Facility Use and Vendor Insurance Requirements, Enforced Before Anyone Is on Campus
One standard for every vendor on campus, and the terms of each facility use agreement on the rental they belong to. The business office sees which renter is short — and on which requirement — before the first practice in the gym.
School-wide minimums on every plan · per-rental terms on Pro
Compliance rules
Oak Hill Academy — Business Office
School default — every vendor and renter
- General liability $1,000,000
- Workers' compensation Required
- Auto liability $1,000,000
Rental: Summer Aquatics Camp — Natatorium
- General liability raised $2,000,000
- Umbrella added $1,000,000
Why? Summer Aquatics Camp — Natatorium: Hold Harmless Agreement is required and not on file
From the facility use agreement to a checked certificate
The school's requirements are written into its vendor contracts and its facility use agreement. Entering them once is what turns them from a clause into a check.
Set the school's standard
The general liability, workers' comp, auto and umbrella minimums every vendor and renter must meet — the food service contractor, the custodial company, the league renting the field. Every plan.
Pick the documents the business office collects
From the library: certificate of insurance, additional insured endorsement naming the school, W-9 for the vendors you pay, 501(c)(3) letter for nonprofit renters, background check attestation for vendor staff on campus during the school day. There is no school preset — the list is short enough to tick. Starter and up.
Give each rental its own terms
Each rental or event becomes an assignment with the facility use agreement's minimums, its own document list and an end date — and the hold harmless agreement as the school's own document type, blank form attached. When the season ends, its requirements stop counting. Pro.
Match the requirement to the facility
A tutoring program in a classroom and a swim club in the natatorium are not the same exposure, and one set of terms for both either over-asks the first or under-asks the second. A starting point, to be settled with the school's own broker:
| Facility | Typical renter | Rules on the rental |
|---|---|---|
| Classroom or meeting room | Tutoring programs, community meetings | The school's default general liability, a hold harmless agreement. |
| Gym or field for a season | Youth leagues, club teams | Additional insured endorsement naming the school, hold harmless, and the 501(c)(3) letter where a nonprofit rate applies. End date on the last game. |
| Pool or natatorium | Swim clubs, summer aquatics camps | A raised general liability minimum and an umbrella on the rental, on top of everything the gym asks. |
| Auditorium or chapel for an event | Community theater, congregations, private events | A rental for the date, with the certificate dated to cover it, and a hold harmless. |
A certificate that names the school as holder is not the same as one that adds the school as insured — the distinction matters most on a rental. Certificate holder vs. additional insured.
Vendors on campus during the school day
Food service, transportation, custodial, grounds and athletic trainers are held to the school's standard all year. The charter bus company for field trips can be its own assignment with the higher auto minimum your insurer asks for student transportation. A background check attestation with an expiry keeps the vendor's screening statement current on the school's schedule — the school tracks it; TrackMyVendor does not run the checks.
What the rules do not grade
Minimums are checked on general liability, workers' comp, auto and umbrella. Sexual abuse and molestation coverage stays on the certificate, stored with the record, and is not scored — have someone in the business office read that line. A signed hold harmless counts once it is uploaded; its wording is not read.
A volunteer-run league will actually use the link
The league treasurer does not want another portal. Their upload link lists what they still owe — the certificate, the endorsement, the signed hold harmless — with the blank agreement to download, and never mentions another rental on the school's calendar. No login, from a phone. When the certificate runs out mid-season, alerts at 90, 60, 30 and 7 days on Starter and up send them the same link.
Custom compliance rules in other industries
General contractors
A company floor for every sub, and the owner's flow-down requirements on the job that carries them.
Property managers
Management-company defaults for every vendor, and each owner's insurance requirements on their own property.
HOA & community associations
Each association's board-approved vendor requirements, and a higher bar for the roof or the pool contract.
The rules apply to each rental you set up — how that grouping works, with its dates and its own report: tracking by rental.
How the rules work across every industry — defaults, document presets, per-project overrides and waivers: custom compliance rules.
Simple, transparent pricing
The school's standard is free for up to 25 vendors and renters. The document checklist starts on Starter; per-rental terms and the hold harmless agreement come with Pro.
Free
Organize your roster and run COI tracking at zero cost. Free forever, no credit card.
- ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
- ✓50-state license tracking, plus automated license verification against state databases
- ✓Secure link onboarding — documents arrive through a secure upload link, no account needed
- ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
- ✓Weekly compliance digest — a summary email of upcoming expirations
- ✓Timestamped audit trail — the full history of every certificate
- –Renewal reminders are sent by you — one click emails the upload link
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Up to 200 vendors — eight times Free’s 25, with no per-record fees
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the vendor
- ✓Projects & job sites — group vendors by job, with per-project coverage rules
- ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
- ✓Bulk roster import — from a CSV or a certificate archive
- ✓QuickBooks Online — compliance status on each matched vendor record, kept current automatically
- ✓2 user seats — invite a second team member or coordinator
Pro
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓Unlimited vendors — past Starter’s 200, still with no per-record fees
- ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
- ✓Unlimited users & roles — access for foremen, office managers and admins
- ✓API & integrations — the API, webhooks, Zapier, Make, Slack and Teams
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
- ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
- ✓QuickBooks auto-sync — new and changed QuickBooks vendors reach your roster within minutes
PreQual
Add to Starter or Pro. Not available on Free.
Vet subs from their documents, not a questionnaire.
- ✓Prospects — send a sub one link with your own questionnaire to fill in, see what's in, then approve up to a job size, approve with conditions or decline
- ✓Safety documents read for you — the EMR from the EMR letter, TRIR and DART from the OSHA 300A
- ✓Three years of 300As — 3-year TRIR and DART beside the BLS average for the sub's trade
- ✓A scorecard per sub — each check against your limits, no overall score; compare up to five side by side
- ✓Bonding letters read — surety and limits against your minimum
- ✓Re-qualification and Export for Bids — ask approved subs again every 12 or 24 months; list who’s qualified for the job size and copy their emails
Figures are read from the documents, not verified with the carrier, rating bureau, surety or OSHA.
Onsite
For each job site switched on, on Starter or Pro. Not available on Free.
Know who is on site, and that their company is covered.
- ✓A QR poster at the gate — workers scan with the phone camera, no app or account, in English or Spanish
- ✓Each crew checked on arrival — the company’s certificate of insurance and license, against your requirements
- ✓Monitor first, enforce when ready — see who would be turned away before you turn anyone away
- ✓A live roster — who’s on site by company, one-day passes, an updated COI requested automatically
- ✓Evening heads-up — which companies would be stopped tomorrow, the night before
- ✓End-of-day headcount — by company, with visitors and hours, for the daily report
Ending a site stops its charge, prorated. Workers pay nothing and are never texted or emailed.
No contracts. Cancel anytime. See the full plan comparison →
Frequently asked questions
How do we give each facility rental its own insurance requirements?
Can we require a signed hold harmless agreement?
Is there a preset for schools?
Can we require sexual abuse and molestation coverage from vendors?
Do you run background checks on vendor staff?
Does a renter need an account to send their certificate?
Every renter on the terms of their agreement
The school's standard for everyone, each rental's terms on the rental, and every certificate checked as it arrives.
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