Our contractor management software is the ultimate full workflow solution for engaging, prequalifying, manging, tracking and ensuring the ongoing compliance of your contractor workforce, subcontractors, suppliers and sole traders. From tracking them on site through to contractor inductions, issuing contractor cards, insurance management, supplier accrediation, safety and risk reviews and contracting company management.
What is contractor management and why do you need contractor management software?
Contractor management is the process of engaging and managing the contractors and subcontractors working in your workplace across areas such as pre-qualification, induction, compliance checks, sign in on site, inusrances and tickets tracking and ongoing day to day contractor management activities. Your organisation may hire one off contractors to perform adhoc work or you may hire preferred contractor companies to perform ongoing and regular work on site.
(Enhancing Contractor Management 2018)
This could range from clearning contractors, maintenance, gardening though to security contractors. Think of the suppliers and vendors your company engages and do these organisations provide staff that visit your workplace to conduct work?
If so, you need to manage these staff and of course the relationship you have with these contractor companies. Are they compliant to continue a working relationship with your organisation? Has their performance been satisfactory in the last 12 months? Do you want to continue using this contractor?
These areas form the foundation of a contractor management system. (Online Training as a Medium 2010)
Further below we go over our contractor management software features and best practice contractor management setup
- Prequalify all contractors before they start work. Full safety assessment, upload insurances, SWMS, JSA's, Risk Assessment, Incident History, should this contractor be an approved contractor?
- Induct the contractor company and all subcontractor staff, ensure they acknowledge and understand risks, safety, policies, procedures, environment, check lists, quality and other important site specific issues
- Digital sign in of all contractors and sole traders as they arrive on site. Spot check of their compliance and cross check in real-time their validity, insurances are up to date, fully inducted, checked in and track on site
Setup your contractor management process on mobile
Contractor Management Mobile App
Mobile app for iPhone, Android, Tablets to enable contractors to complete these tasks live and in real-time in the field as well as management tools for your site managers to have real-time oversight of their contractors
Introducing the future of Contractor Management
- Contractors complete prequalification process via mobile app
- Contractors complete contractor induction
- Sign in / sign out as contractors arrive on site
- Compliance history verification
- Contractor approval process
- Accounts integration
- Integration with work orders
- Contractor notifications and head contractor reminders
- Compliance spot check on site
How do you prevent bad contractors from being engaged by your company?
Pre-qualifying contractors on their safety history, insurance and business registration, safe work method statements and compliance can prevent the big issues down the track.
How do you manage contractor performance?
Once contractors start working with your workplace, site or project, it is important to conduct performance analysis on their safety, provision of service, compliance with procedures and overall contractor performance management to understand fully, should the contractor remain an approved and preferred contractor?
How often do you check if your contractors should remain an approved and preferred contractor?
For many industries it is now a requirement to collect evidence of COVID19 vaccination as part of their engagement on site and in the workplace. This has now become a critical area under contractor management and might tie into the induction and prequalification of the contractor through to prompts around vaccination status during contractor sign in on site through to when they action a permit to work.
Other important checks might include:
- ensuring contractors and subcontractors have gone through a COVID induction
- prescreening on current COVID wellness status, signs of illness or being a known COVID contact
- declarations around vaccination and providing evidence
- detailing which vaccine they have taken and if they are fully vaccinated or not
- have they had a booster shot?
When contractors are working on site, its critical to make sure all aspects of their safety are managed before they begin their job task, activity or role, during their time on site and when they leave the workplace as well (Contractor Safety Management, 2019).
Best practice contractor safety management is divided into several approaches to ensure contractors are engaged and prepared for working safely on site, are empowered with the right processes and procedures to ensure their own safety and the safety of their co-workers, have gone through and conduct the necessary safety checks and processes, have the systems in place to conduct their job task safely and finally, leave the workplace in a safe condition for the next worker (Contractor Safety Management, 2019).
Using contractor management software to manage these areas, you can manage all your contractors from scheduling automatic reminders to your contractors for a wide range of compliance requirements to profiling their progress, collecting required documentation, a searchable database, live activity, reporting, who is on site and much, much more.
Contractor Management System Features
Track your contractors ongoing compliance
Collect certifications, expiry dates and licenses
Use mass contractor communication tools
Work Flow functionality
Contractor site training online
GPS map of current contractor locations
Collect emergency contact, next of kin, medical information & more
Contractor Management and Prequalification Process
Contractor / Supplier Registration
Pre-qualification + Required Documents (collect insurances, certifications and more)
Contractor / Supplier Verification
Compliance spotcheck as they arrive on site / sign in & out tracking
Ongoing compliance and reminder verification
We offer you a custom built portal for contractor management requirements such as:
- Contractor Online Induction
- Contractor compliance control
- Property / Building Induction Software
- Online tests with scoring
- Document management portal
- Online Hazard Registry
- Facility induction cards for contractors
- Load all your own material and manage for your self
- Site specific inductions as well as organisation wide inductions
Ensure that all suppliers / contractors undertaking physical work know your safety requirements and are able to work safely on all our sites.
Ensure that suppliers / contractors are safe while working on sites and that your customers, visitors and staff are also kept safe.
Provide one standardised induction to enable all suppliers and contractors to access all sites rather than have to complete many brand specific inductions.
Mapping Contractor Relationships
A big part of contractor management is even understanding who your contractors actually are. You might be aware of primary contractors your directly engaged but start to wonder who various subcontractors turning up actually belong to and who engaged them.
With our contractor management system you can visually see all the relationships between different contractors, subcontractors, their compliance status, who engaged them, for which job tasks or activities, when are they due on site, are they insured and are the inducted.
Contractor Management Platform Demo
See how our contractor management system can work for your organisation by looking at the online demo via the form above or - Contact Us
See how it all works from the above online form!
View a demo online induction system, webinars to see examples or personalised demo with our team