Compliance is the heart of SpotlightVendor. Every vendor in the network is verified — current insurance, W-9 on file, Workers’ Comp confirmed, service categories validated, admin-reviewed. That’s what makes the directory worth using and protects facilities from regulatory findings or insurance gaps. The platform supports a layered compliance model so you can match how strict each facility needs to be:Documentation Index
Fetch the complete documentation index at: https://help.spotlightvendor.com/llms.txt
Use this file to discover all available pages before exploring further.
- Platform level — every vendor uploads W-9, COI, Workers’ Comp once for the platform. This is the baseline.
- Organization level — for vendors working with your org, your admins can require additional documents. Approved once at the org level, the vendor is recognized as approved across all your facilities.
- Facility level — when a specific facility has additional requirements (state-specific, location-specific), facility managers can request facility-only documents on top of org-level approval.
Compliance levels explained
Platform vs Organization vs Facility level — which applies when.
What we accept
Specific documents required, formats accepted, and minimum coverage thresholds.
Upload documents
Where to upload from your portal, file size limits, and how to replace expired versions.
Expiration alerts
Automatic email and in-app alerts 30 days before any document expires.
Admin review process
What our admin team checks, how long review takes, and why some documents get rejected.
Why compliance matters here
| For facilities | For vendors |
|---|---|
| Avoid the slip-and-fall lawsuit where the vendor’s expired COI means your insurance pays the claim. | A verified profile gets prioritized in matching and proposals. |
| Pass state surveys, CMS audits, and insurance carrier reviews with a documented vendor compliance program. | Skip the “send your insurance cert” email chain — upload once, every facility you work with sees current status. |
| Eliminate the manual chase: we email vendors automatically when their docs are about to expire. | Stay top-of-mind — facilities see you’re in good standing on every RFP they review. |
| Layer in facility-specific requirements without breaking the org-wide approval. | Pending requests dashboard shows exactly what each facility still needs, separately from your platform docs. |