The three levels
| Level | What it covers | Who owns it |
|---|---|---|
| Platform | The vendor’s general business credentials: W-9, COI, Workers’ Comp. Uploaded once when they join the platform. | The vendor |
| Organization | Documents specific to your management company or operator entity. Approved once, recognized across every facility under that organization. | Your organization’s admins |
| Facility | Documents specific to one facility (state-mandated, location-specific). Layered on top of Organization-level approval. | The facility’s manager |
How it works in practice
Imagine CleanPro Services is a janitorial vendor and Acme Senior Living is your organization with three facilities (A, B, C).Step 1 — Platform
CleanPro uploads their W-9, COI, and Workers’ Comp once when they create their SpotlightVendor profile. Our admin team reviews. Once approved, they appear in the directory with a “Platform Verified” badge — visible to every facility on the platform.Step 2 — Organization
Acme decides CleanPro is a good fit for their portfolio. Acme’s admin reviews CleanPro’s org-level documents (org-specific COI, Workers’ Comp). Once approved, CleanPro is recognized as approved for Acme across all 3 facilities — no need to repeat for B or C.Step 3 — Facility (only when needed)
Facility B is in a state with extra liability insurance requirements. Facility B’s manager opens CleanPro’s profile and clicks “Request facility documents,” selecting the additional state-mandated docs. CleanPro receives a pending request in their dashboard. They upload those facility-specific docs. Facility B’s manager approves. CleanPro is now fully compliant for Facility B specifically — without affecting their status at Facility A or C.Why this matters
| For vendors | For facilities |
|---|---|
| Upload once for the platform, once per organization. No “send me your COI” email chain for every new facility you work with. | Approve a vendor once at the org level — every facility manager benefits without re-doing work. |
| The pending requests dashboard shows exactly what each facility still needs. Clear, not ambiguous. | Layer in stricter requirements per facility when needed without breaking the org-wide approval. |
| Your org-level approval at Acme is independent from your org-level approval at, say, BrightStar Living. Each org has its own review. | Your org-level approval of CleanPro is yours — other organizations on the platform have their own independent reviews. |
What facility managers see
When a facility manager views a vendor’s profile, the vendor’s compliance status reflects:- Whether the vendor is approved at the viewer’s organization level
- Combined with the vendor’s platform-level W-9 (universal — required regardless of org)
What vendors see
In your vendor dashboard, you’ll see:- Platform compliance — your W-9, COI, and Workers’ Comp at the platform level
- Organization compliance — separately, for each organization that’s approved or requested documents from you
- Pending facility requests — when individual facilities under any organization need additional documents