Six things, in this order. The order matters for the first two; after that it's preference.
1. Set your coverage requirements
Settings → Compliance. Do this before anything arrives, so the first certificate is judged against the right numbers instead of being re-judged later. How →
2. Get your roster in
If it's in a spreadsheet, import it — don't retype it. If it's a folder of PDF certificates, import those instead and let parsing create the contractor records for you. A handful of contractors is quicker added by hand.
3. Check the licenses you can check
If you work in Texas, Florida, California, Washington, Oregon, Illinois or Colorado, run your roster through License Search. This is the step that catches the thing a certificate never shows you: a contractor whose insurance is immaculate and whose license was suspended in March.
4. Ask for what's missing
Open the Action Queue. Anything showing as missing or expired gets a document request. You can send them one at a time from each contractor, and the emails go out immediately.
5. Set your alert schedule
Settings → Notifications. Pick which of 90, 60, 30 and 7 days you want warning at, and decide whether the Monday summary is useful to your team. How alerts work →
6. Bring your team in
If more than one person chases paperwork, invite them. Alerts go to every member of the organization, so this is also how you stop being the only person who sees them.
Tip