COI Tracking for Apartment Communities
Apartment maintenance creates a steady stream of short jobs and recurring services: painting a vacant unit, repairing plumbing, treating pests and maintaining shared areas. Certy helps the person managing vendor insurance collect certificates in one vendor list and follow policy renewals. It reads certificate fields for review against a shared account baseline. Work orders, resident access and building assignments stay in your property system.
A familiar handoff
For example, a flooring vendor is scheduled for several unit turns after a quiet winter. Its old certificate is still in a shared folder, but the liability policy ended last month. Checking the vendor before the new work order is released creates time to obtain current evidence.
Reconcile the active maintenance list
Compare the property system’s recent work orders with the vendor roster before importing it. Remove duplicate names, confirm the legal business and collect the insurance contact. A small active list makes missing certificates easier to see than an archive of every business ever hired. CSV import brings that cleaned roster into Certy; keep unit and building assignments in the source system.
Collect documents before the next unit turn
Send the vendor a private upload link with enough context to understand which company requested the certificate. Vendors can upload without an account. Review extracted dates, limits and insured identity, correcting a read when needed. The certificate is one approval input; the maintenance team should still follow its separate process for keys, resident notification, scheduling and scope.
Revisit seasonal and expanded work
A snow-removal business, pool contractor or tree service may return after months without work. Check its policy dates and actual scope before reactivation. If a routine vendor begins a larger renovation, ask the broker about the changed operations and required endorsements. Certy’s common baseline does not automatically represent a new project’s different limits or special insurance provisions.
Keep renewal follow-up assigned
Use the 30, 14 and 7 day policy-expiration reminders to give vendors a predictable renewal request. Review missing or noncompliant records before dispatching work, and use a targeted deficiency email when something is incomplete. If a manager accepts an exception, retain the decision and its conditions outside the simple compliance label. Export vendor records for the maintenance team’s periodic reconciliation.
Prepare these records
- Current liability certificates for active maintenance businesses.
- Applicable workers’ compensation evidence and owner documentation.
- Additional insured documents required by the maintenance agreement.
- Separate review records for renovation or higher-risk work.
- Vendor insurance contacts and approved exception decisions.
Where Certy fits
Certy does not manage units, work orders, keys or resident communications, and it has no property hierarchy. One requirement set applies within an account. Use the existing maintenance system for those distinctions and for dispatch approval. Try a current maintenance certificate in the free checker, then import a consistent vendor group if the workflow fits.
Certy’s paid plans include certificate tracking. Free tools are available separately without signup; there is no free account tier. Review the current plan limits before importing your vendor list.