01 / A PRACTICAL ROUTINE
Keep the record useful from the first upload.
Start with the subcontractor record in your private Rookbeam workspace. Keep the certificate of insurance (COI), license, and W-9 associated with that subcontractor, then update the saved record when a newer document arrives.
- 01
Choose the document type as you add a file
Upload a COI, license, or W-9 to the matching subcontractor record. If a new version comes in, replace the saved document so the team can work from the latest record.
- 02
Review COI details against the source
Check the certificate’s effective and expiration dates, policy numbers, and coverage limits. Rookbeam may help extract these fields, but any extracted values are suggestions: a workspace member reviews and corrects them before saving. Until a complete COI review is saved, its date-based status cannot be determined.
- 03
Record the license expiration date
Enter the date shown on the license. Rookbeam uses this saved date to show a tracking status; the date is not an independent confirmation from a licensing authority.
- 04
Use the roster to spot what needs attention
Check for missing files, dates that are approaching or past, and records that still need review. Status timing follows workspace settings, so use those settings consistently across your team.
02 / READ THE STATUS IN CONTEXT
COIs, licenses, and W-9s have different status rules.
A status summarizes saved information. It is a prompt for your team to check the record, not a decision about whether the document satisfies a contract or a law.
Certificate of insurance
What you may see
Missing, cannot determine, current, due, or expired
How it is determined
A person reviews the COI details. Its reviewed expiration date drives date-based status and the workspace timing setting.
Trade or business license
What you may see
Missing, cannot determine, current, due, or expired
How it is determined
The workspace owner records the expiration date. Status uses that date and the workspace timing setting.
Tax form
What you may see
On file or missing in the shared status view
How it is determined
The read-only status share reports whether a W-9 record is present. It does not assign a date-based expiration status to a W-9.
When a date is missing or unreviewed: Rookbeam cannot calculate a date-based COI or license status until the required date is saved. In the shared status view, a W-9 is on file or missing; it does not use an expiration date.
03 / FOLLOW UP BY HAND
Copy a reminder, then send it yourself.
When a missing, due, or expired item matches your workspace reminder rules, Rookbeam can prepare a message from the saved template. Review the preview, copy the message, and send it through the channel your team uses to contact the subcontractor.
MANUAL FOLLOW-UP
Copying a reminder does not send an email. You can record the date and document type of a reminder in Rookbeam’s history, but saving that record also does not send an email.
04 / KNOW THE BOUNDARY
Document tracking is not legal verification.
Rookbeam organizes the files and details your team saves and applies status rules to those records. It does not verify insurance coverage, determine whether coverage is active or adequate, confirm a license with an authority, or provide legal or compliance advice. Your firm remains responsible for reviewing source documents and making its own decisions.