Renewal Automations
Renewal Automations in Levitate are designed to help Insurance agencies stay proactive with their clients by automatically prompting outreach before, on, and even after policy renewal dates. Upcoming renewals will show on the dashboard of Levitate for upcoming months. Levitate Admins and Super Admins can create Renewal Automations, a series of emails centered around the policy renewal date, to remind their contacts of renewal, give carrier updates, and more.
Renewal Automations can be set to go out completely automatically, or manually kicked off through the renewal dashboard card on a month-by-month basis.
Below is a quick guide for creating a Renewal Automation, setting it up through the dashboard card, and setting it up to go out completely automatically using the automation settings.
Step-By-Step
From the Levitate Dashboard you'll choose Automations from the lefthand navigation menu
On the Automations page, choose Create Automation
By default, only account Admins can create automations. If your account uses user group permissions, users in a group with the Automation write permission can create them too.
And from there, choose Policy Renewal Automation (shown as Upcoming Policy Renewal Automation on accounts using the Policy board renewal experience).
Note: If you don't see a renewal automation option, renewals aren't enabled for your account. Contact your Success Specialist.
Once started, you can name the Automation and update settings— like if you'd like for it to go out automatically without being triggered by a dashboard card.
From there, you can add different steps of all kinds— email, text message, newsletter, or even an internal step like the creation of an action item— based around the date of the renewal. You can use Conditional Branching to create segmented steps for different kinds of renewal— by policy type, tags, or both.
And you can enable settings step per step, like who the step sends to or tag criteria for the step
Once you have your steps and settings configured you will choose Publish Changes to enable the automation to run
Renewal Automations can be set up in many different ways, but really benefit from the use of Segments and Tag Criteria steps for outreach that's personalized based on line of insurance. Read more about Automations Settings and Logic here to learn more about building out an automation using different segments and tag filters.
Enhancements
Send from options
Renewal Automations send as the contact's owner by default (Contact owner), or can be configured to send as the Policy Owner, Policy CSR, or Policy Producer associated with the contact's policy, for the whole automation. This lets renewal outreach arrive in the policyholder's inbox from the team member who works on that policy, rather than from the contact's owner. Open the automation's trigger settings and, under Send renewals as, pick the option you want. This setting is only available when the automation is set to run fully automatically.
Exit when a policy is canceled
Renewal Automations can exit when a contact's policies are canceled. When this condition is enabled on an automation, Levitate will stop the automation once all of the policies that triggered it are canceled or archived — preventing unnecessary renewal outreach after none of a contact's triggering policies are still active. If some of the contact's policies remain active, the automation continues, with merge fields reflecting the current policy data. To turn it on, check Cancel the automation if all triggering policies are canceled in the automation's trigger settings. It is on by default for new policy-triggered automations; automations created before this option existed have it off until you check it.
Dashboard card filtering
The renewal dashboard card now filters contacts across a broader set of policy fields. If you use the dashboard card to review and kick off renewal outreach each month, you should see more complete and accurate results when filtering by policy criteria.
FAQs
What if my contact has more than one renewal in a year?
For contacts with multiple policies and renewals, there are settings that can be configured by your Success Specialist that will either ensure that the contact receives every renewal email, or that the contact will only receive one renewal email within a certain period of time. When a Renewal Automation is set to run fully automatically, these per-contact cooldown settings still apply — contacts are only skipped for additional renewals within the configured cooldown window, just as they are when the automation is kicked off through the Renewal dashboard card.
Q: Why is my renewal automation only showing next months renewals and not this months on the dashboard?
A: The renewal dashboard card is based on the next month and beyond, we do not look in the current month.
Q: Why did my renewal automation only send out the renewals for today rather than all renewals for that client this month?
A: When a renewal automation does not send out all of the upcoming policies on the email for the current month, it is likely due to the automation being set to automatically approve, and we only include renewals for the day the automation was approved.
Q: I accidentally scheduled contacts using the wrong template. How do I cancel and restore those to the dashboard to schedule the correct email/automation?
A: In order to restore the renewals to the dashboard, you will need to contact Support@levitateapp.com.
Q: Why is the renewal date not populating in my renewal email merge field when the policy renewal date is set to a future year (for example, 2027)?
A: Renewal Automations only queue contacts whose policy renewal date falls within a look-ahead window measured from the start of next month. By default this window is approximately 60 days, though it can be configured differently for your account. If a contact's renewal date is more than a few months away, the renewal automation will not include that contact yet, and the renewal date merge field will appear blank. The contact will be picked up automatically once their renewal date moves into the active window. If you believe your account's look-ahead window needs to be extended to cover a longer lead time, contact Support@levitateapp.com.
Q: Why did my renewal automation send to a contact with a cancelled policy?
A: Renewal Automations act on the policy data Levitate has for the contact, so a cancellation only takes effect once it is reflected on the policy record in Levitate. To stop outreach automatically once all of a contact's triggering policies are canceled, turn on the exit condition described in Exit when a policy is canceled. To stop a single contact's automation right away, cancel the in-progress automation for that contact from the Automation Reporting screen.
Q: Why is a renewal automation text still sending after the policy renewal date has already passed?
A: Renewal Automations fire based on the renewal date stored on the contact's policy record in Levitate, not on today's date. If a policy was rewritten, the old renewal date may still be present on the contact record alongside the new policy's date. When the automation ran its scheduled check, it found the old renewal date within the active look-ahead window and queued the contact — so the message sends even though that renewal date has already passed. To stop additional steps from going out, cancel the in-progress automation for that contact from the Automation Reporting screen. To prevent this from happening again, make sure the old policy record is updated or removed in Levitate (or in your integrated management system, if you use one) so the outdated renewal date no longer appears on the contact.
Q: Do policy renewal dates automatically roll forward to the next year after they pass, or do I need to update them manually?
A: Renewal dates do not automatically advance to the next year. Levitate stores exactly the date entered on the policy record and does not roll it forward after it passes. Once a renewal date is in the past, the automation will no longer queue that contact — because Levitate only queues contacts whose renewal date falls within the upcoming look-ahead window. To keep renewal outreach running year over year, you will need to update each policy's renewal date to the new upcoming renewal date. If you are integrated with a policy management system, updates made there will sync to Levitate automatically. For manual or spreadsheet-imported policies, update the renewal date directly on the policy record in the Policy Board or by re-importing updated data. If you have a large number of policies to update at once, contact your Success Specialist for assistance.