> ## Documentation Index
> Fetch the complete documentation index at: https://www.carstoragesoftware.com/docs/llms.txt
> Use this file to discover all available pages before exploring further.
# Track insurance and registration on a vehicle
> Record insurance policies, plate dates, registration, and lien holder details on a car so your team stays ahead of expirations.
## What you will accomplish
You will enter and update **insurance** and **registration** details on a car record so anyone on your team can answer customer and insurer questions from one screen.
Storage and service facilities often need this information for:
* Proof of coverage before accepting a vehicle
* Annual inspections or registration renewals
* Lien holder notifications when a financed car is stored or sold
**Expected outcome:** The car record shows insurance company, policy dates, plate/registration expirations, and lien holder contact info in **Vehicle Details**.
## When to use this guide
* A vehicle arrives for storage and the customer hands you an insurance card.
* Your insurer or lawyer asks for policy numbers or expiration dates.
* Registration or plate stickers are due soon and you want the date on the record.
* The car has a loan and you need the lien holder name on file.
**Why dates matter**
When expiration dates are on the record, your team can spot renewals during routine check-ins instead of discovering an expired policy during an emergency.
## Before you start
* Open the correct car from [Cars](https://www.carstoragesoftware.com/dashboard/cars).
* Have the customer’s insurance card, registration paperwork, or lien paperwork nearby (paper or photo on your phone).
* Know your facility’s rule: some teams require insurance on file before the first day of storage.
## Enter insurance details
Insurance fields live in the **Insurance** block inside **Vehicle Details**.
From [Cars](https://www.carstoragesoftware.com/dashboard/cars), click **View** on the vehicle.
**Expected result:** You see the year, make, and model banner at the top.
In **Vehicle Details** on the left, scroll until you see the heading **Insurance**.
**Expected result:** You see empty fields or existing values for company, policy number, holder name, and expiration.
Click **Insurance Company** and type the name from the insurance card (for example **Hagerty Collector Car Insurance** or **State Farm**).
Click away or press Tab to save. A brief “saved” indicator may appear on the field.
**Why this matters:** The company name is what staff search for when a customer says “It’s through Hagerty.”
Enter **Policy Number** exactly as printed on the card.
Enter **Policy Holder** as the name on the policy (often the customer, sometimes a spouse or business).
**Expected result:** Both values stay on the record after you click away from each field.
Click **Policy Expires** and choose the expiration date from the calendar picker.
Use the date on the insurance card—not today’s date.
**Expected result:** The formatted date appears in the field (your facility’s date format may show as MM/DD/YYYY or DD/MM/YYYY).
In the same **Insurance** section you may see **Declared Value**. This is the dollar amount your facility uses for insurance conversations.
Enter the value the customer declared, or the amount your team agreed to store. This is separate from marketplace asking price.
**Expected result:** Declared value saves on the record and may appear next to market data if your facility uses Classic.com charts. See [View and edit vehicle details](/docs/cars/view-and-edit-vehicle-details).
*The **Insurance** block stores policy details and declared value. Click any field to edit. Changes save when you leave the field.*
## Enter registration and lien holder details
Below **Insurance**, find the **Registration** block. Field labels may vary slightly by country (for example **Registration** vs **Rego**), but the idea is the same: track plate and registration expirations.
Continue down **Vehicle Details** to the **Registration** heading.
**Expected result:** You see date fields for plate and registration expirations, plus **Lien Holder** fields when the car is financed.
Enter the dates from the customer’s registration paperwork or plate stickers.
* **Plate Expires** — when the license plate tab or sticker expires.
* **Registration Expires** — when the vehicle registration itself expires (wording may match your region).
If your region uses a separate inspection date, fill in **Inspection Expires** when that field appears.
**Why this matters:** Front desk staff can remind VIP customers before a registration lapse affects storage insurance.
If a bank or finance company holds the title, scroll to **Lien Holder** inside the same block.
Fill in:
* **Lien Holder Name** (for example **Chase Auto Finance**)
* **Lien Holder Phone**
* **Lien Holder Address**
**Expected result:** Your team can contact the lender without digging through email when a stored car is sold or released.
***Registration** holds plate, registration, and inspection dates. Add **Lien Holder** details only when a lender is on the title.*
## Use insurance status on the Cars list
When expiration dates are filled in, the [Cars](https://www.carstoragesoftware.com/dashboard/cars) list can surface vehicles that need attention.
Go to [Cars](https://www.carstoragesoftware.com/dashboard/cars) and click **Filters & settings** near the search bar.
In the panel, find the row labeled **Insurance**. The buttons are:
* **All** — every car, no insurance filter
* **Active** — a policy expiration date is on file and it has not passed
* **Expired** — the policy expiration date is in the past
* **None** — no insurance expiration date is saved
Click **Expired** to find cars that need a renewal conversation today.
**Expected result:** The list updates right away. You do not click Apply.
Click **All** on the Insurance row, or click **Clear** next to **Filters & settings**.
**Expected result:** The full vehicle list returns.
For more list tips, see [Find and filter cars](/docs/cars/find-and-filter-cars).
*On the Cars list, open Filters & settings and set Insurance to Active, Expired, or None. The list updates as soon as you click.*
## Upload proof documents when you have files
Insurance cards and registration slips are often **uploads**, not signed contracts.
* On the car record, open **Add** → **Upload document** (requires a linked customer).
* Choose the document type your facility uses for insurance or registration scans.
* Ask the customer to upload through the portal when you use [Help customers upload documents in the portal](/docs/contracts/help-customers-upload-documents-in-the-portal).
Typed fields in this guide are for quick answers; uploaded PDFs and photos are the official files.
## Common mistakes to avoid
**Do not guess expiration dates**
If the customer cannot find their card, leave the date blank and add an internal note on the record. A wrong date is worse than a blank field because your team may assume coverage is valid.
**Update after every renewal**
When a customer renews insurance or registration, update the car record during the same phone call. Future you will thank present you.
## Troubleshooting
**I cannot edit insurance fields**
Your role may be view-only on car records. Ask a team admin to adjust permissions in [Settings > Team](https://www.carstoragesoftware.com/dashboard/settings/team), or ask a colleague with edit access to enter the details.
**Dates look wrong by one day**
Dates follow your facility time zone in [Settings > General](https://www.carstoragesoftware.com/dashboard/settings/general). If a date seems off by one day, confirm the facility time zone with an admin.
## What to do next
* Keep battery and mileage current with [Record battery care and vehicle readings](/docs/cars/record-battery-care-and-vehicle-readings).
* Keep vehicle specs current with [View and edit vehicle details](/docs/cars/view-and-edit-vehicle-details).
* Store scanned cards with [Upload a document for a customer](/docs/contracts/upload-a-document-for-a-customer).
* Return to the [Cars overview](/docs/cars/overview).
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