Chasing vendors and agents for insurance certificates is one of the most time-consuming parts of managing compliance, and one of the hardest to do consistently. myCOI Central takes that work off your plate through a structured series of automated communications that begin the moment a vendor is added to the platform.
But these communications do more than send reminders. Every email sent to an agent directs them to the Agent Portal, where they can review your requirements and upload documents directly into the platform. Every email sent to a vendor directs them to the Vendor Insurance Portal, where they can view their compliance status, update their agent contact information, and take action on outstanding items.
The goal is to drive your vendors and agents into a self-service process so compliance becomes something the platform manages, not something your team has to manually coordinate.
Understanding this cycle helps you know what communication your vendors and their agents are receiving, when they are receiving it, and when the platform has done everything it can.
Some communications referenced in this article include email notifications sent to you. These notifications are only sent if the Receive Alerts permission is enabled for your user profile. If you have questions about this setting on your user profile, please check with the person in your organization who manages your internal users.
Registration
When a vendor is added, the platform immediately sends them an email invitation to register. During this process they will confirm the best contact within their organization and the best contact(s) for their insurance agent. If they don't respond, up to three reminder emails follow over the next 30 days. If a vendor has not registered by Day 31, they will appear in the Action Items section of your Customer Dashboard so your team can follow up directly.
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Day 0
Registration invite
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Day 7
Reminder
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Day 14
Reminder
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Day 30
Final reminder
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Day 31
Vendor appears in Action Items
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Certificate Requests
Once a vendor registers, their insurance agent receives a request to upload the certificate of insurance. The platform contacts the agent first, giving them multiple opportunities to respond before notifying the vendor. If neither the agent nor the vendor takes action by day 21, the assignment moves to Finalized Non-Compliant status and appears in your Action Items.
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Day 0
Certificate request
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Day 3
Reminder
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Day 7
Reminder
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Day 10
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Day 14
Final reminder
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Day 20
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Day 0
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Day 3
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Day 7
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Day 10
Agent has not responded
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Day 14
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Day 20
Agent has not responded
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Non-Compliant Notices
If a certificate is reviewed and found to be non-compliant, the platform immediately begins a new outreach cycle to the agent with details on what needs to be corrected. The vendor receives an early notification at Day 6 letting them know their assignment is non-compliant, followed by additional notices if their agent remains unresponsive. If the cycle is exhausted without a resolution within 21 days, the assignment moves to Finalized Non-Compliant.
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Day 0
Non-compliant notice
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Day 3
Reminder
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Day 6
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Day 7
Reminder
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Day 10
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Day 14
Final reminder
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Day 20
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Day 0
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Day 3
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Day 6
Non-compliant status notice
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Day 7
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Day 10
Agent has not responded
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Day 14
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Day 20
Agent has not responded
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Renewal Requests
The platform manages policy renewals automatically so your team does not have to track expiration dates manually. Outreach to the agent begins 30 days before a policy expires, with reminders continuing up to and past the expiration date. Vendors receive reminders as well if their agent has not responded. If no renewal certificate is received, the assignment will eventually move to Finalized Non-Compliant.
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Day 30
Renewal request
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Day 14
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Day 7
Reminder
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Expiration
Final notice
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Day 30
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Day 14
Renewal reminder
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Day 3
Renewal reminder
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Expiration
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Day 1
Expired notice
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Day 5
Reminder
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Day 9
Reminder
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Day 10
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Day 20
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Day 1
Policy expired notice
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Day 5
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Day 9
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Day 10
Agent has not responded
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Day 20
Agent has not responded
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For a complete breakdown of every communication and its exact timing, the myCOI Communications document is available on the Help tab inside myCOI Central.
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