Pre-qualify contractors, manage compliance documentation, control site access and eliminate unverified contractors from your sites — all from one central system backed by professional H&S expertise.
See how SRM Genie manages contractor compliance.
The Problem
Most incidents and enforcement actions involving contractor management come down to one of three root causes. They are all preventable with a properly designed system.
Insurance certificates, RAMS, CSCS cards and competency evidence arrive via email and are saved in shared folders with no tracking, no expiry monitoring and no consistent format. When a document expires, no one notices until something goes wrong.
Different site managers apply different standards when deciding which contractors are acceptable. Without a consistent pre-qualification process, your compliance position depends on individual judgement calls rather than a defined standard.
Site induction records — when they exist at all — are held on paper sign-in sheets that are difficult to retrieve and easy to lose. There is no central record of who received what induction on which date.
How It Works
Add contractors to your central register and define what documentation is required — insurance levels, accreditations, RAMS, competency evidence — based on the type and risk level of the work.
Contractors submit required documentation which is recorded against their profile. Expiry dates are tracked automatically. Status is visible at a glance — Green (compliant), Amber (expiring), Red (expired or missing).
The system alerts you — and optionally the contractor — when insurance certificates, trade registrations or competency evidence are approaching their expiry date, giving time to arrange renewals without disruption to work.
Record site-specific inductions against individual contractors. Digital induction records are retained centrally and can be retrieved immediately during an HSE visit or client audit.
Log contractor-related incidents, near misses and observations. Track corrective actions. Maintain an ongoing performance record for each contractor that informs future appointment decisions.
Case Study Result
One of SRM Genie's housing provider clients was managing over 40 maintenance contractors with documentation held across email folders and paper files. After implementing SRM Genie's contractor management module, they achieved full documentation compliance across their entire supply chain, eliminated unverified contractors from their sites, and reduced the administrative time spent on contractor management by 90%.
The Platform
Central register of all approved contractors with compliance status, contact details and work type classifications.
Store and track all contractor documentation — insurance, RAMS, competency certificates — with automated expiry monitoring.
Record individual operative competency cards, trade licences and specialist accreditations. Track renewals across all individuals in each contractor's workforce.
Record and track site-specific inductions. Digital records retained centrally for every contractor and operative who has received an induction.
Review and approve contractor method statements and risk assessments before work commences. Retain all approved RAMS centrally.
Log contractor-related incidents, near misses and observations with action tracking. Build a performance history for each contractor.
Set alert thresholds for insurance and certificate expiry. Notifications issued in advance — giving time to chase renewals without disrupting operations.
At-a-glance view of your entire supply chain compliance status. Instantly identify contractors with expired or missing documentation.
FAQs
Contractor pre-qualification is the process of verifying that a contractor meets your defined health and safety, insurance and competency standards before they are permitted to work on your sites. Under CDM 2015, principal contractors must satisfy themselves that all contractors are competent for the work they will carry out. Pre-qualification provides the documented evidence that this has been done.
At a minimum: employers' liability and public liability insurance certificates; method statements and risk assessments specific to the work; evidence of relevant competency (CSCS cards, Gas Safe, NICEIC, CHAS or similar accreditation); any specialist licences required by regulation (asbestos, electrical testing, etc.); and confirmation of their health and safety competent person. Requirements should be proportionate to the risk level of the work.
When a document is added to the contractor's profile, you record its expiry date. SRM Genie tracks all expiry dates centrally and sends automated alerts — at a configurable number of days in advance — so you have time to chase renewals before the document lapses. The compliance status dashboard shows all contractors and their current status at a glance.
Yes. SRM Genie's contractor register can accommodate any type of contractor — specialist trade contractors, professional services firms, temporary labour suppliers, maintenance providers or any other category. You can configure different documentation requirements for different contractor types based on the risk profile of their work.
Yes. Contractor management is one of eight integrated modules in SRM Genie. It works alongside training and competency tracking, incident reporting, audits, risk assessments, asset management and policy management — giving you a single, complete view of your compliance position.
Industry Applications
Manage subcontractor pre-qualification, RAMS approval and CDM contractor compliance on complex construction projects.
Construction compliance →Pre-qualify and manage a large supply chain of specialist FM contractors across your property portfolio.
FM compliance →Manage maintenance contractors and specialist service providers working in production environments.
Manufacturing compliance →Book A Demo
Book a live demonstration with Liam Scott and see how SRM Genie keeps contractor records, checks and approvals under control.
Book a Free DemoOr call 01952 794 796