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Track vendor insurance certificates

Plan: Free and Venue Who: Event coordinators request, approve and add. Managers set the rules and remove certificates. Staff can view. Checked against the app on

The short answer

In Settings, Vendors, set the least cover you accept, open a vendor and press Request a certificate. The vendor uploads one from an emailed link. You check it and press Approve. Only approved certificates count, and reminders go out before they end.

Set your rules and request a certificate

  1. Open Settings, then Vendors under Event setup. Add your vendors there first.
  2. Press Change by the cover line. Set Least cover you accept, tick The certificate must name my venue as additional insured if you need it, and press Save rules. The default is 1,000,000 and additional insured is not required.
  3. Open a vendor, find Insurance and press Request a certificate. Add a note if you like. Press Send request if the vendor has an email, or Make a link to send it yourself.
  4. The vendor opens the link, uploads the file, and types the insurer, policy number, amount, type of cover, start and end dates. They need no account.
  5. You are notified. Check the certificate against its file, then press Approve. Or press Not accepted. You can also press Add a certificate and enter one yourself, which counts straight away.

What counts as covered

Only an approved certificate counts, through its end date. For an event, the test is the event’s last day: an approved certificate that runs through it and meets your minimum covers the vendor. Chips read Covered until a date, Ends in n days, Cover is below your rules, Waiting for your check, Expired, Not accepted or No certificate. On an event, open More, then Vendors, to see Vendor insurance with who is covered on the day.

Reminders

A check runs every six hours. The vendor is emailed 30 days, then 7 days before the certificate ends, and once after it has ended within 14 days, each with a fresh upload link. You get one email and a notification per run listing vendors that need attention.

What it does not do

  • The vendor types the details. Nothing is read from the file, so check them against it before you approve.
  • The type of cover is not checked. Any approved certificate over your minimum counts, even workers’ compensation, though the request asks for general liability.
  • Rules are per venue. There are no rules per event or per vendor.
  • The vendor is not told when you approve or reject, and there is no field for a reason.
  • The upload link works for 30 days and can be used again until it expires.
  • Files are PDF, PNG, JPG or WebP up to 4 MB. Word files are refused.
  • Nothing stops you booking an event with an uncovered vendor.
  • A vendor with no email gets no reminders.
  • Only managers can remove a certificate, though the button shows to everyone.

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