Compliance levels explained - SpotlightVendor Help Center

SpotlightVendor uses a three-tier compliance model so vendors upload documents as few times as possible while facilities and organizations can still layer in stricter requirements when they need to. This page explains how the layers fit together.

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)

If both are good, the vendor shows as compliant for that facility manager. If the facility itself has additional pending requests, those show separately as facility-level items to resolve.

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

Common questions

If I’m approved for one organization, am I automatically approved for another? No. Each organization on SpotlightVendor reviews independently — the relationship is per (vendor, organization) pair. If a vendor’s COI expires, what happens? Their platform-level approval is automatically marked expired. Anywhere they’re approved at the org or facility level that requires that document also reflects the expiration. We send 30-day expiration alerts so you can renew before lapse. Can a facility require less than the organization? No — facility requirements layer on top of org requirements. If the org requires 3 documents, the facility can require those 3 + extra; it can’t waive the org-level requirement. What if a vendor only has Platform-level docs but no org-level approval? They appear in the directory as “Platform Verified” but won’t show as approved for your org until your admin reviews them. They can still be invited, work on RFPs, and get added to your network — your org just won’t have layered them in yet. Questions? hi@spotlightvendor.com

​The three levels

​How it works in practice

​Step 1 — Platform

​Step 2 — Organization

​Step 3 — Facility (only when needed)

​Why this matters

​What facility managers see

​What vendors see

​Common questions