This article will teach you how to use the Certificates of Insurance (COI) feature of the Property & Facility App.

Adding a New Tenant or Vendor Certificate of Insurance

This feature will allow you to add a new tenant/vendor COI.

1. From the Property & Facility menu, click Certificates of Insurance.
2. From the Certificates page, click the New Certificate button.
3. Once the Add New Certificate window has opened, complete the form presented:

4. Click the Save button.
5. The COI is now visible on the Certificates page.

Adding Policies to a Certificate of Insurance

This feature will allow you to add insurance policy details to an existing tenant/vendor COI.

1. From the Property & Facility menu, click Certificates of Insurance.
2. From the Certificates page, select the applicable property, select All Tenants or All Vendors, and then click the name of the Tenant/Vendor for the COI that you desire to add a policy to.
3. From the Certificate Details page, click the Policies tab, and then click the Add Policy button.
4. Once the Add New Policy window has opened, complete the form presented:

5. Click the Save button.
6. The policy has now been saved to the COI.

Adding an Attachment to a Certificate of Insurance

This feature will allow you to attach a file to an existing tenant/vendor COI.

1. From the Property & Facility menu, click Certificates of Insurance.
2. From the Certificates page, select the applicable property, select All Tenants or All Vendors, and then click the name of the Tenant/Vendor for the COI that you desire to add an attachment to.
3. From the Certificate Details page, click the Attachments tab, and then click the Add Attachment button.
4. Once the Add New Attachment window has opened, click the Choose File button, navigate to the file on your computer, and then click Open.
5. If applicable, enter any comments within the Description textbox.
6. Click the Save button.
7. The file has been attached to the COI and is now visible under the Attachments tab of the Certificate Details page.
   • Note: To remove an attachment, click the checkbox next to the filename, and then click the Delete button (looks like a trash can).

Defining Certificate of Insurance Expiration Notifications

This feature will allow you to manage when your property management staff and tenants/vendors will receive COI Expiration Notifications.

1. From the Property & Facility menu, click Settings.
2. From the Property Management Settings page, navigate to the Certificates of Insurance section and click Expiration Notifications.
3. From the COI Notifications page, select the applicable property from the drop-down list located in the upper-right corner of the page.
   • Notices to insured - Select the notification day range of the COI Expiration Notification from the drop-down lists. For example, if you desire for your tenants/vendors to receive notifications of a COI Expiration 30 days and 5 days before the date, the Notices to insured fields would read "30 days and 5 days before expiry".
   • Additional Insured language -Enter the additional insured entities required by the property. For example, ownership entity, management company, and lender.
4. Click the Save button.
5. The COI Expiration Notifications have now been saved.
6. WorkSpace will send notifications on the dates indicated in the Notices to insured fields to the tenant/vendor users designated to receive COI Notifications:
   • For Tenant Users:
     • From the Property & Facility menu, click Tenants.
     • From the Tenants page, select the applicable property and then click the Tenant Name of the applicable user.
     • From the [Tenant Name] page, click the Users tab and then click the name of the applicable user.
     • Once the Update Tenant Contact window has opened, navigate to the Contact Attributes section, and select the checkbox Insurance for the user to receive COI Expiration Notifications.
     • Click the Save button.
     • For more information, see Adding a Tenant User.
   • For Vendor Contacts:
     • From the Property & Facility menu, click Vendors.
     • From the Vendors page, select the applicable filters and then click the Vendor Name of the applicable user.
     • From the [Vendor Name] page, click the Contacts tab and then click the name of the applicable user.
     • Once the Update Vendor Contact window has opened, navigate to the COI Notification? field and select the checkbox for the user to receive COI Expiration Notifications.
     • Click the Save button.
7. To include staff users on the notifications, see the Adding Staff User Notifications article for reference.

Searching for a Certificate of Insurance

This feature will allow you to search for an existing tenant/vendor COI.

1. From the Property & Facility menu, click Certificates of Insurance.
2. From the Certificates page, click the Search button.
3. Upon clicking the Search button, complete the form presented:

4. Click the Show Results button.
5. Click the ID of the COI that you were searching for to view its details.
6. The COI has now been located.

Renewing a Certificate of Insurance

This feature will allow you to renew a COI using one of the two methods listed below:

A. Renew Certificate of Insurance (COI) shortcut (directly from index page)

1. From the Property & Facility menu, click Certificates of Insurance.
2. From the Certificates page, select the applicable property, select All Tenants or All Vendors, locate the expired COI that you desire to renew, and then click the Actions icon located underneath the status of the COI.
3. Select Renew from the drop-down menu.
4. Once the Renew Certificate window has opened, click the Choose File button, navigate to the .PDF of the COI on your computer, and then click Open.
5. Click the Save button.
6. From the Certificate Details page, click Edit Certificate Details, select or enter (MM/DD/YYYY) the new expiration date in the Earliest Exp. Date field, and then click the Save button.
7. The COI has now been renewed and the expiration date has been updated.

B. Renew Certificate of Insurance (COI) action

1. From the Property & Facility menu, click Certificates of Insurance.
2. From the Certificates page, select the applicable property, select All Tenants or All Vendors, and then click the name of the Tenant/Vendor for the COI that you desire to renew.
3. From the Certificate Details page, click the Renew button.
4. Once the Renew Certificate window has opened, click the Choose File button, navigate to the .PDF of the COI on your computer, and then click Open.
5. Click the Save button.
6. From the Certificate Details page, click Edit Certificate Details, select or enter (MM/DD/YYYY) the new expiration date in the Earliest Exp. Date field, and then click the Save button.
7. The COI has now been renewed and the expiration date has been updated.

Deleting a Certificate of Insurance

This feature will allow you to delete a COI using one of the two methods listed below:

A. Delete Certificate of Insurance (COI) shortcut (directly from index page)

1. From the Property & Facility menu, click Certificates of Insurance.
2. From the Certificates page, select the applicable property, select All Tenants or All Vendors, locate the expired COI that you desire to delete, and then click the Actions icon located underneath the status of the COI.
3. Select Delete from the drop-down menu.
4. Once the Delete Certificate window has opened, click the Delete button.
5. The COI has now been deleted.

B. Delete Certificate of Insurance (COI) action

1. From the Property & Facility menu, click Certificates of Insurance.
2. From the Certificates page, select the applicable property, select All Tenants or All Vendors, and then click the name of the Tenant/Vendor for the COI that you desire to delete.
3. From the Certificate Details page, click the Deletebutton.
4. Once the Delete Certificate window has opened, click the Delete button.
5. The COI has now been deleted.