Online Induction >> Contractor Verification System
Contractor Verification System
Contractor verification is a major process for the ongoing managing of contractor companies, their contractor staff and subcontractors they engage. It typically involves verification of their compliance, safety history, performance and capability, procedures and policies, important engagement and safety materials they need to provide as part of being engaged to perform work at an organisation or site.
- Best practice contractor verification software
It's more important than ever to ensure you know what's going on with your contractors on site.
In many regions you need to demonstrate due diligence as a person conducting business or undertaking (PCBU) with regards to contractors working in your workplace under the law. Even if you have engaged another contracting company to manage contractors in your workplace, a contractor verification system can help you ensure that they are doing the right thing and that all contractors in your workplace are compliant and have been verified.
View Templates and Examples
The Verification Process
Contractors provide a great deal of materials covering many different areas when they are engaged to work in a workplace. Typically these range from insurance cover for the specific type of work or activity they are undertaking through to evidence of training, certifications, licenses for their individual staff and providing copies of their procedures, safety systems in place and policies as well as history of safety incidents and LTIs.
Collecting these materials is done as part of the contractor prequalification process
and once collected, there are multiple ways to actually verify them.
If self verifying as a company, the core review status ranges from approved, pending, providing the material again and rejected. This is best done using contractor management software
to systemise and easily manage the approvals.
An alternative to self review and verification is using either AI technologies for real-time verification or an outsourced review and approval process. A combination of these are also really common as well.
See how the contractor verification system we've created works and how it might enhance your contractor verification process:
Common Contractor Verification Licenses, Credentials and Tickets
Commonly you'll see a verification process around insurances such as workers compensation, public liability and professional indemnity.
But also you see it for individual tickets and licenses held by contractors issued by independent training organisations such as:
Crane Bridge and Gantry
Crane Non-slewing mobile >3t
Crane Portal Boom
Crane Slewing mobile up to 20t
Crane Slewing mobile up to 60t
Crane Slewing mobile up to 100t
Crane Slewing mobile >100t
Crane Vehicle Loading
Electrician - Restricted
Electrical High Voltage Operation
Electrical High Voltage Switching
Engineer - Chartered Professional
Engineer - Associate
Fitter and Turner
Forklift - Order picking truck
Hoist Boom Type Elevating Work Platform
Hoist Concrete Placing Booms
Hoist Materials Platform HM
Hoist Personnel and Materials
Refrigeration and Air Conditioning
Roofing / Guttering
Working at Heights
The important checks to verify
It's not just about collecting and checking the contractor holders the certification or license, it is important to make sure they hold a valid and correct credential. This might include things like the correct level of insurance cover for the type of work or undertaking they are doing.
I.e. contractor is insured and holds liability insurance but the level of cover doesn't actually fit the risk level and job task they are doing where they actually require a significantly higher level of insurance cover.
Thing you might verify:
- Expiry date is correct
- Correct level of cover
- License is genuine / fraud prevention
- It is the correct type of document
Using a verification system to do this make life so much easier with automatic and systemised checks, check out our verification system right here
With a contractor safety passport
you can conduct on the spot checks of contractor licenses, certifications, insurances, permits and other safety compliance materials such as method statements by simply scanning the passport. Find out more on how to setup a contractor safety passport right here
as part of setting up a contractor verification system.
Self Managed Verification of Licenses versus Managed for you
There are two common approaches to contractor verifications, a self managed approach and a managed for you approach.
- Self managed: here you use a contractor verification system to collect all the details from your contractors and you conduct a review and approval process directly
- Managed for you: you still collect all the licenses and certifications via your portal and we then review and approve for you, managing the entire prequalification and verification process on your behalf
Discover the different Contractor Verification options
Another approach is our AI Verify tool, it's an AI assistant that can help check and review licenses and certifications through to insurances in real-time at point of upload. This helps with identifying errors early on and helps with your review process (you still ultimately make the call and approval but the AI helps you in doing that!).
Discover more on AI Verify
What happens when you don't verify contractors
With increasing regulations and constantly increasing and changing workplace risks, when contractors haven't been verified, it can be catastrophic when an incident happens and a contractors details haven't been verified.
Some of the problems and risks might include:
Contractors arrive on site without having a safety check which is a major business and safety risk
Contractors or subcontractors arrive on site without expired licenses or tickets unchecked
Bad safety habits introduced into your workplace because of unknown previous safety history
Increased risk safety incidents
Risk of causing new hazards
Poor performing contractors left unchecked
Contractors working on site that shouldn't be
What does a contractor verification system do
A contractor verification system is designed to verify the legitimacy of businesses, contractors and organizations that you may hire or work with. This can include verifying employee backgrounds, validating job references and ensuring that your chosen contractor's qualifications are up-to-date.
This might be part of your wider supplier onboarding system
and contractor management system
For any business looking to work with contractors, it pays to do your due diligence by doing background checks and confirming all credentials before offering them a job. The traditional way of doing so involves manual process like looking into references from past employers, gathering personal details from paperwork submitted by the applicant and checking for criminal records. However, with the help of a contractor verification system, you can save time and effort since it streamlines all these processes for you. It swiftly scans thousands of verified databases to compile an accurate report on the individual or organization in question.
Having an efficient contractor verification system helps organizations increase their operational efficiency while reducing risks associated with hiring untested personnel or working with unreliable suppliers. With every move tracked and recorded through an automated system, you also have total visibility over what goes on in your business. Moreover, having such systematic processes in place enables compliance with industry regulations when necessary - especially helpful when dealing with highly regulated industries such as finance or healthcare.
In summary, having a reliable contractor verification system in place allows businesses to ensure they're working with qualified professionals who meet their requirements without wasting valuable resources on unnecessary manual verifications. We hope this article has been able to answer some questions about what does a contractor verification system do - if you have any further questions feel free to contact us today!
Here are some common checks you might include:
Ensures that all contractors have been checked and are compliant
Helps understand previous safety history and performance of contractors, should you use this contractor?
Provides deep intelligence around contractor activity, safety and compliance
Prevents non compliant contractors from working on site
Tracks where contractors are on site
Ensures all contractor safety materials, training and insurance documents are captured and up to date
Evaluates contractor safety performance
Contractor safety management
Is an ongoing verification tool around all contractors and subcontractors
Example Contractor Verification Items
Commonly the areas verified include:
Insurances, tickets, licenses, safety history, lost time injury history, safety procedures in place, do they induct their own staff?
Try our contractor verification platform
See how the latest innovations and technologies around contractor verification can work for your organisation by looking at the online demo via the form above or: