Understanding the myCOI Central Process

Welcome to myCOI Central. Before you dive in, it helps to understand what happens behind the scenes once you add a vendor to the platform.

What is a vendor?

In myCOI Central, a vendor refers to any third party your organization requires to carry insurance. This could be a contractor, supplier, tenant, subcontractor, or anyone else you need to track a certificate of insurance for.

Success with myCOI Central is a shared effort. When your team, your vendors, their insurance agents, and the myCOI team are all engaged in the process, compliance becomes something we can achieve together rather than something you chase alone. Understanding this process helps you know where you fit in the partnership.

Your role includes:

• Maintaining your profile based on your user permission level
• Introducing the platform to your vendors at onboarding
• Stepping in when a vendor or agent is unresponsive to determine next steps. Next steps may include updating a contact, reinforcing that participation is required, or removing the vendor from tracking, among other actions.

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The Road to Compliance

Step 1 Vendor Registration

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Step 2 Agent Outreach

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Step 3 Document Review

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Step 4 Compliance Decision

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Step 5 When to Step In

 

Step 1: Vendor Registration

When a vendor is added to the platform, they receive an email inviting them to register. Registration is how the software establishes the connection between your vendor and their insurance agent. Without it, the compliance process cannot move forward. The platform is designed to work directly with your vendors' insurance agent(s). After registration, the vendor will only be contacted if their agent is unresponsive, meaning your vendors can get back to business as usual once they complete this step.

Can a vendor act as their own agent?

During registration, a vendor may choose to list themselves as their own agent if they wish manage their own insurance compliance.

Step 2: Agent Outreach

Once a vendor registers, or is assigned to a new division and insurance set, their insurance agent receives an email invitation to access the Agent Portal. The agent uses this portal to view your insurance requirements and upload the necessary documents.

Step 3: Document Review

Once a document is uploaded, it enters the review queue where the compliance team evaluates it against your insurance requirements. Depending on your subscription, this review is completed by the myCOI team or by a member of your own team.

Step 4: Compliance Decision

After review, one of two outcomes will occur:

• If compliant: If the agent has uploaded all required policies, limits, and applicable endorsements, the assignment is marked compliant. No further action is needed from the vendor or their agent at this time. The platform will automatically begin renewal follow up with the agent 30 days prior to a policy's expiration.
• If non-compliant: If there is missing information or inadequate coverage, the assignment is marked Non-Compliant In Progress. The agent receives a notification directing them back to their portal, where they can review the non-compliant notes and upload amended or additional documents. The platform will continue automated follow up with the agent and vendor during this time.

Step 5: When to Step In

Throughout the registration and compliance process, the platform works on your behalf through a structured series of automated communications to your vendors and their agents. If those communications are exhausted without a response, the assignment will appear in the Action Items section of your Customer Dashboard.

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A Note on Partnership

The most successful myCOI Central customers treat vendor engagement as an ongoing effort throughout both the registration and compliance process, not a one-time setup task.

For registration, reaching out to your vendors directly before their first platform notification arrives sets the right tone from the start and makes registration feel expected rather than unexpected. This introduction from your team could take many forms, such as an email before they are added to the platform, a note in your vendor onboarding materials, a clause in your vendor contracts making registration a requirement, or a conversation at the start of a new project or engagement.

The Action Items section of your Customer Dashboard is where the platform surfaces situations that need your attention. Each item is an opportunity to step in, assess the situation, and determine the right next step.

It also helps to make sure your own team is aligned internally. Who is the go-to person for platform questions? Who handles override requests? Who keeps your vendor and user information up to date? Having clear ownership of these responsibilities makes the platform work better for everyone.

Success with myCOI Central is more than a compliance number. It is your team feeling equipped, your vendors engaged in the process, and a partnership that gets stronger over time. We are glad you are here.