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Procore

Update Expiring Insurance for a Vendor in the Company Directory

Objective

To update an expiring insurance policy for a vendor in the Company level Directory.

Background

When a vendor's insurance policy is set to expire in Procore, the system sends your company's Internal Insurance Manager (see Designate an Insurance Manager for Your Procore Company) an automated email notification within two (2) weeks of an insurance policy's expiration date. Procore will send the insurance manager a daily email notification until the expiring information is updated.

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

Steps

  1. In your email Inbox, open the 'Expiring Insurance' email from Procore.
    Note: If a company has expiring global or project insurance, the vendor and insurance information appears in the appropriate section. If an insurance policy is expired, the 'Expiration Date' appears in RED. 


     
  2. Click the View Insurance link.
  3. Choose from these options:
    • If you are logged into Procore, the Insurance subtab of the vendor's record appears in your web browser. Continue with the next step. 
      OR
    • If you are NOT logged into Procore, see Log in to Procore Web. The system reveals the Insurance subtab of the vendor's record. Continue with the next step. 
  4. Choose from these options:
    Note: If you have enabled the ERP Integrations tool for Sage 300 CRE, the following insurance fields in a Procore company record are now locked when Procore's data synced with Sage 300 CRE: Insurance Type (e.g., General, Automotive, Umbrella, and Worker's), Effective DateExpiration DateLimitName, and Policy Number
    • To make a simple edit, you can change the value in any cell with the blue caret symbol. 
      OR
    • To change the status, add an attachment, or enter some notes about the insurance, click Edit. In the window that appears, add or edit the insurance information as needed (Note: To learn about the options in this window, see Add Insurance for a Vendor in the Company Directory). 
  5. Click Save
    You have successfully updated the insurance information. 

See Also

 

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