Assigning Renewals - Reporting and Tasks

Agency managers can run the agency's Upcoming Renewals report to see which policies will soon need to be renewed or rewritten. Managers can then turn this renewal data into action by creating and assigning tasks regarding processing the client's renewal(s) or rewrite(s) to CSRs/Producers.

If your agency has Default Tasks and Download Task Rules configured (see Renewals - Configuration and Setup), most renewal tasks are created automatically for CSRs/Producers, and you shouldn't need this report as your everyday workflow — see Processing Renewals and Rewrites to see how those tasks reach your team. This guide is still useful for two situations: catching up any existing policies that predate your automated task setup, and periodically spot-checking that automated tasks are being created as expected.

In this topic, we cover how managers:

  • Create an Upcoming Renewals report (using either Sales & Retention or Quick Reports)

    • Customize and narrow down the renewal report

    • Save and share the renewal report or a summarization of the report

  • Create Batch Tasks to CSRs/Producers using the renewal report

Create an Upcoming Renewals report

HawkSoft recommends regularly running renewal reports to track policies that are due to renew or expire soon. This is especially important for non-downloaded policies, since they need to be manually updated once the renewal takes place.

What you can do with a renewal report

Use the renewal report to assign Tasks to agents and CSRs for two purposes: reaching out to clients ahead of their expiration date to update or rewrite the policy, and updating the client/policy in HawkSoft once the renewal is complete. You can also share the report itself so your team can track client outreach.

Two options for renewal reports

HawkSoft offers two reporting solutions for renewals. Once you've generated a renewal report, you can use filtering and summarizing features to further narrow down the report if needed, such as showing only personal auto policies which are due to renew or expire within the next 60 days.

  • Sales & Retention — best when you need renewals split by commercial and personal lines

  • Quick Reports — best when you need to combine lines of business, or need a custom date range beyond the standard 30/60/90/120-day options

HawkSoft's Sales and Retention reports offer a fast and easy way to view renewal reports for policies set to renew or expire within the next 30, 60, 90, or 120 days. Sales & Retention has two different renewal reports: one for commercial lines policies, and one for personal lines policies.

  1. Access Sales and Retention Reports using either the HawkSoft desktop app, or HawkSoft on the Web:

    • HawkSoft Desktop: Click the Reports menu at the top, then Sales & Retention.

      Sales & Retention Reports opens in a new browser window.

    • HawkSoft on the Web: Log into the HawkSoft Web app, then click the Analytics and Reporting icon in the left column of the HawkSoft web start page, then click on Sales & Retention.

      Sales & Retention Reports opens in your current browser window.

  2. Select either the Commercial Renewals or Personal Lines Renewals report from the left side-panel.

    If you need both commercial lines and personal lines policies in the same renewal report, see To generate a report using Quick Reports.

  3. Choose your Group By, Date Range, By, and Compare options:

    • Group By: Choose how upcoming renewals should be grouped in the report; for example, setting the Group By to 'Carrier' groups all upcoming renewals by the policy carrier, and displays a number of renewing policies next to each carrier.

      Alternatively, choose 'None' in this drop-down to include all policies into a single group.

    • Date Range: Choose whether to include policies renewing in the next 30, 60, 90, or 120 days.

      If you need a date range of upcoming renewals other than within the next 30, 60, 90, or 120 days, see To generate a report using Quick Reports.

    • By: Choose whether to sort upcoming renewals by Week or Month.

      Alternatively, choose None to remove sorting.

    • Compare: Choose whether to view upcoming renewals in terms of number of Policies renewing, or the total Premium of policies renewing.

  4. Click on a blue policy or premium count in the report to 'drill-down' and see a detailed report of all policies matching the chosen group and date range.

    Example: if you set your Group By to 'Carrier', and the By to 'Month', clicking on the count inside the row of 'Progressive' and column of 'July 2026' will open a detailed report showing all upcoming Progressive renewals in the month of July 2026.

    You can also click on the counts inside the 'Total' row at the bottom to see a detailed report of all policies in the specified date range.

    Your detailed report opens in a new browser tab. Continue in Customize and narrow down your renewal report to learn how to customize and save your detailed renewal report.

    Required Permissions:
    In order to complete this task, user permissions must be set to include:

    Reports > Access Sales & Retention

    See User Permissions for more information.

If you need a more customized renewal report, such as a report which includes both personal and commercial lines policies in the same report, or a renewal report with a more specific date range, creating your renewal report using Quick Reports is recommended.

  1. Access Quick Reports using either the HawkSoft desktop app, or HawkSoft on the Web:

    • HawkSoft Desktop: Click the Reports menu at the top, then Quick Reports.

      Quick Reports opens in a new browser window.

    • HawkSoft on the Web: Log into the HawkSoft Web app, then click the Analytics and Reporting icon in the left column of the HawkSoft web start page, then click on Quick Reports.

      Quick Reports opens in your current browser window.

  2. Click the New Report button at the top-right corner.

  3. Click the Policy category, then select the Policy Renewal Report.

  4. Optional: Change the Report Title, if needed.

  5. Choose your Report Criteria:

    1. Select a Preset date range, or enter a custom date range using the Start Date and End Date fields.

    2. Choose whether or not to Include Cancel (pending) policies in your report.

      These are policies that are marked as Canceled, but have a cancellation date in the future, leaving the policies active until that date.

  6. Optional: If you already have a preset report layout you want to use, select it from the Select Layout drop-down.

    See To customize your report view for more information about report layouts.

  7. Click Run Report.

    Your detailed report opens in a new browser tab. Continue in Customize and narrow down your renewal report to learn how to customize and save your detailed renewal report.

Required Permissions:
In order to complete this task, user permissions must be set to include:

Reports > Run Quick Reports

See User Permissions for more information.

Customize and narrow down your renewal report

Once you have your report open, you can customize the columns included in your report, and then use HawkSoft's Filtering and Summarizing options to further narrow down your report until you have the exact renewal report you need.

Once you have customized your report, you can

  • Save the report and share it with other users in your agency

  • Save the report as a '1-Click Report' template for easier future renewal reports

  • Download the report as a spreadsheet

  • Print the report as needed.

All of these options are accessed from the toolbar at the top-right of the report.

Example: Filter out downloaded policies to prioritize policies needing manual processing

We want to prioritize policies that don't receive carrier downloads, since these must be updated manually in HawkSoft once the renewal/rewrite takes place. (Downloaded policies, by contrast, update automatically when the carrier sends the download.)

To find these policies: add a "Policy Downloads" column to the report, summarize by "Policy Downloads," then double-click the "No" group to see a sub-report of all renewing policies that have never received a carrier download.

From there, we can create Batch Tasks to assign each renewing policy to CSRs/Producers as a Task in HawkSoft, dividing the workload across the entire team. You can also Save this sub-report for future reference, and Share it with other team members.

Learn more

HawkSoft enables you to configure the columns that appear on your renewal report, including which columns appear and which order they appear in. Additionally, you can save your columns configuration as a Report Layout for use in other reports, if needed.

To customize your report's columns:

  1. Click the Columns button on the report toolbar.

    A dialog listing all columns in your report appears.

  2. Modify your report columns as needed:

    To enable organizing, filtering, and/or summarizing your report by policies which will need to be manually renewed in HawkSoft, you can add a "Policy Downloads" column to your report. Policies marked as 'No' in this column are non-downloaded policies.

    • Click and drag on a column to change its order in the report. The top of the list corresponds to the left-most column on the report, and the bottom of the list corresponds to the right-most column on the report.

    • Click the button next to a column and select a new column type to change that column.

    • Click the X next to a column to delete that column.

    • Click the Add Column button at the bottom of the dialog to add a new column.

      • In the blank column that appears at the bottom, search for and select your desired column.

  3. (Optional:) Click Save Layout and enter a name for this layout to save these columns as a Report Layout for use in future reports.

    You can quickly apply this layout to other reports using the Select Layout drop-down when generating a new Quick Report, or by clicking Columns inside an existing report and choosing your new layout from the Select Layout drop-down.

  4. Click Apply.

Your report now displays your desired columns in your desired order.

Using filters, you can narrow down your report to include only policies matching (or not matching) specific criteria of your choosing.

Example: If you only want to see upcoming renewals for policies which have not received a carrier download, you can add a "Policy Downloads" filter to the report, and choose to only show policies containing a "No" value in this column (to signify that the policy has never received a download).

To add a filter to your report:

  1. Click the Filter button on the report toolbar.

  2. Choose which column you want to filter by.

    If a column you need is not present on your report, see Report columns (Layout) to learn how to add or edit your report's columns.

  3. Choose whether the filter should exclude or include all policies matching your condition by checking or unchecking 'Does not', respectively.

  4. Choose the type of text matching that should apply to your filter: Contains, Starts With, or Exact Match.

  5. Enter your filter criteria in the Search field.

    For example, if you are filtering by Carrier and only want to show policies from Progressive, enter Progressive into the Search field.

  6. Click Apply.

Your filter is now applied to the report. You can repeat the steps above to include as many filters as you need.

To reset all filters, click the Filter button, then click Reset.

HawkSoft enables you to group all entries in a report by a specific criterion of your choosing using the Summarize option. When you Summarize a report, HawkSoft condenses all entries into groups under your chosen column, and displays a count of all entries contained within that group. You can then double-click on a group to see a sub-report of all entries contained within that group, and summarize that sub-report even further if needed.

Example: If you want to split your renewal report into two groups, one for downloaded policies and one for non-downloaded policies, you can Summarize the report by "Policy Download". The Summary then shows two groups: 'Yes' for policies which are downloaded, and 'No' for policies which have never received a download. You can then double-click on either of these groups to see a sub-report of all policies contained in that group.

To summarize your report:

  1. Click the Summary button on the report toolbar.

  2. Select the column you want to group policies by.

    If a column you need is not present on your report, see Report columns (Layout) to learn how to add or edit your report's columns.

HawkSoft now shows groups of all values contained in that column, along with how many policies are contained within each group. From here, you can:

  • Double-click on a group in the summary to see the policies contained in that single group.

    • For example, if you summarized by Policy Downloads, you can double-click on the 'No' summary to see all policies that have never received a carrier download.

  • Check multiple groups in the summary, then right-click the selection and click "New Report from Summary" to open a second report containing all policies contained in the groups you have checked.

    • For example, if you summarized by Carrier, you can check a few desired carriers, then right-click and choose New Report from Summary, to open a second report containing all policies renewing/expiring under just the carriers you selected.

This process of summarizing can even be repeated on new reports you've created from other summaries, if needed.

To close a summary, click the X next to the blue circle containing your summary type at the top-left corner.

Save and share your renewals report

Once you have your renewal report, HawkSoft recommends saving it so you can always come back to it at a later time. Once saved, you can also share the report with other HawkSoft users in your agency. For example, you could share a report containing renewing/expiring policies from specific carriers to a PSR to help them work on and track those carriers' renewals (in addition to any tasks created from the report, as covered in the upcoming 'Assigning Renewals - Reporting and Tasks' section).

Additionally, HawkSoft offers options to print your report, or export your report as a spreadsheet file (.csv), which enables you to share the report outside of HawkSoft or import it into third-party applications.

To save and/or share your finished renewal report, click the Save Report Options button on the report toolbar.

HawkSoft displays three options for saving and/or sharing your report:

  • Save Report

    • This saves a copy of your report, and the entries contained within it, to your list of Saved Reports, which can be accessed from the Quick Reports dashboard at any time.

    • The data and entries contained within your Saved Report will always appear the exact same as it did when you saved the report. Re-opening a saved report will not refresh the data contained within.

  • Save & Share

    • This option is the same as Save Report, with the addition that you can send this report to other users in your agency by typing in the name or initials of the user(s) you want to send this report to into the Share Report To field.

      The users you share this report with can view the report by accessing their 'Shared With Me' list from the Quick Reports dashboard.

      In order to access the shared report, users will need permission to access Quick Reports.

  • Save as 1-Click Report

    • Saving the filter as a 1-Click Report saves the report's filters and layout settings, enabling you to instantly re-run this same report at a later date.

    • The data and entries contained within the report are not saved. Each time the 1-Click Report is opened, HawkSoft will display the most recent client and policy data matching your report's filters.

Additionally, HawkSoft offers options to print your report or export your report as a CSV spreadsheet file:

  • Print report

    • To print your report, click the Print button on the report toolbar, and then configure your print options according to your printer's settings.

    • You can print the report in Landscape orientation to fit more horizontal column space on your report, if needed.

  • Export as spreadsheet file

    • To export your report as a spreadsheet file, click the Export CSV button on the report toolbar. This saves a copy of the report to your computer's local files as a CSV spreadsheet file, which can then be opened and edited using any spreadsheet application such as Microsoft Excel.

Create Batch Tasks using the Renewal Report

Tasks that remind agents of a policy's upcoming renewal or expiration help ensure clients are informed and prepared before their current term ends. This is especially important for policies that won't automatically renew or will be rewritten — agents need time to consult with the client and secure a new quote that matches their risks and needs before the current policy expires, to avoid a lapse in coverage.

Once you have a report of upcoming renewals, HawkSoft enables you to quickly create logs containing Tasks for each policy contained within the report all at once. These Tasks can be used as reminders to you and/or your agents to follow up with each client regarding their upcoming renewal.

Agency administrators can also add pre-configured templates for Tasks, as well as automate the creation of tasks when a policy changes status or a download is received using Default Tasks and Download Task Rules, respectively. For more information, see the Renewals - Configuration and Setup guide.

For more information on Batch Tasks and Batch Logs in general, click the video below to watch our Creating a Batch Log/Task training video:

  1. Select the Batch option from the report toolbar, then select Batch Log / Task / Client Tag.

  2. Select One Log per Policy.

    Selecting 'One Log per Client' is not recommended for renewal tasks. If 'One Log per Client' is selected, the task cannot be assigned to the Policy Agent 1, 2, or 3 of Record, and all tasks will need to have the exact same due date regardless of the policy's renewal/expiration date.

  3. Enter a short description for the log that will appear on each client/policy containing the task.

    For example, you could enter "Client has upcoming renewal between [date range of your report]".

  4. Click Add Task.

  5. (Optional:) If you have a Task Template for renewals, select it from the Use Template drop-down.

  6. Enter a Title for this task, and select a Category and Priority for this task.

  7. Assign Users to this task.

    You can assign this task to a specific user in the agency, and/or assign the task to a client/policy role such as Client CSR, Client Producer, or Policy Agent 1 of Record. If you assign the task to a client/policy role, the user who is assigned that role on the client or policy in HawkSoft will be assigned the task.

    1. Choose whether anyone in the agency can edit the task once assigned, or only task assignees can edit the task.

    2. If you have selected multiple assignees, choose whether to assign one copy of the task per assignee, or assign a single copy of the task to all assignees.

      Example: If you're assigning this task to user ABC and user XYZ, and choose "Assign one task per assignee", ABC and XYZ will receive their own individual copies of this same task, and both will need to complete the task independently of each other. However, if "Assign one task per assignee" is left unchecked, ABC and XYZ will share the task, and either one can close the task for both users.

  8. Provide instructions to the user regarding this task into the Task Instructions field, such as "Follow up with this client regarding their upcoming renewal."

  9. (Recommended:) Check Use Due Date Rule to set each task's Due Date relative to the policy's renewal/expiration date.

    If needed, you can leave Use Due Date Rule unchecked and assign the same Due Date to all tasks, however, keep in mind that this option will not factor in each policy's differing renewal dates, and the due date may be early for one policy but late for another policy unless the date range of your renewal report is very narrow.

    1. Enter a Number, and select a Unit of Time, Before or After, and the Event the due date should be based off of.

      Example: To make each task due 30 days before the policy's renewal/expiration date, enter a Number of 30, select Days as your unit of time, select Before, and select Policy Expiration Date as the event.

    2. (Optional:) Select a Due Time.

    3. Enter a fallback Due Date in case the Due Date Rule fails for a particular policy.

  10. Click Save on the Task dialog.

  11. (Optional:) Add any Activity Tags and/or Client Tags to this log note, as desired.

  12. Click Create Logs to begin creating logs and assigning tasks on each policy in your renewal report.

A confirmation dialog appears, and after a few minutes, a task will be created and assigned to your chosen user(s) for each policy on your renewal report.

Required Permissions:

In order to complete this task, user permissions must be set to include:



Batch Actions > Batch Log



See User Permissions for more information.

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