How Do I Upload My Insurance Certificate?

Uploading an Insurance Certificate

There are three ways to upload your insurance certificate: from the Insurance page, Documents page and from the Reservation Details page. We will go through each option below.

UPLOADING FROM THE INSURANCE PAGE

Uploading from the insurance page is one option for submitting your insurance certificate. If you have multiple reservations within the same district, this will allow you to save time by uploading one certificate for all reservations in the same district. 

Begin by navigating to your Dashboard. On the left hand menu, select Insurance.

In the Insurance page, you will see a "Certificate Upload" box. Here, you may upload one insurance certificate for all the reservations in a district.

UPLOADING FROM THE DOCUMENTS PAGE

Begin by navigating to your Dashboard. On the left hand menu, select Documents. Then select UPLOAD DOCUMENT. 

A pop up window will allow you to: 
Choose your File

Enter your Document Name

Select your Document Type from the drop down menu

Enter an Expiration Date

Select the Organization (or District) to apply the document

UPLOADING FROM THE RESERVATION DETAILS PAGE

You may also upload an insurance certificate to a specific reservation in the reservation details page. You can find the reservation on:

1. the Dashboard
2. the Calendar
3. from a link in a Facilitron confirmation email
4. or you may search for the reservation by using the reservation ID number:

Once you've found your reservation, click on the Reservation ID to open the Reservation Details Page

Click into Insurance and choose "Upload Certificate" to upload your insurance certificate.

So what does a Certificate of Insurance actually look like? We’ve prepared a sample to show you the most important elements:

1. Company Name and Address: legal name and address of the insured entity.
2. Producer/Agent name and address: the insurance Agent/Broker who issues certificates.
3. Carrier names: name of the company that holds your insurance policy. They are responsible for paying when you file a covered claim.
4. Policy type: the types of insurance required by the contract.
5. Policy Effective date: the date the policy coverage begins.
6. Policy expiration date: the date the policy coverage ends.
7. Policy limits: the maximum amount of money an insurance company will pay you for a covered loss.
8. Denotation of additional insured and waiver of subrogation: If another entity is added to your policy as an additional insured, this box can be checked with the entity listed as the Certificate Holder or in the Description box. Similarly, if your insurance company has agreed to waive subrogation against a particular party, the “SUBR WVD” box can be checked with the entity listed as the Certificate Holder or in the Description box.
9. Description box: for extra details such as location, event times, and projects. Any additional insured or waiver of subrogation language can also be included here.
10. Certificate holder: entity for which the evidence of coverage is being provided.
11. Producer’s signature: signature of the Insurance Agent/Broker who issues certificates
12. Additional remarks page: if the description box or amount of policies spills over the 1st page.

You should never edit a COI. If endorsements or additional insurance are required, always request a new policy from your agent or broker.

Additional Samples of Certificates of Insurance (COI) : 

Please follow the guidelines below to ensure that your Certificate of Insurance (COI) is acceptable:

1. Do not upload policy declaration pages (images 1-6)

2. Do not upload screenshots or photos of physical documents (images 7-8)

3. Do not upload the same Certificate of Insurance (COI) more than once in each District in which you are renting. Revised Certificates should be re-uploaded each time a revision is made to the document.

4. Please combine all Certificate of Insurance (COI) subpages into one PDF document prior to uploading (for example, if separate Additional Insured (AI) endorsement is required, insert the separate AI endorsement page into the main Certificate of Insurance (COI) PDF file).

IMAGES 1-6 (Not acceptable forms of Insurance) :

IMAGES 7-8 (Not acceptable documents of Insurance) :

What happens if my Certificate of Insurance (COI) does not meet requirements?

If your Certificate of Insurance (COI) is found to be invalid or missing requirements, you will receive an email from our Support team upon review & invalidation regarding the exact changes required in order for your insurance to be accepted by the District.