Organize what you already have
Lesson 2 of 6 · Construction
Lesson summary
The task of this lesson is the sub compliance tracker for Job 2614. The agent Compliance fills the expiry dates from the certificates of insurance (COI) and flags the electrician. The office manager checks the dates, returns the task once, accepts it and sends the reminder herself. The owner decides if a sub can work.
In Drive, select Upload and add the contract, the permit card and the certificate of insurance of each sub.
Open the menu of a file and select Add to Knowledge Base. An agent searches a file only after it is in the Knowledge Base.
Make a database with one row for each sub and one column for each expiry date.
Give the task to the agent as a row in Tasks, with yourself as reviewer and short acceptance criteria. Nothing is sent to the agent: it finds the task at its next check-in.
Check a sample of the dates against the certificates. If a date is wrong, select Return for changes, write what must change and select Send back. When it is correct, select Accept.
Send the reminder to the sub yourself. The owner decides if a sub works without a current policy.
Try it now
List your subs and the expiry date of each insurance certificate. Write the name of the person who sends the reminders.
English transcript · same language as the video
You do not start from zero. You have the papers already, in email, on a drive and in a folder in the truck. In this lesson, Marta moves them into the Space, and an agent reads them.
Marta Lindqvist runs the office at Tallow Ridge. First, the files. She opens Drive, selects Upload and adds the signed contract, the permit card and the certificate of insurance from each sub.
Then she opens the menu of a file and selects Add to Knowledge Base. This step matters. An agent searches a file only after it is in the Knowledge Base.
Second, a tracker. The database Sub compliance has one row for each sub, and a column for each expiry date. Build the tracker around the dates, not around the documents. Today the date columns are empty.
Third, the work. Marta does not type twelve certificates by hand. In the database Tasks, she gives the task to the agent Compliance, with herself as reviewer. The acceptance criteria say: each date has its page, and each policy that expires before an inspection has a flag.
Nothing is sent to the agent. Compliance finds the task at its next check-in. It reads the certificates and the permit card, fills the tracker and submits the result. Twelve subs, and one flag.
The workers' comp policy of the electrician expires on November 18. The rough-in inspection is on November 24. That is six days too late.
Now the part that Marta keeps. She does not trust the table. She checks it. She opens three certificates and compares the dates. Two are correct. For the roofer, the agent took the start date of the policy, not the expiry date.
Marta opens the task and selects Return for changes. She writes what should change: check the roofer again, and use the expiry date. Then she selects Send back.
Compliance corrects the date and submits again. Marta checks the roofer one more time. Now it is correct, so she selects Accept. The task shows Done.
The agent also drafted a reminder to the electrician, as a comment on the row. Marta reads it, changes one sentence and sends it from her own email. The agent does not send.
And one decision is not Marta's. Can the electrician work on site after the policy expires? Dana decides that. Ask your insurance agent what a lapsed policy means for your firm.
One caution. This house was built in 1964. In the United States, the EPA lead rule covers paid renovation work in homes built before 1978, and the firm must be certified. The agent can check that the papers are on file. The certified renovator does the work.
In the next lesson, you meet the full agent team.
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Tell us what was clear and what we should change. Your answers shape the next lessons.