What COI tracking is—and what it is not
COI tracking is an operating system for evidence and follow-up. It helps a property team know which certificate is on file, when it expires, which property or contract it relates to, and who must review an exception. It does not turn software into an insurer, attorney, or risk manager. The final approval remains a human decision.
The readiness record
A useful record connects evidence to operational context. For every vendor, track:
- Legal or trading name and vendor category
- Property, portfolio, or work scope
- Each requirement defined by the team
- Evidence received and its source
- Effective, expiration, and requested-response dates
- Reviewer notes, exceptions, and the next action
- The person responsible for the approval decision
A five-status operating queue
Blocked
A required item is missing or expired and the team’s stated policy says work cannot proceed.
Due soon
A known expiration falls within the team’s chosen renewal window.
Needs review
Evidence exists, but a person must interpret or approve it.
Ready for human approval
Every stated requirement has evidence; final approval still belongs to the team.
Unknown
The available information cannot support a reliable status.
How to prioritize follow-up
- Expired evidence tied to active work
- Missing evidence the team explicitly requires
- The soonest known expiration dates
- Documents waiting for human interpretation
- Unknowns that prevent an honest status
A reminder should name the requested item, the response date, and the approved reply or upload method. Pause automated chasing when the vendor responds, and keep the response attached to the record.
Common questions
What is COI tracking?
COI tracking is the operating process used to collect certificates of insurance, record key dates, identify missing or expiring evidence, and route exceptions to a qualified human reviewer.
Is a certificate of insurance proof that every requirement is satisfied?
No. A COI is evidence that requires review in context. The property team or its qualified adviser remains responsible for interpreting coverage, endorsements, contracts, and legal requirements.
What should a vendor readiness queue show?
At minimum, it should show the vendor, affected property, required item, current evidence, expiration or due date, operational status, next action, and responsible reviewer.
See the workflow
Explore a sample readiness queue.
The AIDG Vendor Console preview uses sample data and clearly separates evidence flags from human approval.
Open the interactive demo