Organizations and policyholders

A travel policy belongs to an organization, names a policyholder and has an internal owner. Policy Operations should establish those identities before entering a quote or coverage terms. The organization determines the operating scope and currency; the policyholder record carries the contact and eligibility note used during review. The policy owner remains the person who can find and explain the current record. Keeping these links on the policy makes later trip reviews, receipts and claims easier to trace.

A policyholder can be inactive while old policies remain in the record. Check the active setting and eligibility note before starting a fresh policy. The contact name and address support follow-up when evidence or a correction is needed. These are details for the operating team to confirm with the customer, not a substitute for carrier eligibility rules.

• Organization. Admin maintains its code, time zone, currency and active state, then assigns team members to the right organization.
• Policyholder. Policy Operations keeps the name, code, contact details and eligibility note attached to that organization.
• Policy owner. Policy Operations assigns a team member to the policy so the next review or claim has an accountable internal contact.

Agree who may create organizations and who may maintain policyholders. A named policy owner should be set before coverage is reviewed. Check how policyholder codes are assigned and which team verifies eligibility notes. If separate organizations use different currencies, decide how staff will read the dollar denominated premium and benefit amounts in the record. The app stores those amounts in USD fields, while the organization also carries its own currency setting.

For an initial operating cycle, choose one organization and a small set of active policyholders. Confirm that each policyholder points to the intended organization. Then create a policy with its owner and counterparty. A duplicate name across organizations should be resolved by checking the code and organization link before anyone issues a policy.

Take a traveler whose record is active and whose eligibility note calls for a manual check. Policy Operations confirms the traveler and contact, assigns the policy owner, and links the policy to the correct organization. Trip Review Specialist can then prepare a destination and departure date under that same policy. Offer Reviewer checks the submitted review in the context of the right policyholder. If a claim later arrives, Claims Specialist follows the policy link back to the same party instead of recreating a separate customer identity.

If a team member changes, Admin updates the membership and the policy owner is reassigned deliberately. The organization link remains stable, so the claim and receipt history stays under the right customer scope. Rehearse this handoff with a policyholder who has more than one policy to ensure staff select the intended record.

• My policies — Policy Operations sees the policies assigned to its owner for follow-up.
• Policies needing review — The reviewer finds draft and under-review records with their owner and effective date.

See trip offer review and policy issuance for the next decisions.