COIRoster

AUTOMATIC COI RENEWAL REMINDERS

Start the renewal conversation before a COI expires.

COIRoster monitors recorded expiration dates and sends contractor contacts a consistent sequence of reminder emails, helping your team replace last-minute chasing with an organized process.

90 days before expiration

Begin early enough for the contractor to contact their broker, confirm requirements, and prepare updated evidence.

30 days before expiration

Keep the renewal visible when no replacement document has been received and approved.

7 days before expiration

Escalate attention as the recorded certificate approaches its expiration date.

After expiration

Continue follow-up when current evidence is still missing, while keeping the final decision with the compliance team.

FOLLOW-UP WITHOUT DUPLICATION

Every milestone is recorded.

The reminder history shows what was sent and when. Duplicate protection prevents the same scheduled milestone from being sent repeatedly, and a secure upload link gives the contractor a direct way to submit replacement evidence.

A reminder does not confirm coverage

An expiration date on a certificate should trigger review and updated evidence. It does not by itself prove that an underlying policy ended. COIRoster organizes follow-up; your team remains responsible for verification and compliance decisions.

COMMON QUESTIONS

How the reminder workflow behaves.

When do automatic COI reminders begin?

The sequence begins 90 days before the recorded expiration, then follows up at 30 and 7 days when acceptable replacement evidence is still missing.

Can contractors submit a replacement without an account?

Yes. The reminder can direct the contractor to a secure upload link so updated evidence reaches the correct workflow.

Does uploading a new COI make the contractor compliant?

No. The new evidence remains subject to human review and must be compared with the applicable project requirements.

See how automatic COI follow-up fits your process.

Request a demo