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Every vendor COI read, checked and kept current

myNIME tracks certificates of insurance for every vendor working on your buildings. It reads each ACORD 25, compares the limits, dates, additional insured endorsement and waiver of subrogation against your requirements, requests the correction, and files the certificate under the building it belongs to.

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Filed under Maple Court

Certificate of liability insurance

ACORD 25

Sample
Insured
Northside Plumbing LLC
Certificate holder
Maple Court Condominium
General liability
$1M each occurrence, $2M aggregate
Policy period
Jan 15, 2026 to Jan 15, 2027
Workers’ compensation
Statutory limits
Commercial auto
$1M combined single limit
Description of operations
Plumbing repairs and emergency call-outs, common areas and unit interiors

Verification against your requirements

  • Vendor name matches the contract
  • Limits met on general liability and auto
  • Additional insured endorsement attached
  • Waiver of subrogation requested from the vendor
  • Renewal reminder set for Dec 16, 2026

An uninsured vendor on site becomes the association’s claim

A certificate that is missing, expired or short of your requirements leaves the building holding risks it never agreed to carry.

  • An injury on common property

    A worker injured in a lobby, stairwell or garage turns to the building’s policy when the vendor’s own coverage is missing or lapsed.

  • Damage during a project

    A burst pipe, a roof leak or a fire that starts with a contractor lands on the master policy, then follows the association into renewal.

  • A certificate without the endorsement

    A certificate can name the association as certificate holder and still leave it without additional insured status, because that status comes from an endorsement.

Certificates expire quietly.Most vendor policies renew on their own anniversary, so a building can carry a dozen vendors with no single date in common. myNIME holds each date and acts on it before it passes.

Ten checks on every certificate, against your requirements

myNIME reads the certificate the way an experienced risk manager does, field by field, then compares it with the requirements you set for that vendor category.

  1. 01Vendor legal name

    Matches the name on the contract or purchase order, so a policy written for a related entity is caught before work begins.

    Your rule

  2. 02Certificate holder

    Shows the association’s legal name, the managing agent where applicable, and the address for notices.

    Your rule

  3. 03General liability

    Each-occurrence and aggregate limits compared with the threshold you set for that trade, plus any umbrella or excess layered above.

    Your rule

  4. 04Additional insured

    The endorsement naming the association, not a typed note on the certificate, with the wording and entity checked against your requirement.

    Your rule

  5. 05Waiver of subrogation

    Confirms the waiver appears where your contract requires it, and asks the vendor’s agent for the endorsement when it is absent.

    Your rule

  6. 06Workers’ compensation

    Statutory coverage plus employer’s liability, read against your threshold for vendors with employees on site.

    Your rule

  7. 07Commercial auto

    Coverage for trucks, vans and plated equipment brought onto association property, with hired and non-owned auto where your rule calls for it.

    Your rule

  8. 08Description of operations

    The work described on the certificate matches the work in the contract, which is where trade-specific exclusions surface.

    Read automatically

  9. 09Policy period

    Effective and expiration dates, including policies that start after the work is scheduled or have already lapsed.

    Read automatically

  10. 10Insurer and agent

    Carrier name and producing agency, so a correction request goes to the agent who can issue it the same day.

    Read automatically
A certificate is evidence, not the policyAn ACORD 25 shows the coverages, limits and dates a vendor’s insurer reports. It does not create additional insured status on its own, which is why myNIME asks for the endorsement itself and keeps both documents on the vendor record.

Your limits, by vendor category

Association requirements usually start from a house standard, then adjust for the trade, the contract and the exposure of the work. myNIME keeps one requirement set per category, so a landscaper and an elevator contractor are reviewed against different thresholds.

Your board and broker set the final numbers. myNIME applies whatever you set, flags the shortfall by name, and keeps the version history on each vendor record.

Set up your requirement template

Requirement template

Sample
Requirement template, typical starting point for each requirement
RequirementTypical starting point
General liability$1M each occurrence / $2M aggregate
Umbrella or excess$1M to $5M, by trade
Workers’ compensationStatutory, plus employer’s liability
Commercial auto$1M combined single limit
Additional insuredAssociation and managing agent
Waiver of subrogationRequired on all policies
Primary and non-contributoryRequired where the contract states it
Certificate holderAssociation legal name and notice address

Association insurance practice commonly starts at $1M per occurrence and $2M aggregate for general liability, statutory workers’ compensation and $1M auto. Treat this table as a template to confirm with your broker, not a legal standard.

From request to current certificate, without the chasing

  1. 1

    Request

    Add a vendor and myNIME emails the request with the exact requirements for that trade, to the vendor and/or their agent.

  2. 2

    Read

    Certificates arrive by email, upload or secure link. Each ACORD 25 and endorsement is read for limits, dates, named insureds and wording.

  3. 3

    Verify

    Every field is compared with your rule for that category. Compliant certificates are marked as approved; shortfalls open a review item with the gap named.

  4. 4

    Follow up

    The vendor receives a specific correction request, your team sees the thread, and reminders run again ahead of each expiration.

One register for every vendor and building

Status is a single word per vendor, backed by the document that proves it. Filter by building, trade or expiry date, and hand the board a report they can read in a minute.

  • Compliant

    Every field matches your requirement for that trade.

  • Needs a correction

    A limit, date or endorsement falls short, and the request has already gone out.

  • Expiring

    The policy lapses inside your alert window, with the renewal request on its way.

Maple Court Condominium

42 vendors

Sample

  • Northside Plumbing

    Plumbing: general liability, auto, workers’ comp

    Waiver requested

  • Harborview Roofing

    Roofing: umbrella required by contract

    Umbrella short

  • Elm Street Landscaping

    Grounds: policy renews each March

    Compliant

  • Cascade Elevator

    Elevator: waiver of subrogation required

    Endorsement requested

  • Brightline Janitorial

    Janitorial: renews in 18 days

    Expiring
Reviewed today4 need attention

Vendor COI tracking, answered

What is a certificate of insurance (COI)?
A certificate of insurance is a one-page summary, usually an ACORD 25, that a vendor’s insurer issues to show the coverages in force: general liability, workers’ compensation, auto and umbrella, with the limits, policy period, certificate holder and any additional insured endorsement. It is evidence of coverage at the moment it was issued, which is why the dates and endorsements matter as much as the limits.
What should a vendor certificate of insurance include for a condo or HOA building?
The vendor’s legal name matching the contract, the association and managing agent as certificate holder, general liability limits at or above your threshold, workers’ compensation at statutory limits, commercial auto where vehicles come on site, an additional insured endorsement naming the association, a waiver of subrogation where your contract requires it, and a description of operations that matches the work being performed.
What is the difference between a certificate holder and an additional insured?
A certificate holder is the party the certificate is issued to for information. An additional insured is a party granted coverage under the vendor’s policy, and that status comes from a policy endorsement or the policy wording itself, not from the certificate. A building listed only as certificate holder carries no additional protection, which is why myNIME asks for the endorsement page as well.
What is a waiver of subrogation, and why does the association request one?
A waiver of subrogation prevents a vendor’s insurer from pursuing the association to recover what it paid out on a claim. Associations request it for the same reason they request additional insured status: both limit how a vendor-related loss reaches the building’s own insurance program.
How often do vendor certificates need to be re-checked?
Every certificate has its own expiration, so vendor policies in a portfolio rarely share a renewal date. myNIME tracks each one separately, starts renewal reminders inside the alert window you set, and keeps the previous certificate on file so the coverage history stays intact.
What happens when a vendor sends a certificate that falls short?
The certificate is stored, the shortfall is named on the vendor record, and a correction request goes to the vendor and their agent with the specific requirement quoted. Your team sees the thread and the deadline, and the vendor’s status stays open until a compliant document arrives.
Can vendors send certificates without an account?
Yes. Vendors and their agents receive a secure link by email, or forward the certificate to the building’s myNIME address. There is no portal to learn and no password to manage on their side.
Does myNIME work with our broker and property management system?
myNIME works alongside your broker, who continues to place coverage and advise the board, and it gives them a live view of vendor compliance across the buildings you share. Vendor lists and unit rosters can be imported from a spreadsheet, and the register keeps each certificate filed under the building it belongs to.
How long does it take to move a portfolio onto myNIME?
Most teams are running inside a week. You import the vendor list, set requirements by trade, and myNIME requests the missing certificates from every vendor. Certificates already on file are read and filed in the same pass.
Can the board see vendor compliance without asking the manager?
Board members receive a coverage summary on a schedule you set, showing which vendors are compliant, which need a correction and which renew next. Access is role-based, and every change carries an audit trail.

Bring your documents.
Watch all four workflows run.

A 30-minute walkthrough on your own portfolio: one vendor certificate read, one unit policy filed, one renewal timeline mapped, and one claim traced from report to reserve.

Book a DemoNo setup work before the call.
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