This article describes the Insurance Expiry report, which lists reservations where the guest's insurance policy is due to expire within a selected date range.
Overview
The Insurance Expiry report helps properties identify guests whose insurance policies are expiring during their stay or upcoming reservations. The expiry date is assigned on the Guest Profile, and the Insurance Expiry field needs to be made visible via Field Maintenance.
The report shows key contact details alongside the insurance expiry date, reservation information, and booking source, so staff can contact guests and request updated insurance information before the policy lapses.
Use Cases
- Proactive compliance checks - Run the report regularly to identify guests whose insurance expires during their current stay, giving staff time to follow up before the policy lapses.
- Pre-arrival screening - Use the report before a peak period to flag incoming reservations where insurance expires shortly after arrival, so front desk staff can request updated details at check-in.
- Workforce and long-stay accommodation - Properties managing long-term residents can set a wider date range to review all upcoming insurance expirations across the full guest roster.
How to Access
In the side menu of RMS, go to Reports > Management > Guests > Insurance Expiry.
Report Options
Use the options below to filter the report by date range, property, category, reservation status, and assigned user.
| Report Option | Type | Default | Description |
|---|---|---|---|
| Reservation Between | Date range | Today | Filters the report to reservations with an arrival or stay period within this date range. |
| Expire On or Before | Date | Today | Limits results to guests whose insurance expires on or before this date. Extend this date to see upcoming expirations. |
| Property | Multi-select dropdown | All properties | Filters the report to one or more properties. Appears on multi-property databases only. |
| Category | Multi-select dropdown | All categories | Limits the report to reservations in the selected categories. |
| Reservation Status | Multi-select dropdown | Arrived |
Filters by reservation status. Options:
|
| Users | Multi-select dropdown | All users | Filters the report to reservations assigned to selected users. |
Report Columns
The columns below appear on the report output. Each row represents one reservation where the guest's insurance is due to expire within the selected date range.
| Column | Description | Source |
|---|---|---|
| Group Name | The name of the group booking the reservation belongs to, if applicable. | Group booking linked to the reservation. |
| Guest Name | The name of the primary guest on the reservation. | Guest profile. |
| Phone1 | The primary phone number from the guest's profile. | Guest profile - Phone 1 field. |
| Phone2 | The secondary phone number from the guest's profile. | Guest profile - Phone 2 field. |
| Expiry Date | The date the guest's insurance policy expires. | Guest profile - Insurance Expiry Date field. |
| Res No | The reservation number. | Reservation record. |
| Arrive | The reservation arrival date. | Reservation record. |
| Area | The area or site assigned to the reservation. | Reservation record - Area assignment. |
| Category | The category type of the reserved accommodation (for example, Powered Site, Cabin). | Reservation record - Category. |
| User | The RMS user assigned to or who created the reservation. | Reservation record - Assigned user. |
| Source | The booking source for the reservation (for example, Direct, OTA). | Reservation record - Booking source. |
Related Reports
- In House Visa Expiry - shows guests currently in-house whose visa is due to expire, useful for compliance tracking alongside insurance expiry.
- Guests By Region - provides a breakdown of guests by country of origin, useful for identifying guests who may require insurance verification.
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