COI Setup

COI setup establishes the insurance requirements and workflows that tenants and vendors must follow. Proper setup ensures accurate compliance tracking, meaningful reporting, and support for downstream actions such as coverage waiver.

Recommended setup order:

1. COI General Setup
2. Create policy types
3. Create coverage categories
4. Configure COI emails and notifications 
5. Set Coverage Requirements for a Tenant or Vendor
6. Add New Coverage Set
7. Assign Coverage Categories to Tenants and Vendors

COI General Setup

The general setup section for COIs is where you can enter the expected certificate holder and additional insured entities for this property. This will be used to verify that uploaded COI documents list the correct certificate holder.

• Navigate to the COI module and then under COI Setup, select General Setup.
• Add certificate holder information. 

• Add additional insured entities. This will be used to verify that uploaded COI documents match the correct additional insured entities. You can add additional insured entities by selecting Add Entity. 

• Click Save.
   

Create Policy Types

Policy Types define the types of insurance coverage you require (for example, General Liability or Workers' Compensation).

1. Navigate to COI Module → COI Setup -> Policy Types
2. Click + Add Policy Type
3. Enter a name for the policy type
4. Add custom question types (if applicable). Custom questions allow you to collect additional details when a COI is submitted or updated.
   • Click Add Custom Field
     • Field Prompt – Question shown to users
     • Field Type – Select from available field types
     • Field Label – Used in tables and reports
     • Mark as Required – Optional
   • Repeat for each question.
5. Click Save

Policy Types become selectable when creating coverage requirements and reviewing submitted COIs.

Create Coverage Categories

Coverage Categories define which policy types are required for a specific vendor category.

Steps:

1. Navigate to COI Module → COI Setup -> Coverage Categories 
2. Click + Add Coverage Category
3. Enter a category name
4. Add a description (optional)
5. Select the required policy types and add the minimum listed amount
6. Click Save

If a required policy type is missing, create it first under Policy Types.

Set Coverage Requirements for a Tenant or Vendor

After creating your coverage categories, assign coverage requirements to each tenant or vendor so the platform can evaluate their COI and track compliance. You can either apply a predefined coverage category or set custom requirements specific to that tenant or vendor.

1. Navigate to COI Management and open either Tenant COIs or Vendor COIs.
2. Click the name of the tenant or vendor to open their COI detail page.
3. Click Set Coverage Requirements in the upper right corner.
4. Select one of the following options:
   • Use Coverage Category: Applies a predefined coverage category and its associated requirements to this tenant or vendor.
   • Set Custom Requirements: Define coverage requirements specific to this tenant or vendor by selecting the applicable policy types and entering required amounts. When custom requirements are set, the system will use these instead of any coverage category for compliance checks.
5. Click Save.

Note: If no coverage requirements are set, the tenant or vendor will appear as non-compliant and waiver actions will not be available.

Bulk Editing Coverage Requirements

To update coverage requirements for multiple tenants or vendors at once, select the checkboxes next to the tenants or vendors you want to update, then use the Bulk Actions menu to edit coverage requirements.

Note: When saving a bulk edit, the new selection will overwrite any existing custom coverage requirements for all selected tenants or vendors. This action is available to Building Admins and Building Managers.

Add New Coverage Set

Add a new coverage set when uploading or updating a tenant's Certificate of Insurance (COI). A coverage set captures the insurance document itself along with the details Cove uses to verify it against your building's requirements.

1. Go to the COI record. From the left navigation, select COI Management > Tenant/Vendor COIs, open the tenant/Vendor, and choose Add New Coverage Set.
2. Upload the certificate. Under Document Upload, select Upload Attachment and choose the COI file from the vendor or tenant. Attachments must be 35 MB or smaller.
3. Verify the certificate holder. Compare the certificate holder listed on the uploaded document to the Required Certificate Holder shown on the page. Use the Do All Policies Match Certificate Holder? dropdown to record whether they match.
4. Verify additional insured entities. Compare any additional insured entities on the document to the Configured Additional Insured Entities shown on the page. Use the Do Additional Insured Entities Match? dropdown to record whether they match.
5. Select the policies that apply. Under Check which policies apply, check the box for every policy type included on the certificate (for example, General Commercial Liability, Workers Compensation, Automobile Liability). Only select the policy types actually present on the uploaded document.
   Save the coverage set. 
6. Select Save to add the coverage set to the tenant's COI record, or Cancel to discard your changes.

Tips

• If a certificate holder or additional insured entity doesn't match your building's requirements, mark it as a mismatch rather than skipping the field — this keeps the tenant's compliance status accurate and flags the record for follow-up.
• If a needed policy type isn't in the checklist, it may need to be added first under COI Setup before it can be selected here.

Assign COI Owners to a Tenant or Vendor

COI Owners are the property team members responsible for managing COIs for a specific tenant or vendor. Once assigned, they will receive COI expiration notifications in addition to any existing site-level notification recipients. Assigning COI Owners does not change or remove existing site-level notification coverage.

1. Navigate to the Directory module and open either the Tenant or Vendor page. 
2. Click the name of the tenant or vendor to open their profile. 
3. Scroll down to the COI Settings section. 
4. Under COI Owners (Optional), search for and select one or more Building Managers or Building Admins. 
5. Click Save.