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Set Up Tenant COI Requirements and Validate COIs

Learn how to configure Tenant COI requirements, validate certificates of insurance, and manage compliance within Visitt.

Written by Zach Kahan

What is a Certificate of Insurance (COI)?

A Certificate of Insurance (COI) is a document issued by an insurance provider that confirms a tenant has active insurance coverage and lists the coverage types and limits.

Property managers collect COIs to verify that tenants meet the property's insurance standards before or during their lease. Keeping COIs up to date helps reduce liability risk and support compliance across your portfolio.

Before You Begin

To set up Tenant COI requirements or validate COIs, you must have one of the following permissions:

Role

Can set requirements

Can upload and validate COIs

Admin

✅

✅

Manager + COI Owner

✅

✅

Manager (view only)

❌

❌

📌 Note: The features and options available to you may vary depending on your role, permissions, enabled features, and property configuration.

What are tenant COI requirements?

COI requirements define the minimum insurance coverage a tenant must maintain. When a COI is uploaded, Visitt can automatically compare the certificate against the saved requirements to help determine compliance.

Requirements can be configured in two ways:

  • Property-Level Requirements - A single set of requirements applied across the entire property. All tenants automatically inherit these requirements by default.

  • Custom Requirements - Requirements configured individually for a specific tenant when their insurance needs differ from the property standard.

💡 Tip: Property-level requirements are the recommended starting point. If most tenants share the same insurance standards, configure requirements once at the property level and only create custom requirements when needed.

In this article

  • Set Property-Level COI Requirements

  • Set Custom Tenant Requirements

  • Upload and Validate a Tenant COI

  • Remove COI Requirements

  • FAQ

Set Property-Level COI Requirements

Property-level requirements apply automatically to all tenants within a property and serve as the default validation criteria for uploaded COIs.

Create Property-Level Requirements

  1. Navigate to Settings from the sidebar.

    1. Global Admin: Select the Property tab.

  2. Click COI.

  3. Select Tenant COI.

  4. Scroll to the Property-Level COI Requirements section.

  5. Click Upload Requirements to extract requirements from a PDF using AI, or click Enter Manually to add requirements yourself.

    1. If uploading a PDF, select the requirements document and allow the AI to extract the coverage details.

    2. If entering manually: click through the various dropdowns and fill in all applicable information.

  6. Review the extracted or manually entered information.

  7. Click Confirm Requirements.

📌 Note: When entering property-level requirements manually, Certificate Holder is the only required field under General Information.

📌 Note: AI extraction works best with PDFs that are fewer than 2 pages.

📌 Note: Creating property-level requirements does not automatically apply them to all tenants. Each tenant must be individually configured to use Property-Level Requirements from their COI tab. Once enabled, the tenant will remain linked to the property's requirements and will automatically receive any future updates made to them.

Enable Property-Level Requirements for a Tenant

Once property-level requirements have been created, they must be enabled for each tenant that should use them.

  1. Navigate to Tenants and open the tenant's profile.

  2. Click the COI tab.

  3. Locate the COI Requirements section.

  4. Turn on Use Property-Level Requirements.

📌 Note: Tenants that are using property-level requirements remain linked to the property's requirements. If the property-level requirements are updated in the future, those changes automatically apply to all tenants using them.

📌 Note: There is currently no bulk action available to apply property-level requirements to multiple tenants at once. The setting must be enabled individually for each tenant.

Set Custom Tenant Requirements

If a tenant requires different insurance standards than the property's default requirements, you can configure custom requirements for that tenant at any time.

Switch a Tenant to Custom Requirements

  1. Navigate to Tenants and open the tenant's profile.

  2. Select the COI tab.

  3. Locate the COI Requirements section.

  4. Turn off the Property-Level Requirements toggle.

  5. Confirm the action when prompted.

💡 When you change requirements for a tenant, you will be prompted to either revalidate or keep the current COI status unchanged. If you select revalidate, the COI will be re-validated against the new requirements and switch to Pending — the COI owner will then need to mark it as Compliant or Pending manually.

Manage Custom Requirements

When a tenant is switched from property-level requirements to custom requirements, Visitt automatically creates a tenant-specific copy of the current property-level requirements. This allows you to use the existing requirements as a starting point and make tenant-specific adjustments as needed.

Edit Custom Requirements

  1. Go to Tenants and open the tenant's profile.

  2. Click the COI tab.

  3. In the COI Requirements section, click View Requirements.

  4. Review the existing requirements.

  5. Update the coverage fields and validation criteria as needed.

  6. Click Save Requirements.

📌 Note: When custom requirements are enabled, Visitt automatically copies the property's current requirements to the tenant. This is why you are taken directly to the Requirements Template page instead of seeing the Upload Requirements or Enter Manually options.

📌 Note: Changes made to a tenant's custom requirements do not affect the property's requirements or any other tenants.

💡 Tip: When requirements are changed, you can choose to either revalidate the tenant's current COI or keep the existing status unchanged. If you choose to revalidate, the COI status will change to Pending until it is reviewed again.

Create a New Custom Requirements Set

If you'd like to replace the copied requirements with a completely new set:

  1. Open the tenant's COI tab.

  2. Click View Requirements.

  3. Remove the existing custom requirements.

  4. Create a new requirements set using either:

    • Upload Requirements (AI extraction), or

    • Enter Manually.

  5. Be sure to complete the Insured field under General Information.

  6. Save or confirm the requirements.

📌 Note: The Upload Requirements and Enter Manually options are only available when the tenant does not already have a custom requirements record.

📌 Note: When creating a new custom requirements set, the Insured field under General Information is required. The requirements cannot be saved until this field is completed.

View or Edit Custom Requirements

  1. Click View Requirements in the tenant's COI section.

  2. The Edit COI Requirements window opens.

  3. Make the desired changes.

  4. Click Save Requirements.

Upload and Validate a Tenant COI

Once requirements have been configured, uploaded COIs can be reviewed against the active property-level or custom requirements.

  1. Open the tenant's profile and select the COI tab.

  2. Click Renew COI.

  3. Upload the COI document.

  4. Click Add and Review COI.

  5. Review the validation results.

  6. After reviewing the COI, click Mark as Compliant, Mark as Non-Compliant, or Mark as Pending to update the COI's status.

The COI is saved to the tenant's record and its status updates accordingly.

📌 Note: If no requirements exist for the tenant, automatic validation will not occur. You can still upload the certificate and manually assign a status.

Remove COI Requirements

Use this option when requirements are no longer needed.

⚠️ Important: Removing requirements only deletes the validation criteria. Existing COIs remain attached to the tenant record and are not automatically revalidated.

  1. Click View Requirements in the COI Requirements section.

  2. In the Edit COI Requirements window, click Remove Requirements.

  3. Confirm the action in the following pop-up window.

The requirements are removed and future uploads will no longer be validated against them until new requirements are configured.

FAQ

  • Do I need to set requirements for each tenant individually?

    • No. Property-level requirements only need to be created once per property. However, each tenant must be individually configured to use Property-Level Requirements from their COI tab. Once enabled, the tenant remains linked to the property's requirements and automatically receives any future updates made to them.

      • NOTE: There is currently no bulk action available to apply property-level requirements to multiple tenants at once.

  • Can I leave fields blank in the requirements template?

    • Most fields are optional and can be left blank if they do not apply. However:

      • For property-level requirements, the Certificate Holder field is required.

      • For a new custom requirements set, the Insured field is required.

      Additional coverage limits, coverage types, and validation criteria can be completed as needed.

  • What happens when I switch a tenant from property-level requirements to custom requirements?

    • When you switch a tenant to custom requirements, Visitt automatically creates a tenant-specific copy of the current property-level requirements. You can then review and modify those requirements without affecting the property's requirements or any other tenants.

    • You will also be prompted to either revalidate the tenant's current COI or keep the existing status unchanged.

  • What does "Pending" status mean?

    • A COI marked as Pending requires manual review and has not yet been confirmed as compliant.

    • This status may also be applied automatically when requirements are updated and you choose to revalidate an existing COI.

  • Can I change a COI’s status after marking it as Compliant or Non-Compliant?

    • Yes. Marking a COI as Compliant or Non-Compliant is a manual review action, and you can update the status as needed.

    • The only exception is an expired COI. Once a COI passes its expiration date, it is automatically treated as Non-Compliant and can no longer be manually approved.

  • Can I undo a requirements change after confirming?

    • No. Once requirements have been saved or confirmed, the change cannot be undone. Review your updates carefully before confirming them.

    • This restriction applies only to the requirements themselves. A COI's Compliant or Non-Compliant status can still be changed at any time (unless the COI has expired).

  • Can I replace a tenant's custom requirements with a new AI-uploaded requirements document?

    • Yes. However, the Upload Requirements and Enter Manually options are only available when the tenant does not already have a custom requirements record.

    • If custom requirements already exist, remove the current requirements first. You can then create a new set using AI extraction or manual entry.

Thanks for reading! For additional information about Tenant COIs and compliance tracking, explore the related articles below. If you need further assistance, our Support Team is happy to help.

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