The Dashboard gives you a real-time snapshot of your entire compliance program. KPI tiles show how many vendors are compliant, expiring, expired, or missing documents. The override request queue shows pending approval requests from your team. Recent activity shows the latest events across all instances.

The Pipeline is your main workspace. Each row represents one vendor, tenant, subcontractor, or event. Use the lane tabs to navigate between Main, Recommended Suspension, Suspended, and Archived. Use the type filters to view only Vendors, Tenants, Subcontractors, or Events. Click any row to open the detail drawer and view coverages, documents, and outreach history. The 🗂 button archives an instance and the ♻️ button restores it.

Presets define the insurance requirements for a category of vendor or project. Create a preset with a name, type, and the specific coverage lines required (GL, WC, Auto, etc.). When you create a new compliance instance, you select a preset — the instance inherits those requirements and is evaluated against them. You can have unlimited presets.

The Admin Panel is only visible to administrators. Use the Companies tab to manage the organizations in your system — each gets a unique 9-digit ID. Use the Users tab to create accounts, assign users to companies, set roles (admin, agent, viewer), and generate temporary login credentials. Users with the "must change password" flag will be prompted to update their password on first login.

Connect your Microsoft Outlook account to automate email workflows. Once connected, COITrack will scan your inbox every 20 minutes for COI PDF attachments. When a COI is found, AI extracts the company name, coverage types, limits, and expiry dates, then automatically matches it to the correct vendor in your pipeline. Reminder emails are sent to vendors through your Outlook account — either saved to Drafts for your review, or sent automatically depending on your send mode setting.

The AI Agent (chat bubble in the bottom right) is your compliance assistant. Ask it questions like "which vendors expire this month?", "who needs a reminder?", or "give me a full compliance summary." It has full visibility into your pipeline and can generate upload links, identify at-risk vendors, and help you draft outreach messages. Each user's agent only sees their own data.

Every compliance instance has a unique, permanent upload link. Send this link to your vendor and they can upload their COI directly — no login required. The upload page shows them exactly what coverages are required. Once uploaded, COITrack processes the document and updates the compliance status automatically.

The Messages system allows you to communicate directly with the COITrack administrator. Click your username in the top right and select Messages, or click the button below. Admins can message any user in the system. All conversations are private and one-on-one.