not listed.
- Edit any holder that needs additional remarks specifically for them.
- Edit any holder that needs specific documents specifically for them.
- Review the certificates and distribute.
- Always verify the certificate remarks, policy information, coverages, and limits. Note: While the form editor provides flexibility to modify information, the policy is the insurable contract, and the certificate must represent that fact. If the certificate shows inaccurate data, Agents could suffer with E&O issues.
- The Distribution Method chosen will determine the path of either emailing or downloading them.
Email, Download, or Share the Certificates
- These documents can be downloaded to be mailed to Additional Interests or emailed to them. Agents can share the Insured copy with the Client Center so they can see their copy anytime.
Not sure how? Click here!
- Download the certificate:
- On the Certificates tab, click on the Master Certificate.
- Under the Certificate Holders section, click on the three vertical dots next to the holder.
- Choose Download. This will start the download process.
- Under Certificate Distribution Report, click Download Now. This will download a zip file for you to save to your computer.
- Email the certificate:
- On the Certificates tab, click on the Master Certificate.
- Under the Certificate Holders section, click on the three vertical dots next to the holder.
- Choose Email. This will open a new browser tab and take you to the Compose email page with the total of holders selected in the To line.
- Compose your email and Send.
- Sharing the individual certificate to the Insured via Client Center:
- On the Documents tab, click on the Master Certificate.
- Click on the most recent folder where you'd find all the individual pdfs that were generated when you clicked Distribute.
- On the certificate, click Actions.
- Choose Share. This will share the individual pdf to the insured so they always have access to their copy.
- Use the dropdown to select a notification delivery method for your customer to be notified that the document is now accessible to them via Client Center.
- Select Send to send the notification to your customer and close the window.
- Sharing the Master Certificate to the Insured via Client Center:
- On the Certificates tab, click on the Master Certificate.
- Click the Actions button.
- Choose Client Center. This will cause the Enable Client Center Certificate Self-Generation pop-up to display.
- Read the text and then toggle the Enabled option.
- Check the box next to Yes.
- Click Save. This will close the pop-up and allow the Insured to add Holders when they need it.
- Check out our How to Create a Certificate Master article for more details.
- Download the certificate:
Best Practices! - We know that your time is valuable, and creating a copy of a Certificate Master can be time consuming when all you want to do is update a small detail, like master remarks, change the project number or attach different documents, and redistribute. The Copy Master feature will let you create an exact copy of a certificate within the Actions dropdown of an existing Certificate Master. |
Master Certificates at Renewal Time
When policies renew that are included in a Master Certificate, we have made it easy to renew the master certificate.
- Renew the policies in the system manually or be sure the download has come in for renewal. Process the renewal policies according to the renewal guidelines, updating the coverages, limits, and additional interests for the renewal term. (Refer to Renewal/Rewrites.)
- Navigate to the Certificates Tab and choose the Master Certificate that is listed in the “Expiring” category to be renewed.
- ACTIONS > RENEW MASTER to see the workflow begin.
- Provide an identifiable CERTIFICATE NAME for the Renewal Master.
- The renewal pending policy will be pre-selected in the “Versions” column.
- SAVE AND CONTINUE through all the steps to confirm that all checkboxes, master remarks, master documents, individual holder remarks and documents are all applicable to the renewal master certificate.
- Holders from the expiring certificate should be brought in from the expiring master certificate.
- Changes can be made for individual Holders.
- Additional Holders can be Imported or individually added as needed as well.
- Review the Certificate as you would for the new Master Certificate, and then DISTRIBUTE.
- If the original (expiring) Master Certificate is shared with the Client Center, reshare this one so the Insured can add Holders as they could with the original.
Not sure how? Click here!
- On the Certificates tab, click on the Master Certificate.
- Click the Actions button.
- Choose Client Center. This will cause the Enable Client Center Certificate Self-Generation pop-up to display.
- Read the text and then toggle the Enabled option.
- Check the box next to Yes.
- Click Save. This will close the pop-up.
- Check out our How to Create a Certificate Master article for more details.
We hope this workflow article was helpful in learning how to generate ID Cards, Binders, Evidence of Insurance and Certificate Masters. Please let us know if this article was helpful by answering the question below. Check out our related articles on the right-side of the page to learn more about EZLynx!
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