SiteSquare for Agencies
Insurance compliance for every contract, permit and department.
SiteSquare tracks certificates of insurance for cities, counties and districts: it reads each certificate, checks it against the agency's contract requirements, and chases renewals. A person on your staff confirms every result, and every step is on the record.
- Code applies your rules; a person confirms
- Every action in an audit trail
- Designed to WCAG 2.1 AA
What it does
Contracts, permits and events
Each agreement carries its own reference number, dates and insurance requirements — and a permit or event must be covered for its whole period, not just today.
Departments that own their work
Public Works, Parks, Facilities: each sees and manages its own contractors, while Risk sees the whole agency in one table.
Records you can stand behind
Nothing turns green without a person. Waivers carry a reason and an end date. Every decision is logged for an audit, a claim or a records request.
Built around how an agency actually works
The contract is where requirements live, the department is who owns the work, and the record is what you hand an auditor.
Every contract, permit and event, checked on its own terms
One contractor can work under three agreements with three sets of requirements. SiteSquare judges each one separately and shows the vendor's overall status as the worst of them.
- Contracts, purchase orders, permits, special events and facility rentals
- Your reference numbers, dates and department on every record
- Import your contract list from a spreadsheet, matched by name
- A vendor is only clear when every active agreement is satisfied
- Every status says why: which coverage, how far short, for which contract
Catch the policy that lapses halfway through the event
A certificate that is valid today can still leave a five-day festival uninsured on its last day. For permits, events and facility rentals, SiteSquare checks the whole period.
- Coverage must start by day one and last to the final day
- Each gap is named: which coverage, which date, which event
- One button asks the vendor for an updated certificate, after you confirm
- Waivers apply to one agreement only, with a reason and an end date
Departments own their contractors; Risk sees everything
Department staff add and manage the contractors they hire; owners and admins keep the risk decisions — waivers, requirements, who belongs where.
- Assign staff to departments; they manage that department’s vendors
- A department switcher focuses every list and the home page
- Invite colleagues; roles for owners, admins and members
- Read-only access for auditors, council staff and department heads
Reports for council, auditors and department heads
The list a risk manager checks every Monday becomes a saved view that arrives in their inbox — and the same view prints cleanly for a staff report.
- Save any filtered list as a view, private or shared with the agency
- Weekly or monthly email to your team, with the list attached
- Print or save as PDF, with your agency’s name and page numbers
An audit trail for every decision
When a claim comes in or a records request arrives, the history is already written down — what was required, what was on file, and who decided.
- Confirmations, waivers, changes and deletions, with who and when
- Append-only at the database: entries cannot be edited
- Reminders to contractors at 30, 14, 7 and 1 day before expiry, all logged
What gets checked
Every certificate is checked by code against your requirements, the same way every time. Each shortfall is named, so the contractor and their broker know exactly what to fix.
- No certificate on file
- A required coverage is missing
- Expired
- Expiring soon
- Not yet in effect
- A limit below your minimum
- Additional insured missing
- Waiver of subrogation missing
- Primary and non-contributory missing
- Certificate holder doesn't match
- A required document is missing
- A required document has expired
- Coverage starts after a contract, permit or event begins
- Coverage ends before a contract, permit or event ends
- Not yet confirmed by a person
PDFs are also inspected for signs of editing, as a flag for your reviewer. Photos get no such check.
California contractor licenses are checked too: status, classification and workers' compensation against the state board's list every day. A change is flagged for your staff; nothing is approved automatically.
The same record on an iPhone or Android phone
Inspectors and department staff check who is clear to work and clear the review queue from the field, with the same rules and the same audit trail as the desk.
Who is clear, at a glance
Every vendor's status, and what is waiting for a person to review.
Insurer ratings, recorded at review
Contracts often require an insurer rated “A- VII or better” by A.M. Best. That rating isn't printed on a certificate, so the reviewer looks it up and enters it, and SiteSquare shows at once whether it meets the requirement.
Emailed certificates, linked by a person
A certificate that matched no vendor is linked by someone on staff. A matching name is shown as a suggestion, never applied.
Taking it to council or your board?
Here is the case in the shape of a staff report.
- Background
- Agency contracts, permits and facility-use agreements require insurance naming the agency as an additional insured. Certificates arrive by email in many formats and are tracked in spreadsheets, so a lapse is often found only after a claim.
- What it does
- Contractors send certificates to the agency's own address or a secure upload link, with no account to create. SiteSquare reads each certificate, checks it against each agreement's requirements and dates, and reminds the contractor before coverage expires. Departments manage their own contractors.
- Controls
- Nothing is marked compliant until staff confirm it. Confirmations, waivers and deletions are written to an audit log that cannot be edited, and every waiver carries a reason and an end date.
- Fiscal impact
- From $4,800 a year, invoiced, with purchase orders accepted — under most informal bid thresholds. Ask for a quote.
- Recommended action
- Approve a one-year subscription to SiteSquare for certificate of insurance tracking.
Security and accessibility, stated plainly
The software never decides
AI reads the certificate; ordinary code applies your rules; a person confirms. Text inside a document cannot change a result.
Your records, kept apart
Each agency's records are isolated at the database. Where every part of your data is stored, and how it is protected, is on the security page.
Accessible to the public
Contractors upload through a public page, so we design to WCAG 2.1 AA and say exactly where we stand in our accessibility statement.
Free tools
Quick checks anyone can run on a contractor before work starts. No account needed, and the same rules our customers rely on.
Certificate of insurance checker
Upload a certificate and pick the limits you need. See line by line what meets them, what falls short, and what to check yourself. The certificate is not kept.
Try it free →California license check
Type a contractor license number and see what the state board has on file: status, expiry, trades, workers’ compensation and bond.
Try it free →License monitor
Watch up to five licenses. When the state board’s list changes for one — a suspension, a lapsed workers’ comp, an expiry — you get an email.
Try it free →Insurance requirements builder
Answer five questions about a job and get the coverage to require, with sample contract language that says the same thing.
Try it free →SiteSquare in brief
- What it is
- SiteSquare tracks certificates of insurance for cities, counties and districts: it reads each certificate, checks it against the agency's contract requirements, and chases renewals.
- Who decides compliance
- Ordinary code, not AI. AI reads each certificate; code checks it against your requirements, and text inside a document cannot change a result.
- Human review
- Every certificate is confirmed by a person on your staff before it counts as compliant.
- Where data is stored
- The application and background worker: Railway, US West (California). The database, including its backups: Neon on AWS, US West (Oregon), us-west-2. Uploaded certificates and documents: Cloudflare R2, Western North America (WNAM). Your documents are not used to train AI models.
- Accessibility
- Designed to WCAG 2.1 AA, with a published Accessibility Conformance Report.
- Who makes it
- SoloFive LLC, based in Chino Hills, California.
See it with your own contracts
A 30-minute walkthrough using your agency's requirements and a few real certificates.
Contractor or property manager?
SiteSquare also tracks the subcontractors you hire. Start a 30-day free trial, no card needed.