Managing COI Expirations

COI renewals can creep up and expose your company to high levels of insurance risk. The Jones Procore integration helps construction teams improve their COI renewal process.

Jones automated COI renewal emails

Jones can send out a series of automated emails before the earliest policy in a subcontractor’s COI is set to expire.

These emails are optional and can be toggled on or off by your customer success manager. If you choose to have this setting toggled on, here’s the series of emails that you and the subcontractor will receive:

• 30 days before expiration: subcontractor receives an email
• 14 days before expiration: subcontractor receives an email
• 7 days before expiration: subcontractor and the Jones customer receive an email
• On the same day of expiration: subcontractor and Jones customer each receive separate emails about this expiring record

Here’s an example of the automated COI renewal emails:

As you can see, these emails are custom-branded with your company logo so subcontractors won’t think these emails are spam. There’s also a no-login link which makes it easy for subcontractors to simply upload new insurance documents. Learn more in our blog post about how a combination of all these capabilities helps prevent expired COIs from falling through the cracks.

Viewing COI expiration dates

Jones enables your team to view subcontractor COI expiration dates directly in Procore, as well as the ability to see specific policy expiration dates. You can also view the expiration dates of all your subcontractor COIs that are set to expire each month with Jones Analytics. Learn more in our blog post here.

If you need to see a subcontractor’s COI expiration date

Viewing a subcontractor’s COI expiration date is very straightforward with the Jones Procore integration. Simply open up the Jones app in Procore within a global or project-level view. In the "Request COIs" tab, you’ll be able to clearly see each subcontractor’s COI expiration date in the main table.

If you need to see the specific expiration dates of policies within a subcontractor’s COI

You can view the expiration dates of each specific policy within a subcontractor’s COI directly in Procore by looking up the company in the project or company directory.

Simply select a company in the directory under "Users" or "Companies" and click on the "Insurance" tab in their profile. From here, you’ll be able to see compliance information about each policy reviewed by Jones, including expiration dates.

Plan subcontractor COI expirations on a monthly basis

Jones Analytics offers many different charts that your team can use for managing compliance, including a breakdown of which records will be expiring each month.

All Jones users have access to this chart, but not within Procore. Login to your Jones account at www.app.getjones.com to access this chart to know which COIs are expiring every month on a project-by-project basis. Learn more about how your team can make the most of capacity planning and drill into data to plan accordingly in our blog post here.

Dealing with COIs that have already expired

If a subcontractor’s COI has already expired, you’ll need to log in to Jones and request a new COI. Simply navigate to the record and click the "Request New COI" button.

The subcontractor will then receive an email to upload new insurance documents.