Prepare an insurance renewal or audit with Renewals & Audits

Before you start

Renewals & Audits is turned on one fleet at a time. Your DriverPass contact turns it on for your fleet. Until then you won't see it in the sidebar.

Once it is on, fleet owners find it under Partners & Compliance > Renewals & Audits. Staff with safety access see Renewals & Audits in their own sidebar. The page also needs your company setup to be finished and the compliance feature to be unlocked. It is not available on a SecureTrip-only account.

Create a case

1. Open Renewals & Audits. To use a starter checklist, click Insurance renewals or Audit prep, choose the Country, the Province, territory or state and the Operations, then click Prepare case on the starter that fits. You can also click Create a case at the top.
2. Enter the Case title, Purpose and Deadline. Add the Jurisdiction / region, the Request reference and the Period starts and Period ends dates if the request gives them.
3. Under Records in scope, tick only the drivers and equipment the broker or auditor asked about. If you tick nothing, the case covers general documents only.
4. Leave Start with an editable preparation checklist ticked if you want starter items. They are prompts, not a full list of what your insurer or auditor needs.
5. Add Case notes about what was asked for, then click Create case.

Build the evidence and review it

Suggested evidence is never approved on its own. A review records your team's decision. It does not mean the insurer or auditor accepted it.

1. Open the case. Under Preparation checklist, click Add a requirement to add anything else from the actual request.
2. On a requirement, click Find existing evidence to search records already in DriverPass, then click Link for review on the right one. Or click Attach document to upload a PDF, JPG, PNG, CSV, XLSX or DOCX file (up to 15 MB).
3. Click Edit / review on the requirement. Check the dates, pick a Review decision (Open / follow-up needed, Needs review again, Reviewed by our team or Not applicable), add a Review / exception note and click Save requirement.
4. Record what the auditor asks under Auditor questions (Add question) and fixes under Corrective actions (Add action). Give each one a Responsible person, a Deadline and a Status, then click Save follow-up.
5. When you are ready, change Workflow status under Case progress and click Update status. Completed needs reviewed evidence and resolved questions and actions.

Download the package and share with a partner

Click Prepare export, read the Final package review, then click Download evidence package or Download printable report. Nothing is sent to the requester. Review the files before you send them yourself.

To work with a broker or auditor who is connected to you as a partner, use Partner collaboration in the case: pick the Connected partner, tick Share case and attachments and click Save sharing. The partner must already have access to every record in the case. Manage that access in Partners & Compliance.

If a banner says some linked evidence has changed or is unavailable, review those requirements again. Changing the case deadline also reopens reviewed items for a date check.