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Every subcontractor has one status, decided by the findings from their latest check. There are three verdicts (Compliant, Needs review, Non-compliant) and two further statuses (Expiring soon, No certificate).

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How the status is decided

Findings have four severities, shown as badges on the vendor’s page: The worst severity wins, in this order: Critical, then Cannot verify, then Warning. So a subcontractor with one short limit and one unverifiable endorsement is Non-compliant; fix the limit and they become Needs review. Needs review outranks Expiring soon because an open question about cover today is more urgent than a date that has not arrived.

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What a finding shows

On the vendor’s page, the card Why this vendor is not cleared (or What needs renewing for an expiring vendor) lists each finding with:
  • a sentence saying what is wrong and why, for example “General Liability aggregate limit of $1,000,000 is below the required $2,000,000.”;
  • Required: the figure or condition the template asks for;
  • On file: what the certificate provided.
The sentences are written so they can be forwarded to a broker as they stand. The full list, one per finding type, is in Every finding explained. When nothing is outstanding, the card reads Nothing outstanding: “This vendor satisfies every requirement on their assigned template. They are cleared to work.”

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When checks run

A subcontractor is checked again:
  • when a certificate is recorded, the vendor is edited, or their template changes;
  • when you choose Re-check on the vendor’s page, or Re-check all on the dashboard;
  • when a template they use is edited, or you change the time zone or warning window;
  • on the hourly sweep, so an expiry takes effect on the day it happens.
Dates are judged by the calendar day in your organization’s time zone (Settings → Organisation or Settings → Renewal chasing). A policy is expired on its expiry date: policies run from 12:01 a.m. to 12:01 a.m., so the expiry date itself has no cover.

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Changing the warning window

Settings → Renewal chasing → Warn me this many days before expiry sets the window for Expiring soon, from 1 to 180 days. The default is 30. Changing it re-checks every subcontractor. It does not change when chase emails are sent; see How chasing works.