This page lists the emails the Rikor RMS sends, for franchisors and franchisees. Use it to recognise an email, know what it asks for, and know why it arrived. Words in square brackets, such as [brand] or [coverage], are filled in with your own details.
Certificate reminders
When a location's insurance needs attention, the RMS emails the franchisee a reminder with a button to their upload page. Reminders come from "[brand] via RIKOR", so the franchisee sees your brand name first. They go to the business email on file and to every contact on the location's roster with Compliance emails turned on.
Your brand decides which reminders are on. Rikor turns them on with you when your program starts.
| Reminder | When it goes out | Subject line | Button |
|---|---|---|---|
| Pending | The location has no approved certificate yet. | Action needed: [brand] requires your Certificate of Insurance | Upload My COI |
| Not Verified | A required coverage has no policy on file. | Action needed: we couldn't verify your [coverage] coverage (or: Action needed: [n] coverages need verification) | Upload Current COI |
| Not Compliant | A coverage on file doesn't meet the brand's requirements. | Action needed: your [coverage] coverage doesn't meet [brand]'s requirements (or: [n] coverages don't meet [brand]'s requirements) | Upload Corrected COI |
| Expiring | A required policy is coming up for renewal. | Action needed: your [coverage] policy expires [date] (or: Action needed: [n] insurance policies expiring soon) | Upload Renewed COI |
| Lapsed | A required policy is past its expiration date. | Urgent: your [coverage] coverage lapsed [date] (or: Urgent: [n] insurance policies have lapsed) | Upload Current COI |
If the franchisee has already had review results from Rikor, the Not Compliant reminder repeats those results instead. Its subject starts with "Reminder" and its button is See Details and Upload.
Every button opens the franchisee's own upload page. The link is not a login: the franchisee signs in with a code sent to an email address on file for the business. See How to upload a COI.
How often reminders go out
Reminders run on a weekly schedule.
- Pending, Not Verified and Not Compliant all ask for the same thing, an up-to-date certificate, so they share one clock. A location gets no more than one of them every four business days.
- Expiring reminders go out 60, 30, 14 and 7 days before the expiration date.
- Lapsed reminders go out 1, 7, 14 and 30 days after the expiration date, then every 30 days until a current certificate is in.
- If Rikor is your insurance agency, reminders start closer to the expiration date: one 5 days before, then 5, 14 and 30 days after, then every 30 days.
Because reminders run on a schedule, each one goes out on the first run on or after its date, not always on the exact day.
"Expiring" means two things in the RMS. The reminder emails start 60 days before a policy expires. The Expiring policy status on the Franchisees list and in Analytics only appears in the last 15 days. A franchisee can get an Expiring reminder while their status still reads Active. See Statuses explained.
When reminders pause and stop
- A certificate is under review. Reminders pause while Rikor reviews an upload. The review results email comes next.
- The certificate meets the requirements. Reminders stop once a certificate meets your brand's requirements, until a policy gets close to its expiration date again.
- Rikor wrote the policy that needs fixing. If every coverage that falls short was written by Rikor, Rikor fixes it with the carrier and the franchisee doesn't get a Not Compliant reminder for it.
- The location isn't active. Archived locations and locations marked as not yet open get no reminders.
- The reminder is turned off for your brand. Ask Rikor if you want to change which reminders your franchisees receive.
A franchisee who wants to stop reminders should upload a current certificate that meets the requirements. To take a contact off the reminders, the franchisee can turn off Compliance emails for that person on their Users page, or email support@rikor.io.
Emails after an upload
| When it goes out | Subject line | Button | |
|---|---|---|---|
| Review results | About 30 minutes after Rikor finishes reviewing a certificate. | When everything is met, a subject saying the insurance is verified and all requirements are met. Otherwise: Action needed: your [coverage] coverage needs attention (or: [n] coverages need attention). A second send starts with "Update". | View My Coverage Status (all met) or See Details and Upload |
| Document can't be used | The upload was a quote, a policy, a notice or an unreadable file rather than a certificate. | We couldn't use the document you uploaded | Upload Your Certificate |
| No current coverage | The certificate shows no required coverage that is in force today. | Your certificate doesn't show any current coverage | Upload a Current Certificate |
The agent email ("Send to my agent")
On the upload page, a franchisee can click Send to my agent and enter their insurance agent's email address. Rikor emails the agent the brand's requirements (or the open items from the review) and a link to upload a certificate for that business.
- Subject: Certificate of Insurance requested for [business], or Updated Certificate of Insurance requested for [business] when items need fixing.
- Button: Upload the Updated Certificate. The agent's link works for 30 days and needs no login.
Sign-in and invitation emails
| When it goes out | Subject line | Button | |
|---|---|---|---|
| Sign-in code | Someone signs in to the RMS or to an upload page. | Your Verification Code is [six digits] | None. Type the code; it expires after 5 minutes. |
| Invitation | A user is added with portal access, or a franchisee invites a subcontractor. | You're invited to join [company] on RIKOR | Accept Invitation. The link works for 30 days. |
| Subcontractor notice | A franchisee adds a subcontractor who already has a Rikor login. | [franchisee] requires proof of insurance for your business | View Requirements & Upload COI |
To add users, see How to add users. For signing in, see How do I log in to the RMS?
Emails to franchisors
- Monthly Insurance Report. On the 1st of each month, every franchisor contact with the Executive Summary Report switch on gets a summary of the brand's compliance. Subject: Monthly Insurance Report: [brand] · [month]. Button: Open Your Dashboard. See How to read the Executive Summary Report.
- Exemption request. When a franchisee asks to be exempted from a coverage, your contacts get an email with the subject Exemption request: [franchisee] and a Review Exemption Request button.
Reminder emails go to franchisees, not to franchisors. To see which locations need attention, use How do I know what's wrong with a franchisee's insurance?
Subcontractors
Where your brand has subcontractor monitoring on, subcontractors get the same five reminders with the same subjects and buttons. Their button opens their own upload page. A subcontractor's Expiring reminder starts 15 days before the expiration date.
If something goes wrong
- A franchisee says they never got a reminder. Check that their business email or a contact with Compliance emails on is correct, and ask them to check spam for mail from "[brand] via RIKOR".
- A franchisee keeps getting reminders after uploading. If the certificate is still under review, reminders pause until results go out. If the results said items need attention, reminders continue until a corrected certificate meets the requirements.
- An email looks wrong or went to the wrong person. Email support@rikor.io with the subject line and the date it arrived.
Related: How to upload a COI · Statuses explained · How to read the Executive Summary Report