The Subcontractor Module
A subcontractor refers to an external organisation engaged to carry out work on behalf of a company.
The Subcontractor module is used to record subcontractor details and monitor their compliance within the system. Once a new subcontractor is added, their information is stored and can be accessed or edited by administrators.
Subcontractors are provided with access to the system via a dedicated portal. Upon being registered, they receive an automated notification containing a link to complete their registration. This grants them the ability to upload their required compliance documentation, manage their workforce, view job allocations, and access other relevant parts of the system.
If a subcontractor is deemed non-compliant, their access will be restricted. Upon logging in, a Compliant Status Warning will be displayed. Non-compliant subcontractors will only be able to view the System Dashboard, where they can upload outstanding documentation. Full access will be reinstated once compliance requirements are met.
Subcontractors can be categorised by type which is a required field during registration. This setting is configurable via the Settings menu in the system sidebar.
Subcontractor Compliance
The system supports the configuration of specific compliance requirements which subcontractors must fulfil to be eligible to carry out work on site. Ensuring subcontractor compliance is crucial for upholding health and safety standards and minimising risk in the workplace.
To achieve compliance, subcontractors must upload the necessary documentation assigned to them. These documents must be current and approved by an administrator.
If the required documents are missing, expired, or have been rejected, the subcontractor’s status will be marked as non-compliant in the system.
Administrators are automatically notified when documents are uploaded, expire, are updated, or deleted. These notifications assist administrators in monitoring and managing subcontractor compliance status. Documents submitted can then be reviewed and either approved or rejected by an administrator.
The same rules and functionality apply to sub-subcontractors - companies working under a subcontractor. They also gain access via a dedicated portal, where they can upload compliance documents, manage their personnel, access project data, and use relevant system features.
Subcontractor Documents
Compliance documentation can be fully customised to align with client-specific requirements. Subcontractor document history is retained within the system and can be reviewed by administrators to track previous uploads.
Document types include:
For each document it is possible to select whether it should be taken into account for compliance (“Required”) or not.
Subcontractor System Matrix
The Subcontractor System Matrix offers a visual summary of subcontractor compliance, displaying document statuses in a tabular format. Administrators can approve or reject documents directly from the matrix.
Filtering tools allow users to tailor the view, making it easier to isolate and review specific data based on selected criteria.
Subcontractor Evaluations
If the Subcontractor Evaluations module is enabled, evaluations can be created directly from within the subcontractor section of the system.