Contractor & Subcontractor Compliance
Know, before a subcontractor's crew arrives, whether their insurance, licence and safety documents are still valid.
A principal contractor is liable for the subcontractors on its sites. Today that is tracked in a spreadsheet and a reminder message, and lapses go unnoticed. This module keeps a record of every contractor, their documents with expiry dates, and an automatic green, yellow or red compliance status, with reminders before anything expires.
What it does
What Contractor Compliance covers
Contractor records
Each contractor has a name, a unique code, contact details, an onboarding date and a status of Active, Suspended or Inactive. A contractor can be assigned to one or more sites and projects.
Compliance documents
Insurance, licence, certifications and other documents, each with an issuer, reference number, issue and expiry dates, and a PDF, JPG or PNG file of up to 10 MB.
Automatic green, yellow or red status
Each document is Valid, Expiring soon (within 30 days) or Expired, worked out from its expiry date. A contractor takes the status of their worst document. A contractor with no documents is shown as Missing documents, never as Valid.
Expiry reminders
Automatic reminders at 30, 14 and 7 days before a document expires, and again once it is overdue.
Onboarding checklist
A ready-made onboarding checklist is added automatically when the module is switched on, and is completed in the mobile app.
Sort by compliance status
The contractor list can be sorted and filtered by compliance status, so the most urgent contractors appear first.
Onboarding results on contractor pages
Show onboarding checklist results on each contractor's page.
How it works
From first entry to closed record
The steps below follow the module from start to finish, in the order most companies use it.
- 1
Add the contractor
Enter the contractor's details, onboarding date and status, and assign them to their sites and projects.
- 2
Upload the documents
For each document, enter its type, issuer, reference, issue and expiry dates, and upload the file.
- 3
Complete onboarding
Run the onboarding checklist before the subcontractor's crew arrives on site.
- 4
Watch the status
Sort the Contractors list by compliance status to see who needs attention today.
- 5
Renew or retire
Renew documents as they approach expiry. Set a contractor to Suspended or Inactive when they stop working with you.
Who uses it
What each role does with it
Field Worker
Completes the onboarding checklist in the app, like any other checklist.
Supervisor
Creates and edits contractors, uploads documents and changes status.
Company Admin
Creates and edits contractors, uploads documents and changes status.
HSE Manager
Views contractor records and compliance status, read-only.
Role access is enforced on the server. HSE Managers are read-only everywhere on the dashboard, and a role only sees what it is allowed to.
Safeguards
Built-in limits and safeguards
- Document and contractor status is worked out from expiry dates on every view. It is never stored as a value that can go stale.
- A person verifies each document. The system records that the check was done.
- Creating a contractor and changing their status are recorded in the audit log.
- A contractor cannot be deleted. Retire them by setting their status to Inactive, so the history is kept.
- Renewing a document starts a fresh reminder cycle for it.
Scope
What it does not do
Stated plainly, so nothing is bought on a misunderstanding. Items marked as coming soon are on the roadmap, not in the product today.
- Contractors have no login and no portal. The company's own staff maintain their records.
- Procurement, tendering, contract values and payments are not included.
- Documents are not verified automatically. There is no OCR of insurance certificates and no check against a licence registry.
- Contractor attribution on hazards and incidents is not available yet. That is coming soon.
Related
Related modules
Want to see Contractor Compliance for your company?
Write to us with your sites, your crew size and what you need to track. We will explain how Contractor Compliance fits your operations, and what is and is not in the product today.