Visitt helps you manage insurance documents for both tenants and vendors. You can:
Upload COI files directly to the system
Set expiration dates for each file
Get reminders when a COI is about to expire
Automatically notify the tenant or vendor when they need to send you a new one
Receive the updated COI file by email from the tenant or vendor, and easily upload it back into the system
1. Start here
In the system, navigate to the Documents section. You’ll see three categories:
General Documents
COI for Tenants
COI for Vendors
2. Adding a COI for a Tenant
Click on the “Tenant COI” tab.
You’ll see a list of all tenants in your property.
Click “Add COI” next to the tenant’s name.
Upload the COI file from your computer.
Select:
Start date of the insurance
Expiration date – you can choose one year ahead or set a custom date
Choose a contact person for renewal – this person will get a reminder before the document expires.
Add any relevant notes.
Click “Create” to save the document.
3. Adding a COI for a Vendor
Click on the “Vendors COI” tab.
You’ll see a list of all vendors – you can also search by name.
Click “Add COI” next to the vendor’s name.
Upload the COI file.
Select:
Start date
Expiration date – one year ahead or a custom date
Enter the vendor’s email address.
Add any notes if needed.
Click “create” to save.
4. How to Renew a COI
When a COI is about to expire, based on the timing you set in the Admin → COI page, the system will open a renewal option for that tenant or vendor.
Here’s how to renew it:
Go to the Documents tab.
Choose either Vendors or Tenants.
Look for the contact whose COI is about to expire — you’ll see a green “Renew COI” button next to their name.
Click Renew COI.
Upload the new COI file.
Set the new Effective Date and Expiration Date.
Make sure the Renewal Contact Email is correct.
Click Create to complete the renewal.
5. Assigning COI Owners
Go to Admin → COI settings, you can assign one or more COI Owners.
These are the people on your team who are responsible for managing COIs. They will:
Receive renewal reminders when a COI is about to expire
Get email replies directly from tenants or vendors when updated COI documents are sent back
6. Setting COI Reminders
To set automated reminders:
Click the Admin button.
Select COI settings.
Choose the COI owners – these are the users who will receive reminders for each stage.
Under Reminders, you can configure:
Before expiration reminder – set how many days in advance to be notified.
After expiration reminder – set a follow-up reminder after the expiration date.
Hit “Save Changes” when you’re done.
Use the dropdown menus to define the timing for each reminder.
⚠️ Note: A renewal reminder will also be sent automatically on the day of expiration, even if no other reminder is set.
🔔 Reminders will be sent to both the COI owners set in the settings page, and the tenant or vendor selected for renewal in the Documents page.
Both parties will receive the same renewal notifications, ensuring nothing slips through the cracks.
What Happens on the Tenant or Vendor Side?
When a tenant or vendor receives the COI reminder email, they can simply reply to the email with the new COI file attached.
That reply goes directly to the COI Owners you set earlier in the Admin settings.
Once received, the COI Owner can open the system, click the Renew COI button, and upload the new file.
7. Set Up and Customize COI Reminder Emails
To check and control the email that gets sent to vendors or tenants when asking for a COI:
Go to Admin.
Click COI at the top.
Choose Vendor COI or Tenant COI.
In this screen, you can:
Click the Preview button to see what the email will look like.
Add your own instructions to the email.
Upload a sample COI requirements file if you want to include it in the email for reference.