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Guide to Tracking Insurance & Certificate Expirations

Streamline management of Insurance & Certificates within ConstructionOnline™ using visual insights from the Expiration Breakdown table

BACKGROUND 

Construction is an industry built on precision, deadlines, and most importantly, compliance. For construction companies, effectively tracking and maintaining the validity of crucial credentials like insurance policies, licenses, bonds, and certifications is not just a best practice - it's a critical necessity. Lapsed documents can lead to severe consequences, including costly delays, financial penalties, legal liabilities, damage to reputation, and even the inability to bid on or perform work.

ConstructionOnline's Expiration Breakdown table provides a quick and clear overview of the status of these critical compliance documents. By centralizing this vital information within ConstructionOnline, you can proactively manage these documents, mitigate risks, and ensure your operations remain compliant and uninterrupted. 

HOW TO NAVIGATE TO THE EXPIRATION BREAKDOWN TABLE

  1.  Access the "Team Management" tab through the Left Sidebar or the Company Selector in the Top Navigation Bar. 
  2. The Expiration Breakdown table is automatically available within any of the options under the "Insurance & Certificates" section. 

EXPIRATION BREAKDOWN TABLE 

The Expiration Breakdown table categorizes your uploaded credentials based on their expiration status. This allows you to easily identify documents that require immediate attention.

ConstructionOnline's Insurance and Certificates Expiration Breakdown tableYou can click the gray arrow grey up arrow in the top-right corner to minimize and expand the Expiration Breakdown table. 

Certificate Type: This column lists the different categories of compliance documents you are tracking within ConstructionOnline, including - 

  • Insurance Policies: Contracts between a construction business and an insurance company that provide the business financial protection against specific risks. 
  • Licenses: Official authorizations that grant a construction business the legal permission to engage in specific construction activities. 
  • Bonds: Three-party agreements that guarantees the performance of a contractor to a project owner, with the backing of a third-party. 
  • 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 numbers in parentheses next to each credential type, e.g., "Insurance Policies (5)," indicate the current count of documents in the system for that type. 

Not Yet Effective (Blue): This column displays the number of documents that have been uploaded and entered into the system, but their effective date is in the future. These documents are valid but not yet active. 

Expires Between 30 and 90 Days (Green): This column shows the count of documents that are approaching their expiration data, with 30 to 90 remaining until they expire. This is your "early warning" indicator, allowing ample time for renewal. 

Expires in Less Than 30 Days (Yellow): This column highlights documents that are nearing expiration, with less than 30 days left. These documents require immediate attention to prevent them from lapsing. 

Expired (Red): This critical column indicates the number of documents that have already passed their expiration date. Expired documents can lead to compliance issues, project halts, and potential legal repercussions. Addressing these immediately is crucial.

 How to Utilize the Expiration Breakdown Table:

  1. At-a-Glance Compliance Check: Regularly review the Expiration Breakdown table (e.g., daily or weekly). The color-coded columns help to provide an instant visual cue of your compliance: 
    1. Blue: Informational - these will become active soon. 
    2. Green: Good to go, but keep an eye on these for future renewal.
    3. Yellow: Action required soon! Begin the renewal process 
    4. Red: Urgent action required! These documents need immediate attention. 
  2. Proactive Renewals: Focus on the "Expires Between 30 and 90 Days" and "Expires in Less Than 30 Days" columns. This allows you to initiate renewal processes well in advance, avoiding last-minute rushes and potential lapses. 
  3. Identify Expired Documents: Prioritize addressing documents in the "Expired" column. Click on the number displayed within the cell to view a detailed list of the expired documents and take immediate action. 
  4. Drill Down for Details and Filtered Views: The true power of the Expiration Breakdown table lies in its interactivity. Click on any number within a cell (e.g., clicking on 5 in the "Insurance Policies" row under "Expires in Less Than 30 Days" will take you directly to the detailed list of that specific credential type and automatically apply a filter to show you only documents that match the column's criteria. 

BEST PRACTICE RECOMMENDATIONS

  • Centralize Document Storage: Ensure all your Insurance Policies, Licenses, Bonds, and Certifications are uploaded and stored within ConstructionOnline. 
  • Accurate Data Entry: When uploading documents, ensure the effective dates and expiration dates are included (and done so correctly). 
  • Assign Responsibilities: Designate a team member or department responsible for monitoring the Expiration Breakdown table and managing renewals. 
  • Set Automated Reminders: Leverage ConstructionOnline's Automated Reminders to send alerts when documents are approaching expiration or have expired.
  • Regular Review: Make a habit of regularly checking the Expiration Breakdown table to maintain continuous compliance. 

ADDITIONAL INFORMATION 

  • Subscription Level: ConstructionOnline's OnGuard™ Insurance Tracking feature offers different levels of coverage based on the subscription tier:
    • Team subscriptions include tracking for insurance policies.
    • Business and Enterprise subscriptions include tracking for insurance policies, licenses, bonds, and certificates.  
    • For all other ConstructionOnline plans, the full Insurance Tracking feature (including policies, licenses, bonds, and certificates) is available as a Per-Company Add-On.
  • Permissions: Admin Users and Company Users with "Can View" or "Can Create, Edit, & Delete" permissions for Certificate Tracking can see the Expiration Breakdown table.
    • Company Users with their permissions set to "Can View" can see all credentials, regardless of whether they are set to "Active" or "Inactive." 
  • CO™ Mobile App: Currently, the OnGuard Insurance Tracking feature is exclusively available through browser access to ConstructionOnline. 

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.