Insurance and certifications

Before instructing a contractor on site, you need proof they are insured and competent. PropLink tracks both, reminds you before they expire and refuses to dispatch work to a vendor whose cover has lapsed.

Insurance policies

The insurance types PropLink tracks:

Your firm's panel agreement sets the minimums. PropLink does not enforce minimum values automatically (because they vary by site, by category and by lease) but you can configure required minimums per category.

Add a policy

1. Open the vendor.
2. Click Insurance → Add policy.
3. Pick the type.
4. Enter the insurer, policy number, sum insured and expiry date.
5. Upload the certificate as a PDF or image.
6. Save.

PropLink stores the document in the vendor's file space and records the policy on the vendor's compliance dashboard.

Trade certifications

Certifications are issued by trade bodies and prove competence in a regulated activity:

Track them the same way as insurance:

1. Open the vendor.
2. Click Certifications → Add certification.
3. Pick the body, enter the registration number and expiry.
4. Upload the certificate.
5. Save.

Expiry reminders

PropLink notifies you:

• 60 days before expiry: a passive reminder on the vendor's compliance dashboard.
• 30 days before expiry: a notification to the operations team.
• 14 days before expiry: a notification to the vendor by email.
• On expiry: the vendor is blocked from receiving new work orders in the affected categories.

The vendor is unblocked the moment the renewed certificate is uploaded and the new expiry date recorded.

Compliance dashboard per vendor

Each vendor has a Compliance tab summarising:

• Active policies and certifications.
• Expiring within the next 30 days.
• Expired (with the date).
• Missing for required categories.

Use this when reviewing the panel quarterly. Use the org-wide Vendor compliance report under Reporting → Vendors to see the same view across the whole panel.

What happens when you try to instruct a non-compliant vendor

When you try to raise a work order to a vendor whose required cover has lapsed:

1. PropLink shows the warning "This vendor's policy/certification has expired. Update before raising work."
2. The Send invitation button is disabled.
3. You can override the block if you have the Override compliance permission. The override is recorded in the audit log with your reason.

Most firms reserve the override permission for senior managers. The audit trail makes it clear who authorised the work without current cover.