Initiating Franchisee Insurance Compliance
This process is critical to ensuring Rikor receives the correct data to initiate the franchisee insurance compliance process. Franchisors partner with Rikor because we try to simplify the process of collecting existing data. To make it simple for you, we can import your franchisee roster from FranConnect.
Technology Integration
The franchise management system we import from today:
Rikor will handle everything on our end for no additional cost. If you are using a different FMS please let us know. We cannot guarantee an integration as we build based on demand. See What integrations are available?
Many franchisors are not using an FMS, for those of you who are not we have a simple csv file upload process that we walk you through. The only thing we require is an export of the relevant data we need to start engaging with your franchisees.
Launching Insurance Monitoring with Existing Franchisees
Existing franchisees are being asked for something new. They act on it when they hear it from the brand, more than once, through more than one channel, and from someone they know. Brands that run the sequence below get every location's insurance on file in weeks.
The launch sequence
- Introduction emails. Four emails over ten days: two from the brand, then two from Rikor. The templates are below. The brand's emails come first so owners know this is the brand's program.
- Rikor monitoring turns on. About three days after Email 4, owners receive their first request to upload their insurance documents. Reminders keep running through the rest of the launch.
- Cover it at a mandatory all-owners meeting. While the emails and requests are going out, address the program at a meeting every owner attends. Explain why the brand is doing it, show the request they will receive and state the deadline.
- Set a deadline. Give owners a date by which every location must have its documents uploaded.
- Call every owner one-on-one. A brand leader who owns the franchisee relationship (brand president, field business coach or similar) calls each owner to make sure they understand and will upload. Do this for every owner, not only the ones who are behind. This is the step that gets owners to act on something brand new. Use the Not Verified list in the RMS to see who is left.
Result: AdvantaClean
AdvantaClean, a Homefront Brands company, ran this sequence with Rikor. In six weeks the brand went from no visibility into franchisee insurance to 100% of locations with insurance on file and an 80% average compliance score against its requirements.
Introduction email templates
Use these emails to tell franchisees about the partnership and set clear expectations. Words in square brackets are filled in with your details.
Email 1, day 1 - from the franchisor
Subject: Why we partnered with Rikor
Hi [First name],
We’re excited to introduce Rikor, our new insurance partner for [Brand]. You’ve put a lot into your business, and we want you to have a team that understands what you’re building.
As [Brand] grows, keeping track of every location’s insurance takes a dedicated team. Rikor gives us that support.
Rikor works with franchise owners every day. We’re glad to bring you a team you can turn to with insurance questions or when you want to explore your options.
They’ll check documents against [Brand]’s insurance requirements, track renewal dates, and help with questions. There’s no added technology or monitoring fee for you.
Does this mean you have to change insurance agents? No. You’ll need to submit the requested documents, but choosing Rikor for your insurance is up to you.
We’ll introduce their team next, so you know who you’ll hear from and what happens next. If you’d like to learn more about Rikor before they reach out, take a look at their website.
[Franchisor name]
[Title], [Brand]
Questions? Read the brand partnership FAQ.
Email 2, day 4 - from the franchisor
Subject: You’ll hear from Rikor next
Hi [First name],
We’re looking forward to connecting you with the Rikor Insurance team. You’ll hear from them in a few days.
They’ll introduce themselves and explain the process. After that, you’ll receive a request showing exactly which insurance documents to send.
Rikor is handling this on [Brand]’s behalf. When the request arrives, you can upload the listed documents or ask your insurance agent to help.
If you’d like to learn more about Rikor before they reach out, take a look at their website.
[Franchisor name]
[Title], [Brand]
Questions? Read the brand partnership FAQ.
Email 3, day 7 - from Rikor
Subject: Hi from Rikor Insurance
Preview: We have [Brand]’s requirements. Here’s what happens next.
Hi [First name],
We’re glad to be working with [Brand] and look forward to getting to know you. Our goal is simple: make insurance one less thing you have to figure out on your own.
We already have [Brand]’s insurance requirements. You won’t need to figure out what to send—the request will show you.
We’ll check your documents against those requirements, track renewal dates, and explain anything that needs attention.
That document check is separate from a review of what your policy covers. If you’ve wondered what your policy actually covers, struggled to get an answer, or felt like you’re managing insurance on your own, let us take a look.
You can also visit our website to learn more about how we help franchise owners.
Next, we’ll show you how the document request works.
The Rikor Insurance Team
Questions? Just reply to this email. Or read the brand partnership FAQ.
Email 4, day 10 - from Rikor
Subject: Your insurance request is coming
Preview: What to send, how to send it, and what happens afterward.
Hi [First name],
We’re glad to help you get started. In three days, you’ll receive your first request for the insurance documents [Brand] requires.
Here’s what to expect:
- Open the request to see which documents to send.
- Upload them, or forward the request to your insurance agent for help.
- We’ll review your documents and confirm whether they meet [Brand]’s requirements or explain what’s still needed.
After that, we’ll track renewal dates and remind you when updated documents are needed.
Submitting documents is not a quote request and does not change your insurance.
If you get stuck, just reply. We’re here to help you through it.
The Rikor Insurance Team
Questions? Just reply to this email. Or read the brand partnership FAQ.
What happens after the emails
Initial Request
All franchisees will start to receive branded emails directly from Rikor with a request to upload a current version of their COI. From the email, they will be taken directly to a unique landing page specific to them where they are asked to upload their COI.
What they'll see:
- Their entity name
- Their location address (could be mailing, billing, or physical)
-
Drag and Drop Upload Area
- This is where they'll upload their COI with relevant franchisor information on it
- Their brand's insurance requirements
- Each coverage, the minimum limits and the endorsements
- The Certificate Holder, exactly as it must appear
- Their results, after Rikor reviews the certificate
- A Coverage Review Summary that names each item that needs attention
Not-Verified Request
If a franchisee fails to provide proof of insurance for all required coverages they will be asked to upload another certificate of insurance. The email or the upload page will specifically tell them what is missing.
Renewal Request
Before a required policy expires, our system will reach out again to ask for updated required policy information. You can find these franchisees in the RMS.
Expired Policy Request
If their required policy expires our system will reach out to collect the updated information. These franchisees show a Policy Status of “Lapsed” and appear in the Franchisees list when you filter by Lapsed.
How this protects your brand
Monitoring shows you where a franchisee's insurance falls short. The way to close those gaps for good is to have franchisees insured right from the start. Franchisees insured through Rikor get coverage built to your brand's requirements by a dedicated Rikor consultant, and with monitoring on they're 93.3% compliant, against 48% for franchisees insured elsewhere. Make sure your brand's Rikor link is in your franchisee onboarding: Add Rikor to your franchisee onboarding.