To add insurance information (e.g., insurance policies, insurance certificates, and other supporting documents) for a vendor (i.e., contractor, subcontractor, or other vendor) in the Company level Directory tool.
In Procore, an insurance manager is an internal employee (or multiple employees) at your company who will serve as your organization's primary point of contact(s) for ensuring that the insurance policies for your vendors (e.g., contractors, subcontractors, and other vendors) are in compliance with requirements and that their policy and certificate information is kept up-to-date in Procore. Insurance information for your vendors can be added and maintained in Procore's Company and Project level Directory tools. The responsibilities of an insurance manager include:
- Adding insurance policies to the vendor records in the Directory tool.
- Receiving automated email notifications from Procore about the expiration of vendor insurance policies.
- Updating insurance policy information as it changes.
- Removing insurance information from your vendor records when the information is no longer relevant.
Things to Consider
- Required User Permissions:
- 'Admin' on the Company Directory.
Note: To grant users read only access to view insurance information, see Grant Granular Permissions in a Permission Template.
- 'Admin' on the Company Directory.
- If you want to add an Insurance Provider as a vendor/company in your Company Directory, add the provider first. See Add or Edit a Vendor/Company to the Company Directory.
- If your company has enabled the ERP Integrations tool, the following is also true:
- The Vendor Insurance from Sage 300 CRE® will be synced with Procore's insurance: Insurance Type (e.g., General, Automotive, Umbrella, and Worker's), Effective Date, Expiration Date, Limit Amount, Name, and Policy Number.
- Additional Information:
- Updates to a vendor's insurance record are listed in the Change History tab.
- Follow the steps below only when you want to add global insurance (a.k.a., "company insurance") to the company record.
- If you want to add project insurance to a vendor record, you must do that in the Project Directory. See Add Project Insurance to a Company Record in the Project Directory
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Add Insurance Information for a Vendor
- Navigate to the company's Directory tool.
- Click Companies.
- Locate the desired company in the list. Then click Edit.
Note: If the company record does not exist, you must add it first. See Add or Edit a Vendor/Company to the Company Directory.
- In the vendor's record, click the Insurance tab.
- Click Add Company Insurance.
- In the Add Insurance to
Insurance Information (Global)page, complete the following:
Type. Enter the type of insurance coverage (e.g., General Liability, Umbrella/Excess Liability, Builder's Risk, Professional Liability, Pollution Coverage, and so on).
Insurance Provider. Input the insurance carrier's name exactly as it appears on the insurance certificate.
Policy Number. Type the full policy number exactly as it appears on your certificate.
Exempt. If the company for which you are entering insurance information holds a certificate or affidavit of exemption, mark this checkbox (e.g., Workers' Compensation).
Limit Amount: Enter the limit amount for the insurance in this box (e.g., If the your combined single limit amount is two million dollars, enter 2,000,000). Note: You can enter up to seventeen (17) characters.
Information Received: Mark this checkbox if you received the complete set of paperwork regarding this insurance.
Effective Date: Enter the effective date as it appears on the certificate.
Expiration Date: Enter the expiration date as it appears on the certificate.
Send Expiration Notification?: Mark this checkbox to have automatic notification emails sent to users designated as insurance managers in your Directory and the vendor's Primary Contacts and Invoice Contacts when the insurance is about to expire. See Who receives notification emails when a vendor's insurance expires?
Status. Select one of Procore's default informational statuses from the drop-down list. See What are the default statuses for insurance in Procore?
- The default status setting when adding new insurance information is set to Compliant. However, it is up to the person performing the data entry to ensure that status setting is accurate. When the insurance expires (based on the data entered in the 'Expiration Date' field), the status automatically changes to Non-Compliant. To change the status, see Update Expiring Insurance for a Vendor in the Company Directory.
- Compliance and registration standards vary between countries, states, cities, and usage must always be governed your organization's standards and requirements.
- Changing a status at a later time will NOT trigger an email notification. Email notifications are only sent to the designated Insurance Manager when triggered by the Expiration Date. When insurance has expired, the status will automatically change to non-complaint. See Designate an Insurance Manager for Your Procore Company.
Attachments: Click the Attach File(s) link or use the Drag-and-Drop File(s) area to add the relevant insurance policy, certificates, and any affidavits here.
- Click Add.
This adds the information as a line item in the vendor's Insurance tab.