Athletic coaches, bus operators, caterers, facilities contractors, field-trip vendors — a school runs on outside help, and your board and insurer expect every one of them to carry current coverage. One lapsed certificate is a gap around students.
3 vendors free · Plans from $29/mo · Setup in 2 minutes · No credit card
The job
The strength coach, the club instructor, the visiting arts specialist — many are contractors, and their liability coverage protects the school if a student is hurt. A lapsed certificate leaves that gap open. Automated 30/14/7-day reminders keep them current.
Whether it’s a chartered bus for games or a field-trip van, the operator’s coverage matters every mile. Track each transportation vendor’s certificate and send a "Request Update" from your name when renewal comes due.
Trustees and carriers reviewing risk will ask whether your vendors are insured. Filter the dashboard by status and export a CSV in seconds — a current list instead of a scramble through the front office inbox.
Typical vendors private schools track
Athletic coaches and activity instructors, bus and transportation contractors, food service, facilities and maintenance contractors, and field-trip vendors. Any outside party working with students or on campus should have a current certificate on file.
Add each as a vendor with their certificate and expiry date. Reminders fire at 30, 14, and 7 days before expiry, and "Request Update" emails them from your name for a renewal. Growth ($59/mo) adds CSV import if you onboard many at the start of a season.
Filter by status and export a CSV — available on every plan, including Free — for a current list of insured vendors. The certificate PDFs stay in private storage behind signed URLs. COI Tracker records and tracks; it doesn’t verify the coverage itself.
Yes. Free tracks up to 3 vendors with CSV export included. As your vendor list grows, Starter is $29/mo and Growth is $59/mo with CSV import for bulk-loading.
Not legal or insurance advice. Verify your specific contract and policy requirements with a licensed broker or attorney.
Go deeper
Checklist
12 items every auditor checks — what to fix before yours does.
Diagnostic
Four breaking points that tell you it’s time to switch.
Free download
14 fields, status formulas, conditional formatting. Email-gated.
Same product, different industries.
3 vendors free, no credit card required. Upgrade only when you outgrow it.