Before you start
Use Insurance to keep a clear list of policies that matter for wealth, risk and continuity planning. A policy record helps you remember what coverage exists, which asset or person it protects, where the policy file is, and when it should be reviewed. It does not prove the insurer will pay a claim, replace the actual policy wording, or tell you whether the coverage is enough.
Detailed steps
Open Insurance and check the current list
Open Insurance from the left navigation. Check the summary cards and the active policy list before adding anything. If the same policy already exists, open that record and update it instead of creating a duplicate. Insurance is a record of coverage you want available for review and continuity, not a claims portal.
Use Upload policy when a document should prefill the record
Choose Upload policy when you have a PDF, image or email export and want Capitelist to prefill what it can. Treat extracted fields as a draft. You still need to review type, provider, policy number, insured value, premium, linked assets and notes before saving.
Switch to Manual when you already know the fields
Use Manual when the policy is simple, when you are copying from a renewal notice, or when you do not want extraction. Manual entry is often faster for one policy because you can type the exact fields you want visible and leave uncertain fields blank for later review.
Enter type, company, renewal, premium and insured value
Choose the policy type that best matches the contract: life, health, home, landlord/property, liability umbrella, business, key person, cyber, travel or other. Enter the insurer or broker name in Company. Add the policy number only if it is appropriate for this visible record. Set Status from the latest evidence. Annual premium is what the policy costs per year. Insured value is the stated coverage or benefit amount, not what the linked asset is worth in Capitelist.
Add description, link covered assets and attach the policy file
Use Description to explain what the policy covers, who it protects, when someone should look at it, and what limitations or exclusions need checking in the original document. Select linked assets when the policy protects a specific property, business, collection or other record already in Capitelist. Attach the policy file only when that file is suitable for beneficiary-facing Insurance. If the file contains sensitive identifiers, private instructions or claim access details, store the sensitive version in encrypted Documents instead.
Save and verify the policy row
After saving, read the table row carefully. Confirm the company, policy number, annual premium, insured value, linked assets and file state match the source. If the row looks incomplete, open details immediately and edit it while the policy document is still in front of you.
Open details before editing or using the record
Use More details to review the full record, download or remove the attached file, and edit fields. Check this modal before you treat the record as complete because it shows the summary another person may use during continuity review.
Archive only when the policy should leave the active list
Archive when the policy is obsolete, cancelled, duplicated or no longer part of the active coverage list. Read the confirmation first. Archiving removes the policy from active Insurance, but it does not delete unrelated Legacy Plan data, Documents or linked asset records.
Field guide
The kind of coverage the policy provides.
Choose by contract purpose, not by insurer name.The insurer, broker or provider shown on the policy evidence.
Use a name another person can match to the policy file.The reference used by the insurer or broker.
Include it only when suitable for this visible Insurance record.Whether the policy is active, needs review, lapsed, cancelled or unknown.
Do not leave Active if you have not checked renewal or payment status.The next date when the policy should be checked or renewed.
Use the renewal notice, schedule or broker confirmation.The yearly cost of the policy.
Do not enter monthly premium unless you annualize it or note the frequency elsewhere.The coverage or benefit amount stated by the policy.
Do not confuse it with asset market value or net worth.Assets in Capitelist that this policy protects.
Link only assets actually covered by the policy.The document attached to the Insurance record.
Use a beneficiary-safe file; store highly sensitive versions in encrypted Documents.Plain-language context for what the policy covers and what should be checked.
Mention exclusions, claim route or review needs when they matter.Decision rules
What it adds
- Makes protection coverage visible next to wealth records.
- Supports legacy and risk review.
What it does not do
- Capitelist does not verify policy enforceability.
- Coverage may differ from user-entered summary.
Common mistakes
What to check
- Use the policy document as source.
- Review beneficiaries and renewal dates.
Adding the same policy twice because the provider name appears slightly differently.
Entering asset market value as insured value.
Entering monthly premium as annual premium.
Calling a policy Active without checking renewal status.
Linking every asset to the policy even though only one property, entity or person is covered.
Attaching a file with private claim instructions or sensitive identifiers to the visible Insurance record.
Assuming a saved record means the coverage is adequate or enforceable.
Archiving an old policy before confirming whether a replacement policy is already active.
After you save
- Open the saved details and compare every field with the source document.
- Confirm whether the policy file should stay attached to Insurance or move to encrypted Documents.
- Check linked assets so coverage is easy to find later.
- Update the renewal date after every renewal notice or broker review.
- Use Review needed when coverage exists but key details, exclusions or active status are uncertain.
- Archive cancelled, duplicated or obsolete policies only after checking the replacement path.