Skip to main content
Subcontractors never need a WatchMyCover account. Everything they receive is an ordinary email in your company’s name, and everything they send back goes through a private link or a reply. If a subcontractor asks what the emails are, send them For subcontractors.

​
The chase email

A plain-text email, signed with your organization’s name, addressed to the vendor’s contact with their insurance agent copied. A renewal email reads like this:
The gap and document emails list exactly what is needed, using the finding’s own sentence, such as “General Liability aggregate limit of $1,000,000 is below the required $2,000,000.” The overdue email says that until a current certificate is on file, the subcontractor cannot be treated as approved for site access. Every email carries its own private upload link, valid for 60 days. You can read the full text of any email, before or after it is sent, under Reminders. The link itself is not stored, so a stored copy shows “[a private upload link, sent in the email and not stored]” in its place.

​
The upload page

The link opens a single page headed “Send the certificate of insurance for vendor”, under your company’s name. It says when the link stops working. It asks for one file:
  • PDF, PNG or JPEG, up to 10 MB.
  • One file at a time. After sending, the subcontractor can choose Send another certificate, for example when general liability and workers’ compensation come as separate documents.
  • No account, no password, nothing else to fill in.
The page accepts a file and nothing else. It shows nothing about your other vendors, no coverage figures and no findings. The file’s type is checked from its contents, not its name. If the subcontractor prefers, they can reply to the email with the PDF attached. The reply goes to your Replies go to address, and someone on your team records it.

​
After they send a file

  1. The page confirms: “Received. Thank you.” and explains that you will read it and check it.
  2. The subcontractor gets a receipt by email: “Received: your certificate for your company”. It says someone will read it, and that reminders are paused while it is reviewed. Replies go to your reply-to address.
  3. You get an email, “vendor sent a certificate”, at your reply-to address (or the owner’s), with a link to the vendor’s page. This is sent even when chasing is off.
  4. The file appears under Documents on file on the vendor’s page, marked Not read yet, and in Certificates just in on the dashboard.
  5. Chasing for that vendor pauses until someone reads it. See Pauses, and when chasing stops.
Nothing in the register changes on its own. WatchMyCover stores the document and waits for someone to record what it says. Choose Record it beside the document, or Mark read if it is not a certificate to record.

​
The confirmation

When a renewal is recorded and the vendor becomes Compliant, a subcontractor who was chased in the last 120 days receives “On file: vendor’s certificate meets your company’s requirements”, with their broker copied. It thanks them, gives the date of the next renewal you will ask about, and says nothing else is needed. It is only sent when chasing is on. You can also give a subcontractor a link by hand, for example on the phone. On the vendor’s page, under Documents on file, choose Get an upload link. The link works for 30 days, needs no account, and can only accept a file. Copy link, or Email it to open a pre-written email in your own mail program. A link stops working when it expires, when the vendor is archived, or if your account is canceled. Each link accepts up to 20 files.