Adding a certificate of insurance

  • Updated

The Certificate of Insurance (COI) feature in FareHarbor Desk helps ensure vendor insurance compliance by allowing users to upload insurance documents and track expiration dates. This feature helps businesses maintain awareness of vendor insurance coverage, reducing potential liability while allowing flexibility when needed.

Uploading a Certificate of Insurance

To add a COI PDF for a vendor in FareHarbor Desk:

  1. Click Manage in the Desk Dashboard navigation.
  2. Select Vendors from the dropdown menu.
  3. Choose an existing vendor from the Select a vendor dropdown, or click Add new vendor.
  4. Upload the vendor’s certificate of insurance under Certificate of insurance.
  5. Select the expiration date using the date selector.
  6. Click Save.

Important information

  • Insurance status indicators: Desk flags expired insurance in product and vendor search for improved visibility.
  • Voucher warnings: If a voucher is created outside the insured period, Desk displays a warning.
  • Booking acknowledgment: Bookings can still be completed outside the insured period, but users must acknowledge the risk to proceed.

Adding COI restrictions

Expired certificates of insurance expose your business to potential risk and liability. Enabling COI restrictions prevents users from confirming a voucher if the vendor’s Certificate of Insurance has expired.

To enable COI restrictions: 

  1. Click Settings in your FareHarbor Desk Dashboard.
  2. Select Company Settings from the Settings dropdown menu.
  3. Under Certificate of Insurance, check the COI restrictions box. 
  4. Click Save. 

Once COI restrictions are enabled, a warning will appear during voucher creation if the COI for a selected vendor expires before the activity date: