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Coifish keeps track of vendor certificates of insurance for every association you manage, and reminds vendors to send a new one before their coverage lapses. Are you a vendor who was asked for a certificate? Read the vendor page instead.

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New to certificates of insurance?

A few words used throughout Coifish, in plain terms.

Certificate of insurance (often "COI"): A certificate of insurance is a one-page summary of a business's insurance, issued by its insurance agent on request. It lists each policy and the date it ends.
Certificate holder: The certificate holder is who the certificate is made out to: the name in the box at its bottom left. Every request tells the vendor exactly which name to put there.
Additional insured: Named as additional insured means the vendor's own liability policy also covers the association for claims that come from the vendor's work. Where you ask for it, requests say so. On the certificate it shows as a mark in a column headed ADDL INSD, or as a sentence in the description box.
The kinds of coverage a certificate can list:
- General liability: injury to other people, or damage to their property, caused by the vendor's work.
- Commercial auto: accidents involving the vendor's vehicles.
- Umbrella / excess: extra coverage on top of the limits of the vendor's other liability policies.
- Workers' compensation: the vendor's own employees if they are hurt on the job. A business with no employees may not carry it.
- Professional liability: mistakes in professional advice or services, such as an engineer's or an accountant's.
Limit: A policy's limit is the most it will pay.
- Each-occurrence limit: the most the policy will pay for any one incident. It is usually the first figure on the general liability line, above the "general aggregate", the most it will pay in the policy year.
- Combined single limit: for commercial auto, one figure that covers injury and property damage together in any one accident.
- Set by statute: workers' compensation pays what state law requires, so its certificate usually shows "Per statute" instead of a figure to compare.

What should we ask our vendors for? That is for your association to decide, usually with its own insurance agent or attorney. Coifish keeps track of what you ask for and what vendors send. It doesn't advise on insurance, and it doesn't check that a policy is in force.

Not a management company? An association that manages itself uses Coifish the same way. Give the association's own name as your organization, add it as your one association, and add your vendors. Wherever these pages say "your company", read "your association".

Getting started

A new account opens on a step-by-step Get started page, and a short checklist stays on the Vendors page until you're set up. The steps are:

Add your associations, each by its full legal name (the name vendors are told to put on the certificate), and say who vendors should name as certificate holder. Only the account owner can add associations, because each active one is billed. With a long list, choose "Add several at once" on the Associations page: paste the names one per line, or take them from a column of a spreadsheet. You see which are new, and what your price becomes, before anything is added.
Bring in your vendors, starting from whatever you already have. All a vendor needs is a name and the associations it works for.
- Everything at once (recommended): owners and admins can use Bring in your records and add all of it together, in one go: your own spreadsheet of vendors, the reports from your management software, and the certificate files you already have. The more you add, the more Coifish fills in for you. Your own spreadsheet can be in any layout, as long as its first row has headings such as "Vendor", "Email" and "Association" (a vendor that works for several associations can have a line for each, or the names in one cell separated by semicolons); its service, contact, phone and expiration date columns come in too. The reports worth adding are your vendor list, a vendor or payment report for each association, and your insurance report. A vendor spelled a little differently in different files ("ABC Pools LLC" and "ABC Pools, L.L.C."), or listed under two "dba" names, is brought in once, and you see each such name. Coifish puts it all together and shows what it found before anything is saved: vendors your records mark as exempt are left out, a vendor with no email comes in without one, and policy dates from your records count straight away, marked "not yet reviewed" until someone checks them against the certificate. Brought in this way, the files are read in your browser; payment amounts and anyone who isn't a vendor are never sent to Coifish. You can add the certificate files you already have in the same place: each is matched to its vendor by the insured's name printed in it (or by the file's name), and waits for your review like a certificate a vendor sends. Scans and photos are read with text recognition, one after another, while you carry on; a count shows how far it has got. Files that aren't certificates are listed and left out. If Coifish doesn't recognize a report from your management software, email a copy to support@coifish.com (delete any payment amount and tax ID columns first) and we'll teach Coifish to read it.
- Only certificate files: "Upload certificates" on the Certificates page. Choose a whole batch of files and go through them one at a time with the certificate beside you (see Adding certificates).
- A spreadsheet, column by column: owners and admins can use "Import from a spreadsheet" on the Vendors page to choose what each column holds themselves: choose your file (Excel or CSV, any layout), match its columns, check the preview, and confirm.
- One at a time: the Add vendor button on the Vendors page.
Add vendor emails. A vendor can be brought in without an email address, and is tracked straight away. It can't be reminded until it has one; one short list lets you type them all in.
Check your company settings. How often vendors are reminded, whether a vendor with several associations gets one email or several, the name and reply address vendors see, and your weekly summary. Each comes already set to what most companies use.
Start reminders when you're ready. Until then no vendor is emailed. For any certificate you don't have, there is nothing more to do: once reminders are on, the vendor is asked for it, uploads it, and enters the dates.

From then on, the Vendors page shows what is expired, ending soon, and missing, and reminders run on their own. Anything that needs you (a certificate to review, a request from a vendor, an email address that isn't working) is listed at the top, under "Needs your attention".

Vendors and associations

Coifish tracks each vendor and association separately. A vendor's overall status is its worst one, so a vendor that is current for two associations and expired for a third shows as expired, with "Current for 2 of 3".

To change a vendor's details or associations, open the vendor and choose "Edit vendor or associations". Removing an association from a vendor, or removing the vendor, stops its reminders straight away and keeps its history. A removed vendor moves to the Removed vendors list at the bottom of the Vendors page, where it can be restored.

Who is named as certificate holder

You choose who vendors' certificates should name, during setup and at any time on the Settings page (owners and admins):

Each association (recommended). A certificate names the association the vendor works for. A vendor that works for three associations is asked for three certificates, one for each.
Your management company. A certificate names your company. The vendor is asked once and sends one certificate; you review it once, and it is recorded for every association that vendor works for. Adding another association to a vendor who already has one on file needs no new request.

The account owner can set any one association differently on the Associations page ("Change holder"). A vendor that works for a mix gets one request for the associations that share a certificate, and a separate one for each association that needs its own.

You can also enter the exact name and mailing address vendors should put in the holder box: in Settings for your company, or with "Add a mailing address" beside an association on the Associations page. Insurance agents usually need the address as well as the name. It is shown to vendors word for word, in the email and on the upload page, so their agent can copy it.

Changing the choice later doesn't touch what is on file: certificates stay as they are until they expire, and the new choice applies from the next request. When you add or review a certificate that would be shared, you can uncheck "also record it for" if that one names only the association in front of you.

Adding certificates

Open a vendor, find the association, and choose "Add certificate" ("Upload new certificate" once one is on file). Attach the file (PDF, JPG, or PNG, up to 25 MB; a photo of a paper certificate works too) and enter each policy's type and expiration date. Limits and policy numbers are optional. Check the box if the association is named as additional insured.

Two shortcuts save typing: "Use the first date for all" when every policy ends the same day, and "Copy policies from" another association when the vendor's agent issued matching certificates.

Loading many at once. "Upload certificates" on the Certificates page takes up to 500 files. For each one you confirm the vendor (suggested from the file's name, or added on the spot if it is new), check the associations that vendor works for, and enter or review the dates. When several associations are checked, you choose whether the certificate is recorded for all of them or only for the one it names; the others then show as "No certificate".

When a certificate is already on file, you're asked whether the new one replaces it (a renewal; the earlier one is kept in the history) or is added to it (a separate workers' comp certificate, for example, so both stay on file). With more than one on file, the earliest expiration date among them is the one that counts.

Dates filled in from the file. When you attach a PDF, Coifish reads the text inside the file. If it recognizes the standard certificate form and can place every policy line, it fills in the policy types and expiration dates, marked "Read from the file. Please check." Compare each date with the certificate, correct or add anything, and check "I have reviewed these dates against the certificate and approve them" before saving. The vendor's history then shows that the dates were read from the file and reviewed.

Policy numbers, limits, and additional insured. From a PDF's own text (not a scan), the same reading also fills in each line's policy number; the limit for general liability and umbrella (each occurrence) and for commercial auto (combined single limit); and checks "named as additional insured" when the ADDL INSD column is marked. Each is only filled in where it can be read clearly, and the box you check then covers them too. When you review a certificate a vendor sent, or one brought in from your records, its file is read the same way and any empty policy number or limit is filled in, with a box to check once you have reviewed them. Vendors never see or type limits.

Scans and photos. A scanned certificate, or a photo of one, is a picture with no text inside the file. For those, Coifish uses text recognition: it reads the print from the picture, which takes a few seconds, and fills in the dates marked "Read from the scan by text recognition. Please check." Because recognition can mistake one digit for another, the bar is higher. The page is looked at twice, and dates are filled in only when every line is clear, each policy runs exactly one year, and the two looks agree. Otherwise nothing is filled in and you type the dates. The same box must be checked before saving.

Both happen in your own browser: the file isn't sent anywhere to be read. Either can be wrong or miss a line, so nothing suggested is saved until you confirm it. A scan that isn't clear enough, and certificates in other layouts, can't be read; you type those dates in.

Vendors get the same help. On a vendor's upload page the dates are filled in from the file they attach, in the same way and by the same rules, and the vendor must check a box to confirm them before sending. Your review window then says the dates were read from the file and confirmed by the vendor. Nothing a vendor sends counts until you have looked at it.

Viewing and downloading certificates

The Certificates page lists every vendor's current certificate, by association, with View and Download beside each. "Download all" gives you one folder, for a single association or for your whole company, with a spreadsheet listing them, ready to keep on file or load into another system. Earlier certificates and the full history are in "Download everything" on the Account page.

Every downloaded file gets a clear name, whatever it was called when it was uploaded: the association, the vendor, and the date the coverage ends, for example "Heron Pointe Homeowners Association - GreenScape Landscaping - expires 2027-03-15.pdf". To save a file under that name, use Download; "View" only opens it in your browser.

Sending a copy somewhere else. If certificates are also filed in another place (your front desk, accounting, another system's inbox), an owner or admin can list up to five email addresses under Settings. When you approve a certificate a vendor has sent, each address gets one email with the file attached under its clear name, and the vendor, association, and dates. To add different people for one association, choose "Copies" beside it on the Associations page. Certificates you upload yourself aren't copied, and a file too large to attach (over about 7 MB) is mentioned in the email instead. Copies travel by ordinary email, so only list addresses that should receive certificates.

New addresses are confirmed first. A new reply-to address, an address for completed vendor forms, or a new address for copies gets one email from Coifish asking its holder to confirm it, unless it is the sign-in address of someone on your team. Until it is confirmed, vendors' replies and completed forms go to the account owner's own address, and no copies go to it. Settings lists any address still waiting, with "Send it again".

What the statuses mean

Expired: the earliest policy on the current certificate has passed its expiration date. The vendor is reminded once a week; if it stays expired, a phone call usually does more than another email.
Expiring soon: the earliest policy ends within the next 30 days. Nothing to do: reminders are already going out.
Current: every policy runs for more than 30 days. Nothing to do.
No certificate: nothing is on file for that association. The vendor is asked once a week, if it has an email address and reminders are started; if you have the certificate yourself, add it from the vendor's page.
Pending review: the vendor has sent a certificate that you haven't reviewed yet. The previous status still applies until you approve it. Open it, check the dates against the file, and approve or reject it.

On the timeline, each dot is a day some of a vendor's coverage ends. A dot is green only when that vendor is fully current for that association. If one of its policies has already lapsed, its later dates show red as well, so green always means nothing needs doing.

Dates follow the time zone you chose in Settings.

Coverage your vendors must carry

A vendor's status (Current, Expiring soon, or Expired) only reflects the dates on file. That says nothing about whether it carries everything your associations require. If you tell Coifish which kinds of coverage are required, it flags a certificate that doesn't show one of them.

For the whole company: owners and admins check the required kinds in Settings, under "Which coverage must every vendor carry?" With nothing checked, nothing is flagged.
For one association: use "Requirements" beside it on the Associations page to give it a list of its own.
What you see: "Missing required coverage" on the vendor, a list at the top of the Vendors page, a group in your weekly summary, and a note in the association report.
What the vendor sees: requests and the upload page say which coverage the certificate needs to show. Nothing extra is emailed about a missing coverage, and the vendor's status doesn't change.
When a vendor doesn't need one: open the vendor and choose "Not required for this vendor", with a note if you like (a sole proprietor with no employees carries no workers' compensation). You can do this before the vendor's first certificate arrives, so the first request doesn't ask for it. You can require it again later.
Additional insured: each vendor starts with "Must be named as additional insured" checked, and requests ask for it. Uncheck it on a vendor's page where your association doesn't require it. Whether to require it is your association's decision.

Minimum limits are optional. If you want limits compared too, an owner or admin can type a minimum beside any coverage they have checked (general liability, commercial auto, umbrella, or professional liability). Leave the boxes empty and limits are never compared; nothing else about Coifish changes.

Which figure: the each-occurrence limit (for commercial auto, the combined single limit). Workers' compensation has no minimum here, because its limit is set by statute. What these terms mean.
Where the limit comes from: whoever on your team adds or approves a certificate can type the limit shown on it, and from a PDF it is usually filled in for you to check. The box says what you ask for and how the figure was read ("$1,000,000", "1M", and "$1,000,000 / $2,000,000" all read as $1,000,000). Vendors are never asked to type limits.
What is flagged: only a limit that was typed in and is lower than your minimum: a "Below limit" tag on the vendor, a line under "Needs your attention" on the Vendors page, a group in your weekly summary, and a note in the association report. A limit nobody typed is only noted quietly on the vendor ("Limit not entered"), and nobody is made to enter one.
What the vendor sees: requests and the upload page give the minimum beside the coverage ("general liability (at least $1,000,000 each occurrence)"). Nothing extra is emailed, and the vendor's status doesn't change.
When a lower limit is fine for one vendor: open the vendor and choose "Accept this limit for this vendor", with a note if you like. You can apply the minimum again later.
An association with a list of its own has minimums of its own too, set in the same place ("Requirements" on the Associations page). It doesn't take the company's.

All of this compares what your team entered with what you asked for. It doesn't verify any policy or tell you whether coverage is adequate, and a limit read from a PDF counts only once someone on your team has checked it.

How reminders work

Each morning at 8 a.m. in your time zone, Coifish emails the vendors who are due a reminder. You never need to press anything.

A new account starts with reminders off, so you can bring in your vendors and the certificates you already have without anyone being emailed. When you're ready, press "Start reminders" on the Get started page (owners and admins); it shows how many vendors would be emailed first, and when: at the next 8 a.m. run, or within the hour if today's run hasn't happened yet. You can pause and restart them under Settings.

A vendor needs an email address to be reminded. You can add a vendor without one, for example when loading existing certificates. It is tracked and shows on your timeline, marked "No email", and the Vendors page counts them and gives you one list to type the addresses into. Until then you can still copy that vendor's upload link and send it yourself.

Before a certificate expires: 30 days before, 14 days before, and on the expiration date. You can also turn on 60 and 7 days before in Settings.
After it expires: once a week until a new certificate is approved (you can turn this off).
No certificate on file: a request the morning after the vendor is assigned, then once a week.

Every email names one association and what it requires, and has one button the vendor uses to upload. Vendors don't need an account, and never pay anything. To see exactly what they get, open the Reminders page and read "What vendors receive", or choose "Vendor's view" on any vendor. Replies go to your company's reply-to address, not to us. The same reminder is never sent twice, and a vendor never gets more than five separate emails in one day; the rest follow over the next few days. Your company sends at most 150 emails to vendors a day during the free trial, and 1,000 once you subscribe; any more wait for the next day. If you prefer one email per vendor listing all their associations, switch to the combined email in Settings.

Need one sooner? Open the vendor and choose "Send reminder now" (up to 3 times a day for one vendor). The Reminders page shows what is due, what is coming up, and everything that has been sent.

A vendor that never answers keeps getting a request once a week (or a reminder once a week after its coverage expires) until a certificate arrives. It stays on your Vendors page and in your weekly summary meanwhile. After a few weeks a phone call usually works better than another email.
A vendor you can only reach by phone or text: open the vendor and choose "Copy upload link", then send the link however you like. It works for 30 days, for that association.
Let your vendors know to expect it. Requests arrive under your company's name, with a line at the bottom saying Coifish sent them for you. A short word to your vendors beforehand helps them recognize the first one.

Reviewing what vendors send

When a vendor uploads a certificate, it appears at the top of the Vendors page, under "Needs your attention", as waiting for your review. Open it, compare the dates the vendor typed with the certificate, correct anything that is wrong, and approve. If it isn't acceptable (the wrong certificate holder, for example), reject it with a short reason; the vendor is emailed the reason and a new upload link.

While a certificate is waiting for you, reminders to that vendor for that association pause for up to 7 days.

Reviewing many at once. When several are waiting (after bringing in your own certificate files, for example), choose "Review them one after another" on the Vendors page. Each certificate is shown beside its dates, already filled in where they could be read; "Approve and next" moves straight to the following one. Certificates whose dates differ from what is on file come first. You can skip one, or stop and pick up later. A file you brought in yourself can be removed without anyone being emailed.

Dates that came from your records are marked "not yet reviewed" until the certificate itself has been reviewed: when you bring the file in or upload it, or when the vendor next sends one.

Requests from vendors

Vendors can sort a few things out from their upload page without calling you. Three of them need your answer, and appear at the top of the Vendors page:

Send requests to someone else. The vendor gives a new name and email. Nothing changes until you approve; when you do, the new address is used for every association that vendor works for, and the outstanding request is sent to it straight away.
We no longer work for this association. Reminders for that association pause until you either remove the vendor from it or say they still do.
We don't carry this coverage. For a vendor whose other coverage is in order but who no longer carries one of the policies on file. You answer "Remove it" or "They still need it". Reminders for that association pause for up to a week while it waits, then carry on, so a request nobody answers can't hide a lapse.

Removing coverage yourself. You don't have to wait for the vendor. Open the vendor and choose "Remove" under a policy line, with a note if you like. Use it when the vendor no longer carries that coverage, or it was never required. The line stops counting towards the status and reminders, stays in the history, and is listed under the certificate with "Put back" for as long as that certificate is the one on file. Where one certificate covers several associations, you can take it off all of them at once. The only coverage left on file can't be removed this way; if the vendor no longer works for the association, remove it from the association instead.

Vendors can also email themselves a fresh link when theirs has expired, and after uploading they are shown any other associations of yours that still need a certificate from them.

When a vendor's email isn't working

If a reminder bounces, the vendor is flagged in red on the Vendors page and in your weekly summary, and reminders to them pause. Open the vendor and either correct the address, or, if the address is right, choose "The address is right, try again". If a vendor marked a reminder as spam, we can't email that address again; ask them for a different one.

The vendor packet

Many companies ask every new vendor to complete a set of forms: a vendor agreement, a W-9, and so on. You can keep your blank forms in Coifish and email them to a vendor with one click.

Set it up once. On the Settings page, under "Vendor packet", an owner or admin adds the blank forms (PDF, up to six), the address vendors should send completed forms to, and an optional note.
Send it. Open a vendor and choose "Send vendor packet", or check the box when adding a new vendor. The vendor gets one email from your company with a button to download the forms. The link works for 90 days; "Send again" makes a new one.
Completed forms come back to you. The email and the download page tell the vendor to send them to your address, and replying to the email reaches that address. Coifish never receives or stores a completed form, a Social Security number, or a tax ID number.
Keep track. When the forms arrive, check "Received" on the vendor. Until then the vendor shows "Packet sent" in your list.

The page vendors use to upload a certificate of insurance is for certificates only, and says so. If a vendor uploads something else there by mistake, reject it when you review it.

Your associations' own insurance

The Insurance page keeps each association's own certificate of insurance, the one its agent issues for the association's property, general liability, directors and officers (D&O), crime or fidelity coverage, and so on. It is separate from your vendors' certificates. Choose "Add certificate" on an association, attach the certificate, and enter each policy on it: the kind of coverage and its expiration date, and, if you like, the carrier, policy number, effective date, limit, and deductible. Property policies are often on the pages after the first, on an evidence of property form.

When the association renews, choose "Replace with a new certificate": the earlier one stays in your records and in "Download everything". Each association shows Current, Renews soon (a policy ends within 60 days), Expired, or Nothing on file. A policy that renews soon or has expired is listed under "Needs your attention" on the Vendors page and in the weekly summary. An association with nothing on file is never flagged. Nobody outside your team is emailed about it: the association's agent is not contacted.

The weekly summary

Once a week, on the weekday you choose in Settings, everyone on your team gets one email listing what needs attention: expired, ending within 30 days, waiting on a certificate, waiting for your review, vendor email addresses that aren't working or are missing, requests from vendors that are waiting for your answer, certificates that don't meet your coverage requirements, and associations whose own insurance has expired or renews within 60 days. A manager who has been given associations of their own gets a summary of just those (see Your team). If nothing needs attention, no email is sent.

Your team

Owners and admins invite people from Settings. There is no charge per person. Each person can give their name on the Account page; the team list, "Managed by", and each vendor's history show it instead of an email address.

Manager: vendors, certificates, and reminders.
Admin: everything a manager can do, plus settings and the team.
Owner: everything, including associations and billing. There is one owner; ownership can be handed to a teammate from the Account page.

Invitations are good for 7 days and can be resent or cancelled from Settings.

A board that runs its own association shares an account the same way: each member gets their own sign-in, at no extra charge. When the person who set it up steps down (a treasurer at the end of a term, say), they hand ownership to someone else on the team from the Account page, and stay on as an admin until they are removed.

A manager for each association. Owners and admins can say who looks after which association, with "Managers" beside it on the Associations page. An association can have more than one person, and nobody has to be assigned. The people checked see that association first on the Vendors page, under "My associations", and a manager's weekly summary covers only their own. It hides nothing: everyone on the team can switch to all associations at any time, so people can cover for one another. The owner and admins always get every association in their summary, so one with nobody assigned isn't missed.

Getting help inside your account

Coifish support can't open your account unless you let it in. If you'd like us to look at something with you, or to help set things up, the account owner can switch on Coifish support at the bottom of Settings for 7, 14 or 30 days.

While it is on, Coifish support can open your account and do what an admin can: work with your vendors and certificates, bring in your records, and change settings. It can't see or change billing, change your team or your associations, delete a vendor for good, download everything at once, or close the account.
Everything it does is marked "Coifish support" in the history, and Settings shows each time it opened your account.
The owner can end it at any time with End now, and it ends by itself on the date shown. Either way, we are shut out at that moment.
It adds nobody to your team, and nobody is emailed about it.

Billing

The price is based on how many active associations you have, with graduated rates: each range of associations has its own rate, and the rate drops after your 10th and again after your 50th association. The least any account pays is $250 a year or $25 a month, which covers up to 4 associations. Paying yearly saves 17% compared with paying monthly. Vendors and team members are unlimited, and there is nothing to pay to get started: your first 30 days are free, with no credit card needed.

How it's calculated: each range of associations has its own rate.
Your associations	Yearly	Monthly
Minimum (covers up to 4)	$250 a year	$25 a month
Associations 1 to 10	$60 each	$6 each
Associations 11 to 50	$35 each	$3.50 each
Associations 51 and up	$25 each	$2.50 each

4 associations or fewer? You pay just the minimum: $250 a year or $25 a month in total.

The Billing page shows how many associations you're paying for and your price. Archived associations aren't counted.
Monthly plans: an association you add is charged for the rest of that month on your next bill. Each bill is based on the associations you have then.
Yearly plans cover a number of association slots for the year. An association beyond your slots is charged for the rest of the year, at the rate for its range; those charges are collected together once a month. Archiving one frees its slot for another at no extra charge until renewal. Slots don't go down during the year; at renewal your plan resets to the associations you have then.
Fees aren't refunded, including for part of a period or for an association you archive. Each association in your account should be one community; combining several communities under one association isn't allowed.
The owner subscribes, changes how the company pays, and downloads invoices from the Billing page. Every payment comes with an invoice for your records.
Reading your invoice. The total is always the price shown on your Billing page. The lines above it are printed the way our payment provider counts a price that changes with size, so they look different from the table above: Up to 4 associations cost the minimum in all: $250 a year ($25 a month). The 5th is listed at $50 a year ($5 a month), which brings 5 associations to $300 a year ($30 a month). After that each association is listed at its rate: $60 a year ($6 a month) each up to 10, $35 a year ($3.50 a month) each up to 50, $25 a year ($2.50 a month) each from the 51st on. A line at $0.00 is how the payment system prints each range. It adds nothing.
You can pay by card or by bank transfer (ACH).
Your plan starts on the day of your first payment and renews on the same date each month or year until you cancel. If you subscribe during the free trial, the first payment is taken when the trial ends.
You can switch between monthly and yearly on the Billing page. During the free trial the switch is made straight away, because nothing has been paid yet: your first payment, when the trial ends, is for the plan you chose, and you can switch back until then. After that, the switch happens on your next billing date; nothing is charged or refunded before then, and you can undo it until that day.
The owner is emailed 14 days and 3 days before the free trial ends, with what happens next and how to choose a plan.
If the trial ends without a subscription, everything keeps working for 7 more days. If a payment fails, everything keeps working for 14 days while it is sorted out. After that the account becomes read-only and reminders pause until billing is sorted out.
30 days after a subscription ends, or after a free trial ends without one, the account's data is permanently deleted. The owner is emailed when the 30 days start and again 7 days before the date, which is also shown at the top of every page. Subscribing before then keeps everything.
Cancel any time from the Billing page. Your plan runs to the end of the period you've paid for. There are no refunds for unused time.

Your account and your data

Signing in. You sign in to Coifish with your Longline Labs account, one account for every Longline Labs app: choose "Continue with Longline Labs" on the sign-in page. Coifish has no password of its own. New here? The same button creates the account on the way in, and you set up your organization right after.
Forgot your password, or want two-step sign-in? Both belong to your Longline Labs account, at account.longlinelabs.com: "Forgot your password?" on its sign-in page, two-step sign-in on its account page. "Manage your Longline Labs account" on the Account page takes you there.
Change your email address at Longline Labs too: Coifish uses the new address the next time you sign in. Your name, shown to your team, is on the Account page here.
Download your data from the Account page, any time: a quick status spreadsheet, or (owners and admins) everything, including every certificate file and the full history.
Close the account from the Account page (owner only). If you have a paid plan, the account stays open until the end of the period you've paid for and then closes; otherwise it closes at once. Its data is permanently deleted 30 days after it closes. Until then the owner can sign in and reopen it.
Delete a vendor for good: remove the vendor first, then an owner or admin can choose "Delete permanently" in the Removed vendors list. That erases its contact details, certificates, files, and history, and can't be undone. One line stays in your account's history: that a vendor of that name was deleted, when, and by whom.

Getting in touch

A question about Coifish, or something not working as you expect? Signed in, Help & support at the top of every page (or Contact us at the bottom) tells us which company and page you were on, so you don't have to. If you can't sign in, write to support@coifish.com. A vendor's questions about a request go to you: replies to the emails they receive reach your reply-to address.

Each company's data is visible only to its own team. Certificate files are private: they open only for signed-in members of your team (and for Coifish support while you let it in), and copies are emailed only to the addresses you list. See the privacy policy and terms of service.