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Compliance and Management

Automated Insurance and Document Tracking

Chasing tenants for insurance certificates and expired documents is one of the most time-consuming tasks in hangar management. Hangar Direct automates the entire tracking lifecycle: from upload and extraction to expiration monitoring, reminders, and escalation, so your team can stop chasing paperwork and focus on running the operation.

1 - How Automated Tracking Works

The system manages the full document lifecycle without manual intervention:

  1. Upload: Tenants upload insurance certificates and other documents through the self-service portal.
  2. Extraction: OCR technology reads each document and automatically extracts policy numbers, coverage types, effective dates, expiration dates, and additional insured status.
  3. Monitoring: The system continuously monitors every document against its expiration date and your operation's requirements.
  4. Reminders: As documents approach expiration, the system sends automated reminders to tenants at intervals you configure (for example, 60 days, 30 days, and 7 days before expiration).
  5. Escalation: If a document expires without renewal, the system flags it on the compliance dashboard and can notify your staff for manual follow-up.

2 - What You Can Track

Hangar Direct tracks any document type your operation requires:

  • Insurance certificates (COIs): Liability, hull, hangarkeeper's, and general liability policies.
  • Airworthiness documents: Annual inspection records, aircraft registration, and type certificates.
  • Lease documents: Signed agreements, addendums, and renewal paperwork.
  • Custom documents: Hold-harmless agreements, background check confirmations, airport-specific forms, or any other documentation your operation needs.

Each document type can have its own reminder schedule and compliance rules.

3 - The Problem with Manual Tracking

Industry data paints a clear picture of why manual tracking fails:

  • Organizations spend 8 to 15 hours per week chasing, verifying, and filing certificates of insurance.
  • Manual compliance tracking typically achieves only 60 to 70% compliance rates across tenants.
  • Roughly 25% of all COIs expire in January, creating a predictable annual compliance crisis that spreadsheets cannot handle.
  • When the person who manages compliance leaves, institutional knowledge walks out the door with them.

Automated tracking eliminates these problems by keeping everything in one system that does not depend on any single person's memory, calendar reminders, or spreadsheet skills.

4 - Results You Can Expect

Airports and FBOs using automated compliance tracking through Hangar Direct consistently see significant improvements:

  • Compliance rates above 90% within the first few months, up from the 60-70% industry average for manual tracking.
  • 10+ hours per week returned to staff previously spent on administrative follow-up.
  • Complete audit trails showing every document upload, reminder sent, and status change, ready for FAA reviews or board reporting.
  • Continuity through staff turnover: The system retains all records and processes regardless of personnel changes.

5 - Getting Started

Automated tracking is part of the Hangar Direct management platform. We migrate your existing tenant and lease records during onboarding, typically within hours. Tenants receive portal invitations to upload their documents, and the system begins monitoring immediately.

Book a 15-minute demo to see how it works for your operation.

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Insurance Requirements

Hangar Direct prioritizes safety for everyone on the platform. Both aircraft owners and hangar owners are expected to maintain appropriate insurance coverage and provide proof of insurance upon request. Hangar Direct does not provide, sell, or broker any insurance products. Both parties are responsible for obtaining their own coverage.