FAQ: Insurance & Certificates 

What is Insurance & Certificates in ConstructionOnline? 

What types of credentials can be tracking in Insurance & Certificates?

Can I associate a credential record with a specific project?

Can I track internal company credentials?

What is the Expiration Breakdown table?

How do the color-coded expiration categories work?

Can I upload physical insurance certificates or bond documents?

Can I set reminders for expiring credentials?

Can I duplicate a credential record?

What should I do with a credential that is no longer active?

Can I export Insurance & Certificate records?

What is Insurance & Certificates in ConstructionOnline?

Insurance & Certificates is a feature within ConstructionOnline that provides a centralized system for tracking and managing critical compliance credentials—including insurance policies, licenses, bonds, and certifications—across your company and projects. By centralizing this information within ConstructionOnline, teams can proactively monitor document validity, stay ahead of expirations, and reduce the risk of compliance issues, project delays, or financial penalties cause by lapsed credentials. 

A full guide to managing Insurance & Certificate expirations can be found here. 

What types of credentials can be tracking in Insurance & Certificates?

ConstructionOnline's Insurance & Certificates feature supports tracking for four types of credentials: 

• Insurance Policies — Contracts between a construction business and an insurance company that provide financial protection against specific risks. 
• Licenses — Official authorizations granting a construction business the legal permission to engage in specific construction activities. 
• Bonds — Three-party agreements that guarantee the performance of a contractor to a project owner, with the backing of a third-party surety. 
• Certifications — Credentials that demonstrate an individual's or company's specialized knowledge, skills, or adherence to specific standards within a particular area of construction. 

🗒️ Note: The credential types available to your account depend on your subscription level. Team subscriptions include tracking for Insurance Policies only. Business and Enterprise subscriptions include all four credential types.

Can I associate a credential record with a specific project?

Yes. Credential records can be associated with a specific project, resource (Contact or Company), or both. Associating a credential with a project is particularly useful for tracking project-specific coverage such as Builder's Risk insurance, where the policy is tied to a single job rather than the company as a whole. 

Step-by-step instructions for adding a new credential record can be found here. 

Can I track internal company credentials?

Yes. Insurance & Certificates is flexible enough to manage internal compliance documentation in addition to subcontractor and vendor credentials. This includes records such as automobile insurance for company vehicles, internal staff certifications, or other company-level coverage that needs to be tracked and renewed on a regular basis. 

What is the Expiration Breakdown table?

The Expiration Breakdown table is a visual dashboard within Insurance & Certificates that provides a quick, at-a-glance overview of the expiration status of all tracked credentials. It categorizes credentials by type (Insurance Policies, Licenses, Bonds, Certifications) and groups them into color-coded columns based on how close they are to expiring. 

The Expiration Breakdown table is interactive—clicking on any number within a color-coded category automatically filters the list below to show only those specific records, so you can take action without having to manually search. 

Full details on navigating and using the Expiration Breakdown table can be found here. 

How do the color-coded expiration categories work?

The Expiration Breakdown table uses four color-coded columns to communicate document status at a glance: 

• 🔵 Not Yet Effective (Blue) — The document has been uploaded but its effective date is in the future. 
• 🟢 Expires Between 30 and 90 Days (Green) — The document is approaching expiration with 30 to 9- days remaining. This is an early warning indicator, allowing time to begin the renewal process. 
• 🟡 Expires in Less Than 30 Days (Yellow) — The document is nearing expiration with fewer than 30 days remaining. Action is required soon. 
• 🔴 Expired (Red) — The document has passed its expiration date. Action should be taken immediately if the invalid credential could lead to compliance issues, project halts, and/or potential legal repercussions. 

Can I upload physical certificates or bond documents?

Yes. Physical documents can be uploaded directly into the Attachments tab of any credential record in ConstructionOnline. Documents can be added via drag-and-drop, keeping all supporting documentation in one secure, accessible location alongside the credential's details. 

Can I set reminders for expiring credentials?

Yes. ConstructionOnline's Insurance & Certificates feature includes automated reminder settings for credential expirations. Reminders can be configured to send on daily, weekday, or weekly schedule, and can be set to continue sending even after a credential has expired—ensuring that both internal team members and the relevant resource continue to be notified until the information is updated. Each reminder can be customized with email templates, send timing, and recipient lists. 

Step-by-step instructions for configuring reminders can be found at Create Reminders for Insurance & Certificates and Manage Insurance & Certificate Reminders. 

Can I duplicate a credential record? 

Yes. Credentials can be duplicated directly within ConstructionOnline, making it easy to create a new record based on an existing one without re-entering information from scratch. This is particularly useful for recurring credential types or when multiple contacts share similar coverage details. 

Step-by-step instructions for duplicating a credential can be found here. 

What should I do with a credential that is no longer active? 

Credentials that are no longer active but should be retained for reference can be archived. Archiving a credential keeps the record accessible within ConstructionOnline while removing it from the default view. Archived records can be filtered back into view at any time if needed. 

If a credential record is no longer needed and does not need to be retained, you can delete the credential. 

Can I export Insurance & Certificate records? 

Yes. Insurance & Certificate records can be exported directly from ConstructionOnline, providing a portable record for your credential data for reporting, compliance documentation, or external sharing. 

Step-by-step instructions for exporting Insurance & Certificates can be found here.

HAVE MORE QUESTIONS? 

• If you need additional assistance, chat with a ConstructionOnline Specialist by clicking the orange Chat icon in the bottom left corner or visit the UDA Support Page for more options.