Management · 10

Settings reference

Every administration screen and what each setting changes.

Everything management can change lives under Administration in the sidebar. The page has a side menu with Users (see Roles and access), four workspace settings that the CEO and CTO can change, and three technical settings that only the CTO can change.

Organisation

Administration → Organisation. One field: the organisation name, shown in the navigation and on the dashboard greeting and used in email merge fields as {{ organisation_name }}. Keep it recognisable.

Pricing

Administration → Pricing. One field: the markup percentage used on work priced outside the schedule of rates.

• Applies only when a contractor prices off-schedule work: insurer rate = awarded contractor rate × (1 + markup), rounded to the penny on the rate.
• Items taken from the schedule of rates already carry their own client and contractor rates; this setting never changes them.
• Order of precedence: a per-quote override → the insurer's own default markup (set on the insurer) → this organisation setting.
• Expect a 25–30% range for repair work, but set it to your commercial policy.
• Changing it affects future awards. Quotes already issued to an insurer do not change.

Network compliance

Administration → Network compliance. Decides what a contractor or surveyor must hold before they can be given work. It has four sections.

Start from the UK legal baseline

One button adds what the law requires of an insurance-repair network: employers' liability, waste carrier registration, asbestos awareness, risk assessments and method statements (RAMS), a data processing agreement, Gas Safe for gas and heating trades and a Part P electrical scheme for electrical trades. It is a starting point you then adjust.

Required records

Tick the records every network member must hold. Each shows its category (Required by law, Law, when it applies, Industry standard, Contractual) and a plain-English legal note. Employers' liability and the health and safety policy are skipped for a member who has declared they employ nobody. Further requirements can be scoped to a network role, a trade or an insurance client: scoped requirements are added to the general ones, never replace them.

Minimum cover and renewals

• Set a minimum cover amount per insurance type. A policy below its minimum does not count as valid. Leave blank for none. Employers' liability cannot go below the £5m the law sets.
• Renewal warning: days before expiry that a record starts showing in the compliance queue.

Construction Industry Scheme (CIS)

Tick if we pay subcontractors for construction work. A CIS contractor must verify each subcontractor with HMRC before paying and deduct 20% or 30% from labour unless HMRC confirms gross payment. When ticked, onboarding asks for each contractor's CIS status.

Service levels

Administration → Service levels. The deadlines behind the dashboard tiles. Match them to your insurers' service level agreements.

Each value is a whole number from 1 up to the maximum. Saving applies immediately: the dashboard recalculates every open claim.

Bank holidays

The page also lists the next ten England & Wales bank holidays and how far the stored list runs. It refreshes from GOV.UK every Monday at 03:15; Check GOV.UK now does it on demand and reports how many dates were added. The list only ever adds: a stored date is kept even if GOV.UK later drops it, and an unreachable GOV.UK changes nothing. If it says "No bank holidays are stored from today onwards", check GOV.UK for the next published dates.

Investigation indicators

Administration → Investigation indicators. The list of validation prompts shown on every claim's Investigation indicators tab. For each you can rename it or switch it on or off, and add a new one with the add button. Switching one off hides it on claims; answers already recorded are kept. Use the list to encode your insurers' counter-fraud guidance. Only staff with the investigation permissions see the tab.

Email templates

Administration → Email templates. Edit the subject and body of each email the panel sends: survey booked, moved, cancelled; survey report to insurer; schedule of works to insurer; purchase order to contractor; request for quotation to contractor; and an email-settings test.

• A blank line starts a new paragraph. Wrap words in **two stars** for bold.
• Use merge fields such as {{ claim_number }}, {{ property_address }}, {{ policyholder_name }}, {{ insurer_reference }}, {{ appointment }}, {{ po_number }}, {{ work_phase }}. Each template lists the fields it supports.
• The details card, attachments and footer are added automatically; you cannot remove them.
• Preview shows your unsaved wording with sample data. Send test to me emails you a copy. Real emails keep using the saved wording until you save.

Email delivery (CTO only)

Administration → Email delivery. The SMTP account that all emails leave through. Use a transactional provider (for example Mailtrap, SMTP2GO or similar).

Check delivery sends a real message with the saved settings. Until settings are complete the page warns: Email is not configured. Messages are being written to the log. In that state nothing reaches a recipient and schedule issues are refused ("The email could not be sent, so the schedule was not issued").

SMS delivery (CTO only)

Administration → SMS delivery. Connects a VoodooSMS account: a sender ID (what appears as the sender) and an API key (encrypted, hidden after saving). Check delivery sends a test message.

Storage nodes (CTO only)

Administration → Storage nodes. Where claim files live.

1. Connected machines

   Add a node by configuring a fresh Ubuntu VPS with root (enter name, host, SSH port, Ubuntu release and the root password once: a queued job pins the SSH fingerprint, creates a key-only claimfiles account in a jailed folder and verifies a test file) or by connecting an existing SFTP account. A node shows online only after a probe file is written, read and removed.

2. Storage areas

   Six areas (claim documents, photographs and evidence, inspection reports, generated documents, exports, backups) each route to a node and folder. The first online node receives sensible defaults. Adding later nodes does not move existing files.

3. Off-site backup

   Every night at 02:30 new claim files are copied to the node routed for System backups, each copy size-checked. Use a second, separate server; a folder on the same VPS is not a backup.

4. Support file access

   CTO-only browsing and download over SFTP for support. Every download is recorded in the audit trail.

Other management lists (outside Administration)

Estimates → Rates

The schedule of rates: client and contractor rate per item. Edit or add items here.

Network → Onboarding

Approve new contractors and surveyors once their checklist is complete.

Network → Compliance

Review evidence, approve or reject, suspend a member, watch expiries.

Insurance clients

Insurers, their referral contacts and their default markup.

Written for Claimpanel 0.31.0. If a screen looks different from this guide, the application is the authority: tell the CTO so the guide can be updated.