How to Manage Active vs. Inactive Insureds

How to Manage Active vs. Inactive Insureds
In Momentum AMS, maintaining clean data is essential for accurate reporting, client follow-up, and system performance. One key part of this process is correctly managing active and inactive insured records.

This article explains the difference between active and inactive insureds, how to manually inactivate or reactivate a record, and best practices for keeping your insured list clean and relevant.

✅ What Does “Active” Mean?

An active insured is any contact in your system that:

Has a current policy
Has a pending opportunity, task, or service request
Is being actively marketed or serviced

These records are prioritized for follow-ups, renewals, and ongoing communication.

What Does “Inactive” Mean?

An inactive insured is typically someone who:

No longer has active policies
Is not expected to return as a client
Has been replaced or rewritten
Should remain in the system for documentation or historical reference, but not for future servicing

Marking a record as inactive keeps your pipelines focused without deleting important history.

How to Mark an Insured as Inactive

Open the insured’s profile using the global search or Insureds menu
In the upper-left corner, click the “Green” dot next to insured name
Select “Confirm” to make inactive.

Insured will now be removed from default active searches and reports.

You can still find inactive insureds by using filters or searching with the “Status: Inactive” option.

How to Reactivate an Inactive Insured

If the insured returns, or you mistakenly inactivated them:

Search for the record using global search
From the Details page, click upper-left corner click the “Gray” dot next to insured name
Select “Confirm” to make inactive.

The record will now be fully active again and included in pipelines and reports

What Happens to Policies and History?

Marking an insured inactive does not delete any of the following:

Past policies (they remain archived or expired)
Notes
Certificates
Tasks
Service Requests
Claims or Opportunities

All historical records remain visible inside the insured’s profile.

Best Practices

Inactivate insureds after non-renewals, cancellations, or rewrites
Review inactive insureds annually for potential reactivation or archival
Do not delete insureds unless you are absolutely certain there is no legal or reporting reason to retain the record
When re-marketing former clients, reactivate their record instead of creating a duplicate

How This Ties Into Data Clean-Up

Momentum AMS reporting, marketing automations, and CRM pipelines rely heavily on status filters. Keeping your insureds properly marked as active or inactive:

Reduces clutter
Improves renewal forecasting
Enhances campaign accuracy
Helps avoid duplicate entry