💡: Managing vendor insurance shouldn't feel like a full-time job. Aclaimant’s Vendor COI (Certificate of Insurance) Tracking module centralizes your compliance data, replaces messy spreadsheets, and automates the "watchdog" work for you.
What is Vendor COI Tracking?
This module allows you to track six major insurance lines—Workers' Comp, General Liability, Property, Auto, Cyber, and E&O—in one auditable dashboard. It automatically calculates compliance based on the requirements you set, flagging expired or underinsured vendors before they become a liability.
Key Features
Centralized Profiles: Store vendor names, addresses, and contact details in one place.
Custom Requirements: Set specific insurance limits for each vendor based on your contracts.
Smart Document Management: Upload COIs and track carrier info, policy limits, and expiration dates per line.
Automated Compliance: The system flags non-compliant or expired policies so you don’t have to hunt for them.
Audit-Ready Dashboard: A bird’s-eye view of your entire vendor pool with easy export options.
How it Works:
1. Create the Vendor Profile
Enter the vendor’s basic information. This creates a permanent home for all their insurance documentation and compliance history.
2. Set Insurance Requirements
Upload the governing contract or agreement. You’ll then toggle which of the six coverage lines are required and enter the minimum limits the vendor must maintain.
3. Upload & Verify the COI
Upload the actual Certificate of Insurance. Input the policy dates and limits from the document. Aclaimant will instantly compare these against your requirements and update the vendor’s status to Compliant or Non-Compliant.
Why Use It?
No More Spreadsheets: Say goodbye to "Version 2_Final_Updated" Excel files.
Proactive Alerts: Catch underinsured vendors before they set foot on a job site.
Audit Confidence: Pull a full compliance history in seconds to prove you've done your due diligence.
Saved Time: Turn hours of manual review into minutes of automated oversight.
Prerequisites for Setup
To get started with this module, ensure you have the following ready:
Module Activation: Confirm with your Aclaimant Customer Experience Manager that the Vendor COI module is enabled.
Governing Documents: Have your vendor contracts ready (to determine required limits).
Vendor List: A clean list of vendor names and contact info for initial setup.
Assigned Admin: Designate a team member (Risk Manager or Admin) to manage COI entries.
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