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Risk Survey Scheduling and Follow-up

Example prompt: "When an insurer asks for a risk survey on a client site, book the surveyor, confirm with the client, chase the report when it's due, send it on to the underwriter when it lands, and chase the client on any survey recommendations against the agreed completion dates."

The Problem

A property or fleet renewal goes to market and the underwriter comes back with "subject to a satisfactory fire risk assessment within 60 days" or "subject to engineering inspection of the boiler plant before renewal". The broker books the surveyor, the surveyor turns up, the report goes back to the broker, and then nothing happens for three weeks because nobody noticed it had landed. By the time the underwriter chases for the report the survey is half-stale, by the time the recommendations get back to the client the renewal is on top of us, and by the time the recommendations are actioned the underwriter has loaded the premium because the broker could not evidence completion. Every step of the chain is small. The chain falls apart at the gaps between steps.

How GloriaMundo Solves It

We build a workflow that fires when an account handler marks a row on the Surveys sheet as 'Required' or when an underwriter's subjectivity email asks for a survey. An LLM step reads the survey type and the deadline from the underwriter's email or the sheet row. An integration step composes the booking request to the broker's nominated surveyor (or to the insurer's panel surveyor) and saves it as a Gmail draft, and the same step composes the client-confirmation note explaining when the surveyor will attend and what they will need access to. A scheduled step runs every weekday, finds rows in 'Survey booked' status with a survey_date in the past and no report logged, and chases the surveyor; finds rows in 'Report received' status, sends the report on to the underwriter as a Gmail draft and logs the recommendations; and finds rows in 'Recommendations open' status, bands each recommendation by days_to_agreed_completion_date and chases the client. Every chase is logged with a (survey_id, stage, band) idempotency key. Glass Box preview shows every draft and every alert before any of them reach the client, the surveyor, or the underwriter.

Example Workflow Steps

  1. Trigger (integration): An account handler marks a Surveys Tracker row as 'Required', OR an underwriter email lands with a 'subject to survey' subjectivity, OR a scheduled weekday step at 9am picks up follow-up work.
  2. Step 1 (llm): For the 'Required' path, extract the survey type (fire risk assessment, engineering inspection, security audit, electrical inspection, contractor inspection), the underwriter's deadline, and the site address from the source email or sheet row.
  3. Step 2 (integration + llm): For new requirements, compose the booking request to the nominated surveyor naming the client, the site, the survey type, and the underwriter's deadline. Save as a Gmail draft. Compose the client-confirmation note explaining the visit and access requirements, and save as a second Gmail draft.
  4. Step 3 (integration): Write a Surveys Tracker row with status 'Booking requested', survey_id 'SRV-[YYYY]-[6-digit sequence]', underwriter_deadline, surveyor_email, and the link to the booking-request draft.
  5. Step 4 (scheduled, weekday): Every weekday at 9am, read the Surveys Tracker filtered to status 'Survey booked', 'Report received', or 'Recommendations open'.
  6. Step 5 (conditional + code, gate): For rows in 'Survey booked' status with survey_date more than 5 working days in the past and no report_received_date, dedupe on (survey_id, 'surveyor-chase', week_number) and draft a chase email to the surveyor. For rows newly in 'Report received' status without report_sent_to_underwriter, compose a covering note and save the report as a Gmail draft to the underwriter. For rows in 'Recommendations open' status, band each open recommendation by days_to_agreed_completion_date into 14, 7, 0, and overdue bands; dedupe on (recommendation_id, band) before drafting any client chase.
  7. Step 6 (llm + integration): Compose the appropriate draft for the row's stage — surveyor chase, underwriter cover note, or client recommendation chase — and save as a Gmail draft. Persist gmail_draft_link to the Tracker row.
  8. Step 7 (conditional + integration): For recommendations in the overdue band whose underwriter_deadline is also inside 14 days, post a red alert in #renewals on Slack tagging the account handler, naming the client, the recommendation, and the deadline. Persist slack_alert_ts to the Tracker row.
  9. Step 8 (integration): Post the daily surveys digest in #renewals on Slack — counts by stage, the overdue-and-deadline-near recommendations called out by name, and the new bookings made today.

Integrations Used

  • Gmail — the surveyor booking requests, the client confirmation and chase notes, the underwriter cover notes when reports go back
  • Google Sheets — the Surveys Tracker and the per-recommendation register
  • Google Drive — the per-survey folder where booking confirmations, the report itself, and the recommendation evidence are filed
  • Google Calendar — the surveyor visit dates the workflow reads against (optional, if the broker maintains a surveys calendar)
  • Slack — the daily surveys digest and the overdue-recommendation red alerts

Who This Is For

Commercial brokers placing property, fleet, and contractor risks where the underwriter routinely makes the cover subject to a survey or inspection, and where the broker is responsible for booking the surveyor, sending the report to the underwriter when it comes back, and chasing the client to action the recommendations against the agreed completion dates. Also useful for in-house risk managers running an internal survey programme who need the same chase rhythm against a panel of surveyors.

Time & Cost Saved

A property and fleet broker placing 80 to 150 surveys a year typically loses three to five hours a week to scheduling surveyors, chasing reports, sending them on to underwriters, and chasing recommendations. The cases that go wrong cost much more — a renewal loaded by the underwriter because the broker could not evidence the fire-door recommendations were closed, or a cancellation because the engineering inspection report never came back to the broker at all. This workflow puts a single morning Slack message and a queue of pre-drafted chases in front of the account handler, and the survey-stage cycle that previously slipped at every gap holds together end to end.