Use case
A contractor arrives at 8am. Are they cleared to start?
Their insurance and method statements sit in Documents & Policies, company and personnel records in People & Training, and site induction through Flexible Forms. Contractor sign-in and sign-out sync from your sign-in system on arrival, captured against the people involved, so you can show who was on site and that they were cleared to be there.
Right now, contractor checks live in an email thread and someone's memory.
A contractor turns up to work on the boiler. Did anyone check their public liability insurance is still in date? Is there a method statement for the job? Were they inducted onto the site, or did they just walk in past reception? Half the time the answer is 'probably', and 'probably' is exactly what you can't say when something goes wrong.
The paperwork exists somewhere: a RAMS PDF in an inbox, an insurance certificate that was valid last year, a sign-in book at the front desk that nobody cross-checks. None of it is connected to the actual job, and none of it tells you, at a glance, whether this person is cleared to be on your site today.
When an incident involves a contractor, the questions come fast: who were they, who let them on, were they competent, was the work assessed? Reconstructing that from scattered documents after the fact is the worst time to find out something was missing.
See it in action
With people, documents, and forms connected, the workflow looks like this.
Before they arrive
The contractor's record exists before the job does.
Set up the contractor company and the people who work for them once. Hold their insurance, method statements, and competence documents against that record, each with an expiry date. As certificates approach expiry they're flagged, and an expired document surfaces on the record, so the gap is visible early rather than after the work has started. Expired credentials can suspend the contractor automatically. Contractor companies are checked against Companies House, and a dissolved company is suspended automatically, so you're not relying on a supplier that no longer legally exists.
- One record per contractor company and person.
- Set it up once and reuse it for every visit, instead of starting from scratch each time.
- Insurance and method statements held with expiry dates.
- RAMS, public liability, and competence certificates live on the record, each tracked for expiry.
- Expired or missing documents are visible.
- An out-of-date certificate is flagged on the record, and can auto-suspend the contractor, so it surfaces early, not when they're at the gate.
Cleared before they start
Induction and sign-in handled before the first tool comes out.
Send the site induction as a form the contractor completes on their phone, no app and no login. On arrival, their sign-in and sign-out sync from your sign-in system. The induction and sign-in are captured against the right person and the right work, so attendance isn't a paper book nobody reconciles.
- Site induction as a form, completed on any phone.
- No app, no login. The contractor works through it and the result is recorded against them.
- Sign-in syncs from your sign-in system.
- Sign-in and sign-out flow in from your connected sign-in app. Who was on site, and when, is captured without a paper book.
- Everything tied to the right person and the right work.
- Induction, sign-in, and documents all attach to the job, not a separate filing system.
On the record, ready if asked
Who was on site, and that they were cleared. In one place.
Every visit is recorded against the contractor, the location, and the job. If an incident happens, the full picture is there: who they were, what was checked, when they were inducted, and that their documents were valid on the day. No reconstructing it from an inbox after the fact.
- A complete attendance and clearance trail.
- Who was on site, when, and that they were cleared to be there, all in one record.
- Linked to the location and the work.
- The visit connects to the asset, the area, and the job, so context is never separated from the record.
- Evidence ready the moment it's needed.
- If an incident or audit involves a contractor, the proof of clearance is already assembled.
Clearing a contractor pulls together People & Training for personnel records, Documents & Policies for insurance and method statements, Flexible Forms for induction and sign-in, and Premises & Asset Management to link every visit to the right location.
Free readiness check
Could you prove it tomorrow?
Most teams only find the gaps when someone asks. This finds them first: a readiness score, your biggest gaps, and a plan for each, in about three minutes.
Across sectors
This workflow works the same way everywhere.
The details change depending on your world.
Education
A contractor's DBS, insurance, and method statement are checked and held before they're on site near children. Induction and sign-in are recorded, so safeguarding evidence covers visitors as well as staff.
Offices & Workplaces
Cleaning, maintenance, and IT contractors cleared before they access tenant floors. Insurance, induction, and sign-in recorded per visit for the operator and each occupier.
Charities & Children's Services
Subcontractors and visiting specialists are cleared before they work with young people. DBS, insurance, and induction held, with sign-in recorded for safeguarding evidence.
Care Homes
Maintenance and equipment contractors are cleared before entering resident areas. Documents are validated, induction completed, and every visit recorded against the home for the inspection trail.
Facilities Management
Across a portfolio, every contractor's RAMS, insurance, and competence are held per company and checked per job. Sign-in and clearance are evidenced site by site for the client report.
Manufacturing & Warehousing
Contractors working on plant or machinery are inducted to site rules and their method statements held before work begins. Attendance on the floor is captured against the job.
Leisure & Hospitality
Pool, plant, and event contractors are cleared and inducted before they start. Documents and sign-in are recorded, so public-liability evidence includes everyone who worked on site.
Construction & Installation
Subcontractors and specialist crews are cleared before they start on site. RAMS, insurance, and tickets checked per job, with sign-in recorded against the project.
Keep exploring
Related use cases
The same connected workflows, applied to the situations that sit alongside this one.
A new starter joins
Contractors and staff follow the same idea: cleared and on record before they start. See how a new employee's policies, induction, and training land from day one.
See use caseSomeone spots a problem
If a contractor is involved in an incident, the clearance trail matters. See how a hazard report becomes a connected record from scan to resolution.
See use caseAn inspector is coming
Contractor records are part of being audit-ready. See how policies, training, and maintenance come together in one view, current and ready.
See use caseExplore the platform
See it for yourself.
Book a demo and we'll set up a contractor record, induction, and connected sign-in so you can see what a cleared arrival looks like.
