How to Track Vendor and Tenant COIs Across a Property Portfolio
A portfolio needs more than a folder of PDFs. Keep a record linking the insured business, hiring or landlord entity, property, agreement, required documents and policy periods. Vendor services and tenant lease obligations should have distinct review paths even when one person collects both.
Establish the record structure
Give each vendor or tenant a stable identifier. Record legal names rather than building nicknames, and identify every property and agreement to which the evidence applies. One contractor can serve three buildings with different owners; one tenant can occupy several suites under different leases.
Build a requirements register before importing records. List the source agreement, reviewer, required coverage types and endorsement conditions. A convenient portfolio-wide baseline should not erase stronger requirements in a particular contract.
Track policies and decisions separately
Use one row per policy in the COI tracking spreadsheet. Keep effective and expiration dates separate for GL, auto, workers comp and specialty coverage. Store the relevant source document and supporting endorsements with the review decision.
Classify open items precisely: missing initial evidence, renewal requested, limit shortfall, identity question or endorsement review pending. A missing attachment is different from carrier-confirmed lack of coverage. Assign an owner and follow-up date to each unresolved item.
A hypothetical portfolio handoff
A management company takes over two properties using the same elevator vendor. The certificate lists one owner, while the second agreement names another entity and requires different evidence. The new manager keeps the shared vendor contact but reviews both agreements instead of marking both properties approved from the single certificate.
Where Certy fits
Certy collects vendor certificates through private upload links, extracts fields for human review, checks a shared requirements set and supports policy renewal follow-up. It currently has one requirements set per account. It does not provide a property hierarchy, lease-specific rules engine or consolidated multi-account portfolio report. Keep those distinctions in your property management process, or choose a system that supports them when they are essential.
Make the monthly review actionable
Reconcile active vendors and tenants against the actual contract list. Review missing records, approaching renewals and approved exceptions. Use the property vendor checklist and tenant checklist to preserve the different duties. State the reporting date and population before calculating any compliance percentage.
Frequently asked questions
Should vendors and tenants share one insurance checklist?
They can share contact and date-tracking conventions, but vendor contracts and tenant leases can require different coverage and insured parties. Review each agreement separately.
Can Certy apply different requirements to every property?
Certy currently uses one account requirements set. Keep property-specific requirements and decisions in a separate process when the shared baseline is insufficient.