COI Tracking for HOAs and Condo Associations
An association may rely on a volunteer board, an outside manager and several recurring maintenance businesses. The insurance task is to know which business supplied which certificate and whether it meets the association’s agreed baseline. Certy gives the person responsible a vendor list, private upload links, certificate extraction with human review, and renewal reminders. Start with one association whose vendors share a consistent requirement set.
A familiar handoff
For example, a condo association changes management companies before landscaping season. The outgoing manager’s inbox contains last year’s certificates, while the new board has approved a separate roof project. A useful handover distinguishes current recurring vendors from the new project’s additional requirements.
Agree who should appear on the documents
Confirm the association’s legal entity and the manager’s role with the broker before requesting certificates. Use Certy’s certificate holder requirement for the agreed account baseline, then examine additional insured documents separately. A board member’s personal name or a building’s informal nickname should not replace the relevant entity. Keep the governing contract and the broker’s interpretation with the association’s records.
Collect recurring vendor renewals
Import a cleaned list of current landscapers, cleaners and other recurring vendors by CSV. Send each its private upload link, which accepts a PDF or photo without a vendor account. Review the extracted insurer, policy dates and limits, correcting mistakes before relying on the status. Certy can email renewal reminders 30, 14 and 7 days before policy expiration.
Separate special projects from routine maintenance
A roof replacement or exterior restoration can require a different review from weekly cleaning. Give the broker the special project scope and use a separate checklist for exclusions, completed operations and subcontract tiers. Certy currently has one requirement set per account, so retain project-specific decisions outside that baseline rather than claiming every vendor has been checked against a unique project program.
Prepare the management handover
Before a board or manager change, review missing and expired vendor statuses and export the vendor records. Reconcile them with the association’s contract list, then assign the next person to outstanding requests. Preserve copies of supporting endorsements and exception approvals in the association’s document process. A current certificate list is useful evidence of review, not a guarantee that every loss is covered.
Prepare these records
- Current liability and applicable workers’ compensation certificates for recurring vendors.
- Association and management entity names from the signed service agreement.
- Additional insured and waiver documents requested by the association’s broker.
- A separate roof, restoration or capital-project insurance checklist.
- Written exceptions and the latest vendor renewal contact details.
Where Certy fits
Certy does not provide a hierarchy of associations, board-member permissions or a management-company portfolio report. Use your association management process for those records and for project-specific insurance terms. Try one vendor certificate in the free checker, then set up the shared baseline and vendor list if it fits the association’s workflow.
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.