Once COI setup is complete, property teams use the COI module to manage tenant and vendor insurance, monitor compliance, apply coverage waivers when needed, and ensure timely renewals through automated notifications.
- Manage Tenant and Vendor COIs
- Tenant and Vendor COI detail pages
- Waive a COI Coverage Requirement
- COI Compliance Metrics
- COI Emails and Notifications
Manage Tenant and Vendor COIs
Tenant and Vendor COIs are managed from their respective pages within the COI module at both the site and network level. These pages allow users to review submitted documentation and quickly identify compliance issues.
From the Tenant COI or Vendor COI pages, users can:
- View submitted COIs and coverage items
- Upload COI documents and manage document history
- Update coverage expiration dates
- Identify missing, expired, or non-compliant coverage
- Waive individual coverage requirements, when the user has the appropriate waiver permission
- Add an optional note when waiving coverage, and remove a waiver later if needed
- Remove a waiver later, if needed, by updating the same coverage item and saving the form again
- COI compliance status is evaluated at the tenant or vendor level, providing a clear and consistent view regardless of how many coverage items are attached. If a coverage requirement is waived, the waived policy is treated as compliant, and waived status is reflected in the COI experience and reporting.
COI compliance status is evaluated at the tenant or vendor level, providing a clear and consistent view regardless of how many coverage items are attached.
Tenant and Vendor COI detail pages
Opening a tenant or vendor record from the Tenant COI or Vendor COI page displays their COI detail page. This page is organized into four tabs: Coverage, Past Coverage, All Documents, and Coverage Requirements.
Coverage tab
The Coverage tab shows the tenant or vendor's current active coverage set, including all associated policy types, per occurrence and aggregate amounts, status, and compliance. From this tab, two actions are available:
- Edit Current Coverage – Opens the existing coverage set for editing without creating a new version.
- New Coverage Set – Creates a new coverage version. The previous coverage set is preserved and accessible from the Past Coverage tab.
Past Coverage tab
The Past Coverage tab displays a table of all previous coverage sets for the tenant or vendor, including effective and expiry dates for each. To view the details of a past coverage set, click the row to open a read-only drawer.
The past coverage drawer shows:
- Policy breakdown with compliance status per policy
- Effective and expiry dates
- Certificate holder match status
- Documents attached to that coverage set
Because past coverage sets are always superseded, all dates in the drawer display in red.
All Documents tab
The All Documents tab provides a centralized view of all documents uploaded for the tenant or vendor, regardless of which coverage set they are associated with. Documents can be uploaded here independently of any coverage set.
When uploading a document from the All Documents tab, a dropdown allows you to associate the document with an existing coverage set or select none to upload it without a coverage set association.
Note: Documents uploaded from the All Documents tab are not automatically added to the current coverage set. To add a document to the current coverage set, upload it from within Edit Current Coverage.
Coverage Requirements tab
The Coverage Requirements tab displays the coverage requirements currently assigned to the tenant or vendor. Requirements can be set or updated from this tab. For setup instructions, see COI Setup.
Waive a COI Coverage Requirement
To waive a COI coverage item, the Building Admin or Building Manager profile must have Can Waive COI Coverage Item? checked. This permission must be enabled before the waiver option will appear.
If a tenant's or vendor's COI does not meet a required coverage item, users with the appropriate waiver permission can waive that specific coverage item from the manual COI management form. Waivers are applied at the individual coverage item level, not to the entire tenant or vendor.
- Navigate to the Tenant COI or Vendor COI page.
- Open the tenant or vendor record you want to review.
- Check the box next to the specific coverage item
- Click Waive Compliance
- Enter a note, if needed.
- Save the form to apply the waiver.
To remove the waiver later, edit the same coverage item, remove the waiver, and save the form again.
COI Compliance Metrics
Tenant and Vendor COI dashboards include summary metric tiles at the top of the page, giving property teams instant visibility into overall compliance across a site or network. Within the Tenant COI or Vendor COI pages, five metric tiles appear at the top of the dashboard and reflect the current compliance status of tenants or vendors.
Metrics are calculated using the following rules:
- Metrics are calculated at the tenant or vendor level, not by individual coverage items
- Each tenant or vendor is counted once per metric tile, regardless of coverage quantity
- Percentages are calculated using the total number of tenants or vendors with COIs as the baseline
- Waived coverage is reflected in reporting and metrics
- Compliant & Active: Vendors or tenants whose COIs meet all required coverage criteria and are currently active, with no missing or expired coverage items.
- Example: If a site has 66 vendors with COIs and 56 meet all coverage requirements with no expired items, this tile displays 56 vendors and 85% (56/66).
- Non-Compliant and Active: Vendors or tenants that have an active COI on file but are missing one or more required coverage items.
- Example: If 0 of the 66 vendors with COIs are missing required coverage while still considered active, this tile displays 0 vendors and 0% (0/66).
- Expired: Vendors or tenants whose COIs include one or more coverage items that are past their expiration date.
- Example: If 9 of the 66 vendors with COIs have one or more expired coverage items, this tile displays 9 vendors and 14% (9/66).
- Expiring Next 60 Days: Vendors or tenants with COIs that are set to expire within the next 60 days.
- Example: If 10 of the 66 vendors or tenants with COIs have coverage expiring within 60 days, this tile displays 10 vendors and 15% (10/66).
- Vendors with COIs: Vendors or tenants that have at least one submitted COI on file. Each vendor or tenant is counted once, regardless of the number of coverage items associated with their COI.
- Example: If a site has 100 total vendors and 66 have at least one submitted COI, this tile displays 66 vendors and 66% (66/100).
- Vendors Missing Coverage: Vendors or tenants that do not have any COI coverage on file.
- Example: If a site has 100 total vendors and 34 do not have COI coverage on file, this tile displays 34 vendors and 34% (34/100).
- If at least one policy is waived, the tenant or vendor can display as Waived in the main COI table.
COI Emails and Notifications
The COI module includes automated expiration reminders and configurable notifications to help ensure COIs are renewed on time and submitted correctly.
Automated COI Expiration Emails
Once a COI expiration date is added, vendors automatically receive reminder emails:
- 30 days prior to expiration
- 15 days prior to expiration
Default email content:
Hi [vendor_name],
Your certificate of insurance with [site_name] is set to expire in [# days]. Please update your Certificate of Insurance at your earliest convenience with the building team.
Customize COI Email Messaging
Property teams can add custom instructions that are appended to the automated expiration emails.
- Navigate to COI Setup
- Select the Emails and Notifications tab
- Enter directions for how and where updated COIs should be submitted.
- Optional: Add additional COI expiration emails, separated by a comma. When COI expiration emails are sent out to vendors, these emails will also receive the notification along with the applicable vendors. Separate each with a comma.
Click Save
To route expiration notifications to specific team members for individual tenants or vendors, see Assign COI Owners to a Tenant or Vendor in the COI Setup article.