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.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.
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