Contractor management

Contractor management is where you manage the health, safety, and operational risks of external vendors, service providers, or independent contractors working on your premises. It is the register of companies that work for you, and the place where you collect their safety files. It is not the same as the main inspection module. Safety-file templates are a lighter list of required documents and answers.

• Name, type (for example electrical or civil), the sites they work on, address, and primary contact
• A code generated by the system
• Up to five key contacts. A key contact is invited by email and signs in to a limited contractor portal: their company and their safety files. They do not get the rest of the product.
• Internal notes that contractor contacts cannot see

Safety file management is the process of vetting, verifying, approving, and maintaining the health and safety records that outside companies submit before they start work on your premises.

1. You set the requirements and send the file.
2. The key contact fills it in (documents, certificates, short answers, dates, numbers) and submits it to you.
3. Your reviewers approve it or send it back with a reason.

Approval sets an expiry date: either a fixed number of months, or the earliest certificate date in the file. Lists show what is expiring and what has already expired. An approved file can later be reopened for an update on the same record, and an approval certificate can be downloaded for each approved safety file.

The company page shows the inspections, observations, actions, and risk assessments linked to that contractor. Contractors can be imported from a spreadsheet.