Subcontractor management
One record per subcontractor, kept current
Every subcontractor on site gets one record — insurance, RAMS and accreditation expiry dates, induction and site access history — and a risk flag reaches the dashboard the moment it is logged, rather than at the next audit.
Most subcontractor management is document chasing, and most document chasing fails in the same place: the documents arrive, get saved, and then quietly go out of date. An insurance certificate is only useful for as long as it is in force, and nothing about a PDF on a shared drive says when that stops being true.
So the record is built around dates rather than files. Insurance, RAMS and accreditation each carry an expiry, and the expiry is what the platform watches. The file is still there when an auditor asks for it, but the thing that drives a prompt is the date, because that is the thing that changes without anyone touching it.
Prequalification and site history sit on the same record. Whether a firm was assessed as competent, what they were inducted onto, and when they were last on site are all part of one answer to the only question that matters — should these people be through the gate on Monday.
What it does
Expiry tracked per subcontractor
Insurance, RAMS and accreditation expiry dates held against the firm, so a lapse is something you are told about rather than something you discover.
Induction and access history together
What a subcontractor was inducted onto, and when they were last on site, kept on the same record as their documents.
Risk flags on the dashboard
A flag raised against a subcontractor surfaces on the dashboard when it is logged, not when somebody next opens the folder.
Evidence ready for a PQQ
Because the assessment and the documents behind it are already in one place, the evidence a client asks for is assembled rather than reconstructed.
What goes wrong without it
- Documents are chased by email, and the only record that a firm is compliant is that nobody has said otherwise
- Certificates are collected but competence is never actually assessed — a folder of accreditations is treated as the assessment
- An insurance or accreditation expiry is noticed after it lapsed, usually by somebody outside the business
- A client's PQQ arrives and the evidence is rebuilt from scratch, from people who have moved on to other jobs
Further reading
How to actually assess subcontractor competence, not just collect certificates
CDM 2015 expects a genuine judgement about whether a subcontractor can do the work safely — a folder of certificates is evidence towards that judgement, not a substitute for making it.
A practical subcontractor onboarding checklist for site managers
Most onboarding problems trace back to information being requested for the first time at the gate, on the morning work is due to start — a short pre-arrival checklist catches nearly all of them earlier.
CHAS, Constructionline and SSIP: what these accreditation schemes actually check
These schemes verify a baseline of health and safety competence — genuinely useful evidence, but not a substitute for a principal contractor's own judgement about a specific subcontractor and job.
Terms on this page
Next to this
- RAMS & method statements
Built, reviewed and versioned against the firm that wrote them
- Inductions & toolbox talks
CSCS cards, inductions and training, tracked per person
One licence, every site you run.
All eight modules are included on every licence — this one is not sold separately, and there is no per-user charge on top of it.