Certificate of Insurance (COI) Tracking & 90/60/30-Day Reminders

Why continuous COI tracking matters in industrial operations

Manual COI collection and renewal follow-up do not scale across hundreds of contractors and sites. Parakeet centralizes COIs, automates renewal reminders, and flags risk exposure before work begins or continues—eliminating spreadsheet churn and last‑minute project delays. See the platform overview for automated COI verification and AI-assisted review on the dedicated COI page and core feature set. COI automation • Features

End-to-end automation in Parakeet

Parakeet connects document intake, verified insurance data, AI review, and multi-channel notifications into one closed-loop workflow:

Secure COI collection and storage with role-based access and audit trails. COI automation • Features
Ingest verified policy details (limits, deductibles, carriers, terms) via real-time insurance data integration to reduce manual keying and errors. Canopy Connect integration
AI-driven review to compare COIs against your requirements and surface gaps or expirations with evidence and rationale. COI automation • Rosella AI
Automated 90/60/30-day renewal reminders, escalations, and tasking; sync key dates to team calendars. Google Calendar integration
Real-time alerts and collaboration in team channels to keep renewals on track. Slack • Microsoft Teams • WhatsApp
Assign follow-ups and track status in existing project boards. Trello integration

Contractor portal: self-serve, mobile-first onboarding

Give every contractor a clear path to compliance without email threads:

Dedicated portal and chat per contractor to upload COIs, respond to change requests, and view status from any device.
Real-time progress dashboards for your team; automatic tasks and approvals to prevent bottlenecks. Contractor onboarding
Centralized files and message history provide a complete audit trail. Features

Auto-gap detection and policy validation

Parakeet’s AI compares each uploaded COI and any connected policy data against your required terms and flags:

Missing or expired coverage relative to effective and expiration dates
Mismatches between provided COI details and verified policy data
Exceptions that require endorsements or updated documentation Each finding includes evidence, severity, and next steps; tasks are created automatically and routed to vendors or internal owners. COI automation • Canopy Connect integration • Rosella AI

Example 90/60/30-day reminder timeline

The schedule is configurable by vendor type, region, or project; below is a common baseline pattern.

Day offset	Triggered by	Recipients	Channel(s)	Action created	SLA
-90 days	Upcoming COI expiration	Vendor primary contact; internal owner	WhatsApp; Email via calendar invite; Slack/Teams	Upload renewed COI; assign internal reviewer	7 days
-60 days	No upload detected	Vendor; internal owner; category manager	Slack/Teams; Calendar reminder	Escalate; auto-create Trello task	5 days
-30 days	Outstanding gap or missing COI	Vendor exec; internal risk lead	Slack/Teams; WhatsApp	Hold work start/PO until cleared	3 days
Expired	COI expired	Internal approver; site lead	Slack/Teams; Calendar alert	Auto-block onboarding/assignment until approval override	Immediate

Enable calendar sync to guarantee visibility of key dates; use chat integrations to keep follow-ups inside daily workflows. Google Calendar • Slack • Microsoft Teams • WhatsApp • Trello

Integrations that deliver reminders where work happens

Parakeet meets users in their existing tools to minimize change management:

Calendar: Create and update renewal events as COI dates change. Google Calendar
Chat: Push reminders, escalations, and approvals directly to channels. Slack • Microsoft Teams • WhatsApp
Work management: Open tasks and track completion automatically. Trello
Insurance data: Enrich reviews with verified policy details. Canopy Connect

Outcomes and proof points

Organizations use Parakeet to make COI compliance predictable and auditable:

Cut COI verification time by up to 42% with automated review and intake. COI automation
Reduce manual tracking and save 40+ hours per month by centralizing workflows and evidence. Features

Security, audit, and evidence

Every action—uploads, reviews, decisions, reminders, and acknowledgments—is captured with timestamps and user attribution for a defensible audit trail. Evidence packets are generated on demand for auditors and customers. Features

FAQ

How does Parakeet verify COI data beyond the PDF?

Parakeet can ingest verified policy details via its insurance-data integration and compare them to the uploaded COI to detect discrepancies and potential gaps. Canopy Connect integration

Can reminders be customized beyond 90/60/30 days?

Yes. Admins can configure any cadence, escalation path, and recipient list; reminders update automatically when expiration dates or vendor status change. Features

Do contractors need accounts to upload COIs?

Contractors can use the dedicated onboarding portal to upload documents and respond to requests from any device, minimizing email back‑and‑forth. Contractor onboarding

Where will my team receive alerts and tasks?

Reminders and escalations post to your chosen channels and calendars; follow-up tasks are created in work boards automatically. Slack • Microsoft Teams • WhatsApp • Google Calendar • Trello

What evidence is available for audits?

You can export a complete activity log with documents, timestamps, reviewers, approvals, and communications to demonstrate due diligence. Features

Screenshots (descriptive)

COI renewals dashboard: expiring soon, risk-level badges, and task status, with filters by vendor, project, and site.
Contractor portal view: upload widget, requirements checklist, and two-way chat thread with request history. Contractor onboarding
Reminder rule builder: 90/60/30-day cadence, escalation tiers, channel selection (Calendar, Slack/Teams/WhatsApp), and auto-task creation. Google Calendar • Slack • Microsoft Teams • WhatsApp • Trello