01
Which subcontractor documents can we track?
Each subcontractor record can hold a certificate of insurance (COI), a trade or business license, and a W-9. Rookbeam keeps those files and their tracking status with the subcontractor record.
ROOKBEAM · FAQ
Paperwork, status, and follow-up—clearly answered.
A clear guide to collecting subcontractor documents, reviewing COI details, sharing status, and keeping follow-up in your team’s hands.
THE DOCUMENT WORKFLOW
02
How does our team upload a subcontractor’s documents?
Open the subcontractor record and add the file as a COI, license, or W-9. You can replace a saved file from the same record. The upload is attached to the private workspace record; it does not automatically appear on a shared status page.
03
What happens when Rookbeam extracts details from a COI?
Rookbeam can extract printed effective and expiration dates, policy numbers, and coverage limits from an uploaded COI. A team member reviews and can correct those fields before saving them. Extraction is a starting point, not insurance verification or a legal or compliance determination.
04
How are COI, license, and W-9 statuses tracked?
A reviewed COI expiration date and a license expiration date entered on its record can inform current, due, or expired status using the workspace timing settings. If a date is missing or still needs review, Rookbeam shows that it cannot yet determine the date-based status. A W-9 is tracked as on file or missing.
05
What can someone see on a shared subcontractor status page?
A shared page is read-only. It shows the subcontractor’s name and COI, license, and W-9 status, along with the applicable COI expiration date and status dates. It does not expose document files, file links, or W-9 contents. On the shared page, license and W-9 are shown as on file or missing.
06
Does Rookbeam send reminder messages automatically?
No. Rookbeam prepares reminder text that your team can copy and send manually. Copying a message does not send it, and recording a reminder in history only saves its document type and date. Rookbeam does not send reminder emails automatically.
A STEADIER WAY TO TRACK THE PAPER TRAIL