Maintain a vendor directory
Keep contractor companies, trades, contacts, assignments, and evidence in one workspace used by the property operations team.
FOR PROPERTY OPERATIONS
Track vendor COIs across properties without rebuilding the process each time.
COIRoster helps property management teams organize contractor records, location or project requirements, submitted insurance evidence, expiration activity, and human review decisions.
It is a repeatable process for collecting insurance evidence from vendors, checking it against the requirements for their work, and requesting updated documents before the evidence expires.
Represent each work context
Use projects to organize insurance requirements for a property, renovation, service agreement, or other defined scope of work.
Collect evidence directly
Send a secure upload link so the vendor can provide current evidence without joining the internal workspace.
Review COIs and endorsements
Compare summarized policy information and supporting documents with the requirements that apply to the vendor's work.
Start renewals early
Use scheduled reminders at 90, 30, and 7 days to reduce last-minute outreach when a vendor record approaches expiration.
Keep decisions accountable
Separate viewer, compliance, administrative, and owner permissions while preserving who approved or rejected each submission.
COMMON QUESTIONS
Managing vendor COIs across properties.
Can requirements differ between properties or projects?
Yes. Contract terms, entities, work types, and insurance requirements can differ. Keep the evidence connected to the context in which it is being reviewed.
What happens when a vendor's COI expires?
The expired record should trigger updated evidence and human review. It does not automatically prove that the underlying policy ended.
Do vendors need a COIRoster account?
No. Vendors can submit requested evidence through a secure upload link while internal review remains in the workspace.
Contractor COI expiration guide
Understand what expiration means and how to respond.
Automatic renewal reminders
See how early follow-up keeps replacement evidence moving.