Automated Insurance and Document Tracking
Chasing insurance certificates by email takes a large share of operator hours. Hangar Direct lets you define which documents each tenant must provide, reads uploads automatically, checks them against your rules, and surfaces every gap in-app, with the same plain-English explanation shown to you and the tenant.
Three kinds of document requirements
Under Settings → Location → Tenant Compliance, the Documents Configuration card is where requirements live. Each one is one of three kinds, chosen in the Add Document wizard:
- The tenant uploads it (for example, a Certificate of Insurance); values are read off it automatically.
- You provide it and they read and accept it (for example, facility rules).
- You provide it and they e-sign it: you upload the PDF, they sign in the portal.
Each requirement is Required ("Tenants aren't compliant without it") or Optional ("Good to have, never blocks"), and can apply to every tenant as a standing requirement or once per lease via Only when there's a lease, with lease-type checkboxes. Upload-type requirements can also be collected at the waitlist stage.
Automatic document reading
When a tenant uploads a document, the platform reads it and extracts the fields you've asked for: policy numbers, carriers, coverage limits, expiry dates, and so on. You define up to 10 fields per requirement, each with a title, a kind of value (Text / Date / Money / Number / Yes-No), and Required/Optional status.
Insurance starter templates provide a starting point: General Liability (Policy Number, Carrier, Each Occurrence Limit, General Aggregate Limit, Expiry), Property, and Auto Liability. Templates never pre-fill dollar amounts; you type your own limits.
Rules in plain English
Each field can carry a rule, written and displayed as a plain-English sentence. Start from a quick-start ("at least…", "must not be expired", "must be Yes") or type it in words, such as "at least $2M", and click Interpret. The rule renders as an editable English sentence with tappable tokens for the operator, the value, an early-reminder window, and a severity: blocks compliance, flags for review, or is just a note.
Nothing is enforced until you press Turn this check on, and editing a rule drops it back to unconfirmed, so a half-finished change is never enforced against your tenants. Rules that can't be structured become "You'll review it": they are flagged for your manual review on every upload and never auto-fail anyone. A live preview shows what the tenant would see.
Field-level gap reporting
When a document falls short, you get the specific gap in your own requirement's terms rather than a generic "non-compliant" status, for example "Requires $2,000,000. Your document shows $1,500,000". The tenant sees the exact same sentence on their side, with a Fix this action next to each gap, which removes ambiguity about what's wrong.
Sometimes a shortfall is acceptable. Each gap can be individually waived ("Accept this shortfall?") with a required reason. Waived gaps remain visible under "Previously flagged" to preserve the record.
Expiry tracking that stays current
Checks run on every upload, and re-run nightly for anything that expires, so a certificate that lapsed over the weekend is flagged Monday morning automatically. Rules support expiry-aware operators like "still valid (not expired)" and "valid for at least N more days", plus a "Remind me early" window that raises an expiring-soon warning in advance.
These warnings appear in-app for both you (on the Compliance dashboard's Expiring soon KPI and Needs-attention queue) and the tenant (on their facility's Compliance tab and dashboard). When you want to nudge someone, the Message button on the document review page opens a conversation directly with that tenant.
Why operators set this up
The payoff is time and risk. You stop maintaining a spreadsheet of expiry dates and searching inboxes for the latest COI, and you keep a defensible record (requirements, waiver reasons, and current status) for when your airport, insurer, or board asks. Tenants get clarity too: they always know what's needed and what's wrong, in one place.
Tenant Compliance is a premium module. If you don't see it on your plan, the page will show an upgrade prompt.
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