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Every agency writes insurance requirements into its contracts, permits and facility rentals. SiteSquare keeps them where they belong: on the agreement.

Start with a set of requirements. Here's the standard set for public works: general liability at one million per occurrence and two million aggregate, automobile liability, workers' compensation, the city named as additional insured, a waiver of subrogation, and an insurer rated A-minus seven or better. A performance bond can be required too.

Have a contract with its own insurance section? Upload it, and SiteSquare reads the requirements into a proposed set. Nothing is saved until you've checked it and confirmed it.

Then each contract, purchase order, permit, special event and facility rental carries its own reference number, dates, department and requirements. A vendor with three agreements is judged against all three, and its status is the worst of them.

Permits and events have one more check. A policy has to cover the whole period — a certificate that expires halfway through a fair is flagged before the gates open, not after.

Certificates reach you three ways, and they all land in the same place.

Every agency gets its own email address. Vendors and brokers send certificates there, attachments and all, and each one is read automatically.

Or send the vendor an upload link. It's tied to that one vendor, it needs no account, and it stops working after ninety days. The email is sent in your agency's name, with your own opening and signature, and replies come back to your address.

Out in the field, staff can photograph a certificate with the phone app.

Whichever way it arrives, the certificate goes to the review queue. An emailed certificate that doesn't match any vendor isn't guessed at. It waits for a person to link it, with name matches listed first as suggestions. If one has been waiting more than two days, your team gets a reminder.

SiteSquare uses AI to read a certificate. It never uses AI to decide whether a vendor is covered.

The reader fills in the insurer, policy numbers, limits, dates and endorsements. Anything it isn't sure of is left blank and flagged rather than guessed. Your reviewer checks each field against the document, side by side, and corrects anything that's wrong.

Some things aren't on a certificate at all. The insurer's A.M. Best rating is one. Your reviewer looks it up and records it, and SiteSquare checks it against the minimum you set.

PDFs are also checked for signs of editing. Those flags are for your reviewer to weigh. They are advice, not a verdict.

When the reviewer approves, ordinary code checks the certificate against every requirement and every agreement for that vendor. Nothing turns green until a person has approved it. And text inside a document can't change a result.

If you decide to accept something that falls short, record a waiver: what it covers, why, and when it ends. The waiver is logged, and the vendor is re-checked the day it expires.

An agency isn't one team. Public Works, Parks, Facilities and Community Services each hire their own contractors.

In SiteSquare, each department owns its vendors. Staff manage the vendors in their own departments. Risk management sees everything, in one table: compliance by department, with who's clear to work and who needs attention.

The switcher at the top of the sidebar narrows any list to one department. It's a view, not a wall: anyone can switch back to the whole agency.

There are four roles. Owners and admins manage everything, including requirements and waivers. Members manage their own departments' vendors. Viewers can see everything and change nothing — for auditors, council staff and department heads.

Invite people by email and choose their role; an admin then adds them to their departments.

Coverage lapses quietly. SiteSquare doesn't let it.

Renewals shows everything expiring in the next 120 days, insurance and other documents together, soonest first.

Vendors are reminded before their coverage runs out: thirty, fourteen, seven and one day ahead. Each email names your agency, carries your own opening, closing and signature, and tells the vendor exactly how to send the renewal.

When a certificate falls short, send a correction request. It lists exactly what the broker needs to change, in plain words, so the next certificate is right the first time.

Your staff choose which copies and alerts they get: none, their own departments' vendors, or everyone's.

Every email is logged, with whether it was delivered and whether the vendor responded.

When an auditor, a council member or a claims adjuster asks, the answer is already written down.

Save any filtered list as a report — vendors needing attention, contracts ending this month, permits starting this week — and have it emailed to your team every week. Reports go only to people in your agency.

Download any list as a spreadsheet, or print the compliance report: every vendor's status and open findings on one page.

And every action is in the activity log: who approved a certificate, who granted a waiver and why, who changed a requirement, and when. It's the record you hand over for an audit or a public records request.