Automate Certificate Holder Cleanup with Certificate Hero

 Managing certificates of insurance (COIs) is tough enough. Dealing with outdated, duplicate, or incorrect certificate holder records makes it even harder. Over time, these records accumulate, leading to inefficiencies, compliance risks, and wasted time and money. 

With intelligent automation, Certificate Hero makes certificate holder cleanup fast, accurate, and painless.

The Problem with Messy Certificate Holder Data

If your system is like most, you’ve got:

• Duplicate certificate holders with slight name variations
• Outdated contact information
• Holders who no longer require certificates
• Gaps or inconsistencies in records

This clutter slows down your process and increases the risk of sending incorrect or unnecessary certificates, leading to compliance issues and client dissatisfaction.

How Certificate Hero Automates the Cleanup

Step 1: Detect Duplicates and Inconsistencies

Certificate Hero scans your holder database for similar names, outdated contact info, and holders with no recent activity.

Step 2: Smart Suggestions and Bulk Actions

Merge duplicates, archive inactive holders, update verified contact info, and standardize naming—all in bulk.

Step 3: Ongoing Maintenance

Certificate Hero continuously monitors for new duplicates and outdated info to keep your database clean over time.

Step 4: Single Issue Cert

Mark certificates as “Single Use” for one-time events or projects. These COIs are issued once and excluded from the renewal flow, instantly eliminating unnecessary renewals.

Step 5: Automated Holder Emails

Automatically notify holders 30 days before renewal, asking them to confirm the need for a new COI. This added layer improves data accuracy and ensures you only issue what's needed.

The Payoff: Less Clutter, More Control

Faster issuance. Fewer errors. Effortless renewals. Better compliance. A cleaner, more audit-ready system.

Tired of cleaning up your COI data manually? Let Certificate Hero do the heavy lifting--so your team can focus on what really matters.  Schedule a demo  to learn more.