Collecting certificates with a tracker

A certificate tracker is a collection page for a single project or event. Instead of chasing certificates one email thread at a time, you send one link and watch the responses land.

It is the right tool when the list is long and the deadline is fixed. A production onboarding 200 suppliers, a venue opening a season, a facility bringing on a new roster. For a single certificate, uploading it directly on the Certificates page is faster.

Creating a tracker

Go to the Trackers page and create a new tracker. You will set:

• Event name and description. What vendors see at the top of the page, so they know which project this is for.
• Event dates. The window the coverage needs to cover.
• Access type. Who can reach the page.
• Insurance requirements. Which of your existing requirements apply. Certificates uploaded here are evaluated against these automatically. If you have not set requirements up yet, do that first.
• Additional insured wording. Any entity that must be named on the certificate.
• Page expiration. When the page stops accepting uploads.
• Notification preferences. Who hears about new uploads, failures, and approaching expirations.

You get a live preview while you build, so you can see the page as vendors will see it before sending anything.

What vendors see

Vendors land on a page that states exactly what coverage is required, including limits and any additional insured wording. They enter their name, business name, and email, then upload the certificate.

That is the whole interaction. No account, no dashboard, no back and forth about what was needed. Every certificate that arrives is evaluated against the requirements you attached, so you see the outcome rather than a stack of PDFs.

Managing the list

From the tracker you can:

• See status for every vendor in one view, including who has not responded
• Send reminders to the outstanding ones
• See what is approaching expiry
• Open any individual certificate to review the checks that ran

Reminders for expiring coverage go out 90 days, 30 days, and 1 day before a certificate lapses.

Where to go next

• Reviewing what comes in? See Certificate Review: setup and workflow for the four outcomes and what to do with flagged results.
• Setting requirements for the first time? See configuring coverage rules.
• Managing coverage across a whole contractor roster, not just one event? See COI tracking.