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COI tracking · Country clubs

COI tracking for country clubs

Grounds crews, banquet caterers, and pool and tennis contractors keep the club running. If one is uninsured when a member or guest is hurt, the club and its board are exposed.

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3 vendors free · Plans from $29/mo · Setup in 2 minutes · No credit card

The job

Where this gets hard

A grounds contractor’s lapse pulls an injury onto the club

Course maintenance and landscaping crews run heavy equipment across member areas. If their coverage has lapsed during an incident, the club carries it. Automated reminders keep each certificate current.

Banquets and events multiply the vendors on property

Weddings and member events bring caterers, rental firms, and entertainers onto the grounds. Add each as a vendor, upload the certificate, and filter by status to see who is still covered.

The board and insurer expect documented proof

Club boards and their carriers want evidence that contractors are insured. Export a CSV proof-of-coverage list in one click — on every plan, including Free — for the next board or renewal review.

Typical vendors country clubs track

Examples we see in this dashboard

  • Grounds & golf-course maintenance crews
  • Banquet caterers & event rental firms
  • Pool, tennis & HVAC contractors

How COI Tracker handles it

  1. 1Add each vendor with name, email, certificate type, and expiry date — or bulk-import a spreadsheet on Growth+.
  2. 2Upload the certificate PDF on each row. Files are stored privately and surfaced through short-lived signed URLs.
  3. 3Get reminders 30, 14, and 7 days before each expiry. Click “Request Update” to ping the vendor for the new cert.
Try it with your first 3 vendors free

FAQ — Country clubs

Which club vendors should carry their own insurance?

Grounds and course maintenance, landscapers, banquet caterers, pool and tennis contractors, valet, and HVAC. Add each as a vendor and track the certificate they provide against its expiry date.

How do I chase a vendor whose certificate is expiring?

Click "Request Update" on their row and COI Tracker emails them from your name asking for a current certificate. They reply, you upload the PDF, and the expiry date and reminders refresh.

How do I give the board proof that coverage is current?

Filter the dashboard by status and export the CSV. You get a proof-of-coverage list for the board, treasurer, or insurance broker — CSV export is on every plan, including Free.

What does COI Tracker cost for a club?

The Free plan tracks 3 vendors. Clubs with grounds, food-and-beverage, and event partners usually move to Starter at $29/mo, or Growth at $59/mo which adds CSV import.

Not legal or insurance advice. Verify your specific contract and policy requirements with a licensed broker or attorney.

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