For Airports

Airport COI tracking software

Airport COI tracking software collects, reviews, and tracks certificates of insurance for every tenant, concessionaire, contractor, and airside operator under one compliance program.

 

PINS keeps that program in-house. AI-assisted review and automated renewals do the repetitive work. Your risk team makes final decisions.

Book a Demo Request Pricing
Send us your insurance exhibit and we will set it up in PINS for your call.
PINS insurance tracking dashboard for airport vendors, tenants, and operators showing compliance rate and AI review

Trusted by airport risk teams

2
people track insurance for thousands of vendors and contractors
Los Angeles World Airports
85%
less admin time on COI tracking
Across PINS customers
90%+
ongoing compliance
Across PINS customers
Airport insurance requirements

Airport insurance requirements by agreement type

Airports set insurance requirements by agreement type, not one standard for every third party. The table below shows the coverage airports commonly require for each type of agreement. Your risk manager sets the final limits and terms.
Agreement type Commonly required coverage
Terminal and office leases General liability, property, workers compensation and employer’s liability, auto liability if vehicles are used on airport
Food, beverage, and retail concessions General liability with products coverage, liquor liability where alcohol is served, property, workers compensation
Ground transportation permits (taxi, TNC, shuttle, rental car) Commercial auto liability at higher limits, general liability, workers compensation
Fuelers, into-plane, and ground handlers Airport or aviation liability, airside auto liability at higher limits, pollution liability, workers compensation
FBOs and hangar lessees Aviation premises liability, hangarkeepers liability, property, pollution liability
Construction contractors General liability, auto liability, workers compensation, umbrella, pollution liability as needed, often under an OCIP or CCIP
Consultants and professional services Professional liability, general liability, workers compensation

Endorsements airports commonly require

Most airport agreements require more than a certificate.

A certificate can list all three while the policy endorsements do not support them. That is where review takes the most time, and where AI-assisted review helps most.
Source: ACRP Research Report 248, Airport Insurance Requirements Last updated: October 2026

Common breakdowns

Why airport COI tracking breaks down

Airports manage more agreement types than almost any other organization. Each one carries its own requirements, its own renewal cycle, and its own owner inside the airport.

One airport, dozens of agreement types

Leases, concessions, permits, operating agreements, and construction contracts all carry different requirements. A single spreadsheet cannot hold them all accurately.

What is at stake Third parties get checked against the wrong standard, or no standard at all.

Airside and landside carry different risk

A fuel handler on the ramp and a retail tenant in the terminal do not need the same coverage. Airside operators often need higher auto limits, aviation liability, or pollution coverage.

What is at stake An underinsured incident on the ramp can land on the airport’s own policy.

Capital projects run beside daily operations

Contractors, subcontractors, and consultants on capital projects add another layer of requirements on top of tenant and vendor compliance.

What is at stake Tracking only prime contractors leaves subcontractor insurance unverified.

Long-term leases outlive the first certificate

Insurance is collected at signing. Then the lease runs for years.

What is at stake Coverage lapses quietly and nobody knows until a claim.

Exceptions get buried

Waivers and one-off approvals get made in email.

What is at stake Nobody can find the reasoning behind past decisions.

Audit questions need fast answers

Public airports answer to auditors, boards, and the public.

What is at stake Audit prep turns into a scramble through inboxes and shared drives.

Customer story

How LAWA tracks thousands of vendors with a two-person team

Los Angeles World Airports runs LAX and Van Nuys, with major capital improvement projects underway alongside daily operations.

Before
LAWA tracked insurance only for prime construction contractors, fewer than 100 at a time.
Now
LAWA tracks subcontractors on all major capital improvement projects, alongside 1,000s of vendors and contractors across the airport system.
The team
Two people.

Utilizing PINS has allowed us to effectively keep up with insurance information for thousands of vendors and contractors working at/for LAWA. ... Without PINS, it would be virtually impossible to track their insurance coverage with any measure of reasonable timing and accuracy.

PINS has allowed LAWA to function effectively, maintain a system of document control and respond in a timely manner utilizing only a two-person team.

Stacy Davis
Risk Manager, Los Angeles World Airports

How PINS works

How PINS works for airports

Upload a lease, concession agreement, or permit once and PINS builds the compliance workflow. AI-assisted review checks submissions against your requirements and identifies issues. Your team approves every decision.
Initial setup

PINS sets requirements and sends requests

AI reads the agreement and builds the insurance requirements for that agreement type, from terminal leases to airside operators. Requests go out to tenants, vendors, and brokers automatically.
Step 1

Third parties upload documents

Tenants, concessionaires, contractors, and brokers submit through a secure upload link. No login required.

Step 2

AI reviews. Your team approves.

Our AI COI review reads every certificate and endorsement, including additional insured and waiver wording, and identifies issues. Your team decides what happens next.

Step 3

PINS requests renewals

Automated reminders and follow-up keep coverage current on agreements that run for years. Every approval, waiver, and exception is logged for audit.

This is the workflow behind our COI tracking software, built for airport risk teams that want to stay in control without managing everything manually.
A better way to manage insurance

In-house vs. outsourced airport COI tracking

Manual control is reactive. Outsourcing creates lag. PINS gives you control with automation.

Manual

Spreadsheets and email managed by your own team.

Best for

Airports with a small number of agreemets

  • Full control over every decision
  • Renewals depend on manual follow-up
  • Exceptions live in email threads
Tradeoff
Control High
Speed Low
Visibility Low

PINS

Recommended

Your team keeps control. Automation handles collection and renewals

Best for

Airport risk teams managing many agreement types in-house

  • Requirements set by agreement type
  • AI-assisted review with your team approving
  • Renewals tracked and requested automatically
Tradeoff
Control High
Speed High
Visibility High
Book a Demo

Outsourced

A third-party collects and reviews documents for you

Best for

Teams that want to hand off the work entirely

  • Less internal workload
  • Reviews happen outside your control
  • Exceptions come back to you with less context
Tradeoff
Control Low
Speed Low
Visibility Low

FAQ

Airport COI tracking FAQs

Answers for airport risk teams managing insurance across tenants, concessionaires, contractors, and airside operators.

What is airport COI tracking software?

Airport COI tracking software collects, reviews, and tracks certificates of insurance for the third parties that operate at an airport. That includes tenants, concessionaires, contractors, ground transportation providers, and airside operators. PINS lets airport risk teams run that program in-house, with automation handling collection, review support, and renewals.

How do airports track tenant and vendor insurance?

Most airports start with spreadsheets and email, then move to software as agreement volume grows. The core work is the same either way: set requirements by agreement type, collect certificates and endorsements, review them against requirements, and track renewals. PINS automates collection, review support, and renewals while your team keeps approval authority.

Does PINS make compliance decisions for us?

No. AI-assisted review checks certificates and endorsements against your requirements and returns findings with the reasoning linked. Your team approves, rejects, waives, or overrides every item. Every decision is logged with who made it and when.

Can PINS handle different requirements for airside and landside operators?

Yes. Each agreement type gets its own requirement template, so a fuel handler and a terminal retailer are reviewed against different standards. Templates cover limits, coverage types, and endorsement wording. Your team can adjust a template as requirements change.

How does PINS handle renewals and exceptions on long-term leases?

PINS tracks every expiration date and sends renewal notices automatically until updated insurance is received. Waivers and exceptions are tied to the agreement they apply to, with a record of what was accepted, who approved it, and when. That history is searchable, so audit prep does not depend on digging through email.

Do tenants and brokers need to log in to submit insurance?

No. Tenants, vendors, and brokers upload documents through a secure link with no login required. Less friction means faster collection and fewer follow-up calls.

Do you support public procurement and RFPs?
Yes. We respond to RFPs and RFQs and can provide airport and public agency references. Onboarding runs 60 or 90 days depending on scope, with a dedicated implementation rep who stays after launch. US-based support is available by phone or email, 8am to 4pm Pacific.

Stop Chasing COIs.

Start Approving.

Book a Demo
Insured Profile Page showing insurance policies in compliant status-1