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Built for private schools & campus facilities

COI & Vendor Compliance for Private Schools and Their Facilities

Every vendor on campus and every group renting your gym, field or chapel — insured, documented and on file before they arrive.

A school's paperwork comes from two directions: the vendors who work on campus and the outside groups who rent it. TrackMyVendor collects both through one link that needs no account, reads the certificate for you, and lists what each one still owes — the W-9, the hold harmless agreement, the 501(c)(3) letter — so the business office stops rebuilding the same checklist in email every term.

Start free — track up to 25 vendors See how it works

No credit card required.

Automated COI expiration tracking, from request to renewal

A certificate collected in August for the start of term is the one that lapses in March, halfway through the spring rental season. Tracking it is three steps, and only the first one takes your time.

1

Send one link

Add the food service company, the bus contractor, the athletic trainer or the league renting the field, and email them an upload link. There is no account to create and no portal to learn — most people finish from a phone in under two minutes, which is what gets a volunteer-run league to actually send the paperwork.

2

The certificate reads itself

The carrier, policy numbers, limits and the dates of every coverage line come off the ACORD 25 without anyone opening the PDF, and are checked against the minimums the school sets. A certificate short on general liability shows as short the moment it arrives. See how AI COI parsing works.

3

Renewals are chased before they lapse

Every plan flags what is expiring on the dashboard and emails the office a weekly summary. Starter adds alerts at 90, 60, 30 and 7 days, sent to the vendor as well as to you — and the vendor's copy carries the same upload link, so the renewal comes back without anyone writing a follow-up. How the alerts work.

One cooldown, no double emails

Chase everyone outstanding in one click. Anyone contacted in the last 48 hours is held back, so a vendor emailed from their own page this morning is not emailed again by the bulk send.

The term calendar, not a spreadsheet

Subscribe every renewal date into Google Calendar, Outlook or Apple Calendar on Starter, next to the term dates and the event schedule it has to fit around.

A record for the head and the board

Every upload is timestamped in the activity log, and Pro exports the roster's status as a PDF or spreadsheet for the finance committee or the school's insurer.

Beyond the certificate: W-9s, hold harmless agreements and 501(c)(3) letters

A school does not need one document from everyone — it needs a different short list from the caterer, the bus company and the nonprofit league that wants the reduced rental rate. The required-documents checklist (Starter and up) lists what the school asks of everyone; each vendor's and renter's page then shows what is on file, what is expiring and what is still missing.

Required documents

Northside Youth Basketball League

  • Certificate of insurance On file
  • Additional insured endorsement Expires in 21 days
  • 501(c)(3) determination letter On file
  • Hold harmless agreement Missing

    Required by Winter Season Gym Rental

The league's upload link asks for the hold harmless agreement and the renewed endorsement, and nothing it has already sent.

Certificate of insurance

Vendors and renters

General liability at minimum; workers' comp for any vendor with employees on campus; auto for anyone driving students or making deliveries.

Read automatically when uploaded — carrier, policy numbers, limits and each coverage's own dates. Minimums for general liability, auto, workers' comp and umbrella are checked against what the school requires.

Additional insured endorsement naming the school

Vendors and renters

The school's legal name, as it appears on its own policy, added to the other party's liability policy by endorsement — not typed into the certificate holder box.

Requirable on the checklist and answered by the endorsement page itself. Pro reads the endorsement forms off the upload — form number and the entities named on it.

Hold harmless agreement

Renters, and vendors without a signed contract

The written promise that the other party answers for claims arising from their use of the facility or their work on campus.

Added as the school's own document type on Pro, with a sample file the renter can download, sign and send back through the same link.

Form W-9

Vendors you pay

Needed for the 1099s the business office files each January.

Legal name, TIN and tax classification read off the form automatically, on every plan.

501(c)(3) determination letter

Nonprofit renters

The IRS letter behind a nonprofit rental rate or a fee waiver — youth leagues, congregations, scout troops.

In the document library. Filed with the renter's other paperwork; it has no expiry date, so nothing chases it once it is on file.

Background check attestation

Vendors with staff on campus during the school day

A signed statement that the people the vendor sends have been screened, renewed on the school's own schedule.

In the document library, with an expiry date that is chased like a certificate. It records the vendor's attestation — TrackMyVendor does not run background checks.

Vendors and facility renters are two different rosters of risk

Both are in one place and both use the same link. What differs is how long they are on campus, and what the school needs from them before they are.

Vendors on campus

Food service, transportation, custodial and grounds, HVAC and electrical, athletic trainers, IT and security contractors — often on site while students are.

  • ✓COI with general liability, workers' comp and auto where they drive
  • ✓Additional insured endorsement naming the school
  • ✓W-9 before the first invoice is paid
  • ✓Background check attestation for staff with student contact
  • ✓A state trade license for licensed trades — checked against the state board where it publishes one

Facility renters

Youth sports leagues, summer camps, congregations, community theater, tutoring programs and private events using the gym, fields, pool, auditorium or chapel.

  • ✓COI with general liability, dated to cover every rental date
  • ✓Additional insured endorsement naming the school
  • ✓Signed hold harmless agreement
  • ✓501(c)(3) letter where a nonprofit rate applies
  • ✓Stricter terms per rental on Pro — the pool rental carries a higher bar than a classroom booking

Simple, transparent pricing

A single campus's vendor list often fits the free plan. The required-documents checklist starts on Starter; per-rental requirements and your own document types come with Pro.

30-DAY FREE TRIAL — No credit card required

Free

$0
Up to 25 vendors · 1 user

Free forever. No credit card. No expiration date on the free tier.

  • ✓AI COI parsing and AI W-9 parsing — carrier, limits, policy dates, name, TIN and tax classification read for you
  • ✓Any other document, filed by category — contracts, financials, licensing, insurance
  • ✓License tracking in all 50 states, plus automated daily state-database verification
  • ✓Magic link uploads — your subs send documents without an account
  • ✓Expiration tracking across every license, certificate and W-9
  • ✓Weekly compliance digest by email
  • ✓Timestamped audit trail
Start Free — No Credit Card

Starter

$39/mo
Unlimited vendors · 2 users

Solo GC or property manager tired of chasing renewals manually — less than the cost of discovering one expired license on inspection day.

  • ✓Everything in Free
  • ✓Unlimited vendors — no 25-record ceiling
  • ✓Automated email alerts at 90/60/30/7 days — sent to your team and the contractor
  • ✓Calendar feed — subscribe every deadline into Google Calendar, Outlook or Apple Calendar
  • ✓Bulk import — add your roster from CSV or a certificate archive
  • ✓Invite a second user to your account
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Pro

$59/mo
Unlimited vendors · Unlimited users

Multiple job sites or properties, with a foreman or office manager who also needs access.

  • ✓Everything in Starter
  • ✓AI-parsed endorsements — additional insured, waiver of subrogation, primary & non-contributory, read off the endorsement pages
  • ✓Projects — group subs by job or property, with per-project coverage requirements
  • ✓Unlimited users & team roles
  • ✓Integrations — QuickBooks Online, Zapier, Make, Slack and Teams
  • ✓Compliance reports (PDF & Excel)
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No contracts. Cancel anytime. See the full plan comparison →

Where school certificates usually go wrong

Most schools collect certificates. The gaps are in what the certificate actually says, and in what nobody re-checks after September.

The wrong legal name

The school's name on the endorsement should match the named insured on its own policy — often the corporation or the trust behind the school, not the name on the sign. A near miss can leave the school outside the coverage it asked for.

Certificate holder is not additional insured

Being listed as certificate holder means the school receives the certificate. Being additional insured, by endorsement, is what lets it claim under the policy. The difference, explained.

A season that outlasts the policy

A league's certificate collected for a September start often renews in January, mid-season. The rental keeps running whether or not anyone noticed the new policy never arrived.

An indemnity promise with nothing behind it

A hold harmless agreement is only as good as the renter's ability to pay for the claim it covers — which is why schools ask for the agreement and the insurance together, and why the wording is worth a look from the school's own counsel.

Frequently asked questions

How do facility rentals work in TrackMyVendor?
A renter — a youth league, a congregation, a camp operator, a wedding party — is added to the roster exactly like a vendor, and receives the same upload link: no account, works from a phone. For the rental itself, create an assignment for it (rename assignments to "Rentals" or "Events" in Settings) and give it its own insurance minimums and its own document list, so the renter using the gym for one Saturday owes a hold harmless and a certificate naming the school, while the league renting the field all season owes more. Per-rental requirements and document lists are on Pro. When the rental ends, it stops counting against the renter's status.
Does a renter have to create an account to send us their certificate?
No. Renters and vendors both upload through an emailed link that needs no login and nothing installed. The page lists exactly what that person still owes, with a place to upload each one, and marks what is already on file.
Can we require a hold harmless agreement from every renter?
Yes, on Pro, which adds the school's own document types to the library. Name it, attach your blank agreement as a sample file, and it appears on every renter's checklist and upload link until a signed copy arrives. The document library on Starter covers the certificate, the additional insured endorsement, the W-9, the 501(c)(3) letter and the background check attestation.
Do you verify that a 501(c)(3) letter is genuine?
No. The letter is stored with the renter's record and counts toward their checklist once uploaded. If a nonprofit rate depends on it, the IRS Tax Exempt Organization Search is the place to confirm the organization's status is still current.
Do you run background checks on vendor staff?
No. TrackMyVendor collects and tracks the vendor's signed attestation that their staff have been screened, with an expiry date so it is renewed on your schedule. The screening itself stays with the vendor or the provider you already use.
Can we require sexual abuse and molestation coverage?
Coverage minimums are checked automatically for general liability, auto, workers' compensation and umbrella. Any other line — abuse and molestation included — stays on the certificate, which is stored with the vendor's record, but it is not graded against a minimum.
Our office calls them vendors, not contractors. Can we change that?
Yes. The word the app uses for your roster is a setting on every plan — Vendors, Service Providers, Partners, or your own word. On Pro, assignments can be renamed to Rentals or Events the same way.
What does the free plan cover for a small school?
Up to 25 vendors and one user, with AI reading of certificates and W-9s, upload links, document storage, expiration tracking and a weekly summary email of everything expiring. Starter adds the required-documents checklist, unlimited vendors and alerts at 90, 60, 30 and 7 days sent to the vendor as well as your office.

Know who is covered before they are on campus

One link for every vendor and renter, certificates read for you, and renewals chased before they lapse.

Start free — track up to 25 vendors

No credit card required

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View plans and start your free trial