Contractor Management — Induction to Close-Out
Prequalify contractors against your WHS standards, automate induction workflows, track licence and insurance expiry, and maintain a real-time view of every contractor on your site.
Prequalification and onboarding
Contractors submit WHS documentation before they arrive on site. The system validates licences, insurances, and SWMS against your requirements.
Every contractor completes a structured prequalification that checks ABN verification, public liability and workers compensation currency, high-risk work licences relevant to the scope, and SWMS for the specific tasks they will perform. Nothing is assumed to be current — evidence is required and expiry dates are tracked.
Site induction management
Digital inductions with acknowledgement tracking ensure every contractor understands site-specific hazards before starting work.
Site inductions are configured per location with site-specific hazards, emergency procedures, and prohibited activities. Contractors complete the induction on any device and their acknowledgement is recorded with timestamp and digital signature. Inductions can be set to expire and require renewal for long-term contractors.
Licence and insurance monitoring
Automatic expiry alerts for high-risk work licences, public liability, and workers compensation policies prevent compliance gaps.
The system monitors expiry dates for every document submitted during prequalification. When a licence or insurance policy approaches expiry, the contractor receives renewal reminders and the host PCBU receives an alert. Expired documents automatically flag the contractor as non-compliant until updated evidence is provided.
SWMS review and approval
Contractors submit SWMS through the platform for review and approval before high-risk construction work commences.
SWMS submitted by contractors are reviewed against the scope of work and site-specific conditions. Reviewers can request amendments, approve with conditions, or reject and require resubmission. Approved SWMS are linked to the contractor record and available for inspector review at any time.
What happens without structured contractor management
A subcontractor arrives on site with an expired high-risk work licence. Nobody checks because the induction was done six months ago and filed in a cabinet. During a SafeWork NSW inspection, the inspector discovers the lapsed licence and issues a prohibition notice stopping work immediately. The PCBU cannot demonstrate they verified contractor compliance as required under their duty of care.
How It Works
Prequalify
Contractors submit licences, insurances, and SWMS through the platform. The system validates documents and flags gaps.
Induct
Site-specific digital induction completed on any device with acknowledgement recorded and time-stamped.
Monitor
Continuous monitoring of licence and insurance expiry with automatic alerts to contractors and the host PCBU.
Compliance Mapping
| Regulation | Section | Requirement | How This Module Meets It |
|---|---|---|---|
| WHS Act 2011 | s.20 | PCBU duty to ensure health and safety of workers, including contractors | Structured prequalification and ongoing monitoring demonstrate the PCBU is actively managing contractor WHS. |
| WHS Regulation 2025 | s.307 | Principal contractor duties for construction projects | SWMS review and approval workflows ensure high-risk construction work is not commenced without compliant safe work method statements. |
| WHS Regulation 2025 | s.81 | High-risk work licences must be current | Licence expiry monitoring prevents workers with lapsed credentials from performing high-risk work on site. |
Industries That Rely on This
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