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 Requirements (Certificate Holder, Additional Insured, and Custom Fields)
2. Create Policy Types (and policy-specific custom questions)
3. Create Coverage Categories
4. COI Notifications
5. Set Coverage Requirements for a Tenant or Vendor
6. Assign COI Owners to a Tenant or Vendor
7. Add New Coverage Set

COI General Requirements

The general requirements 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 Requirements.
• 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. 

Custom Fields

Custom Fields let property teams track requirements that apply to the COI as a whole, rather than to a single policy type. Requirements such as 30-Day Cancellation, Waiver of Subrogation, and AM Best Rating can be configured once at the COI level instead of being managed against an individual policy.

Certificate Holder, Additional Insured entities, and Custom Fields are all managed together under General Requirements, and can be added, reordered, and removed in a single list.

To add a custom field:

1. Navigate to the COI module and then under COI Setup, select General Requirements.
2. Scroll to the Custom Fields section and click + Add Custom Field.
3. Complete the field details:
   • Field Prompt – the requirement the reviewer sees during COI intake
   • Field Type – the kind of answer the reviewer gives (for example, Text: Short or Yes/No)
   • Field Label – the short name used on tables and reports
   • Mark As Required – optional
4. Use Move Up and Move Down to set the order the fields appear in, or Remove to delete a field.
5. Click Save.

Notes

• Configured requirements appear in the same order during both AI-assisted review and manual COI entry.
• Custom Fields automatically become filterable, displayable columns on the primary COI table. No additional reporting setup is required.
• Custom Fields configured here apply to every COI at the property. To collect details that apply only to a specific type of insurance, add custom questions to that policy type instead. See Create Policy Types.

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.

COI Notifications

The COI module sends automated expiration reminders and supports configurable notification recipients. Configure this during setup so reminders go out correctly once expiration dates are in place.

Once a COI expiration date is added, reminder emails are sent automatically 30 days and 15 days prior to expiration.

For full detail on expiration behavior, metrics, and ongoing COI management, see Managing COIs, Metrics, and Notifications.

To customize the messaging and recipients:

1. Navigate to the COI module and then under COI Setup, select the Emails and Notifications tab.
2. Enter directions for how and where updated COIs should be submitted. This text is appended to the automated expiration emails.
3. Optional: Add additional COI expiration email recipients, separated by a comma. These addresses receive the expiration notification along with the applicable vendors.
4. Click Save.

Note: To route expiration notifications to specific team members for an individual tenant or vendor, see Assign COI Owners to a Tenant or Vendor below.

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.

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.

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, under COI Management, select Tenant COIs or Vendor COIs, open the tenant or 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 the result: Match, Partial, or No Match. The top-level selection determines compliance.
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.
6. Save the coverage set. 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.