Contractor and subcontractor management
Contractor and subcontractor management: Control of the whole chain, throughout the relationship
With contractor and subcontractor management, we follow every external company, and every company it subcontracts, from registration to the last day of work. We also check compliance continuously, not just at entry.
Illustration. We define the tiers and requirements with each client.
The problem
Where contractor management loses control
Approving a contractor is a single moment. Managing the relationship, however, is ongoing work, and that is where failures appear.
Invisible subcontractors
The direct contractor has approval. Often, though, nobody knows who it subcontracted, or who those companies subcontracted in turn.
Compliance checked only at entry
The insurance expires halfway through the contract. Still, the company keeps working as if nothing had changed.
Documents exchanged by email
Scattered versions with no history. In an audit, nobody can prove who sent what and who approved it.
Access disconnected from documentation
The gatehouse does not know whether the company or the worker still complies. The decision then depends on someone’s memory.
The AISP solution
From registration to exit, at every tier of the chain
Each company answers for its own team and its subcontractors. Your organisation sees the complete chain.
How it works
How we structure contractor and subcontractor management
We configure the process on your organisation’s digital platform. The rules, however, are always yours.
Define requirements
By activity, risk and site, for the company, its workers and its equipment.
Configure statuses and responsibilities
Who submits, who validates, who approves and with what evidence.
Register the chain
Each subcontractor joins linked to the direct contracting company, with the requirements for its tier.
Submission by contractors
Every company uploads its documents to a web portal and tracks its pending items.
Validation and alerts
The AISP team validates the content, explains rejections and requests renewals before documents expire.
Access and indicators
The status feeds credentials and access control, while indicators show where each contractor stands.
What is included
What contractor and subcontractor management includes
From company documentation to indicators for each contractor. Contractor approval is just one of the pieces.
You have to follow up.
Down to the last subcontractor.
Company documentation
Official certificates, insurance, trade licences or permits, and health and safety documentation.
Workers
Medical fitness, training and inductions for each person, by role.
Equipment
Certificates and inspections for each piece of equipment.
Subcontracting chain
Visibility and requirements at every tier, with the direct contracting company identified.
Communication with contractors
Rejections explained and pending items followed up to resolution.
Indicators
Compliance rate, critical failures, rejections and authorised workers compared with registered workers.
Data protection
Contractor documentation stays where it belongs
Documents stay in the data centres where the technology partners operate the platforms. AISP does not host documentation on its own systems: it only accesses what its tasks require. AISP’s access to this information is personal data processing, carried out under the terms agreed with each client and under the GDPR.
- ✓Each contractor only sees its own information and that of its subcontractors
- ✓Traceability of who submitted, validated and approved
- ✓Criteria set by your organisation, not by the technology
- ✓Platform administration from Portugal, at the AISP centre in Ílhavo
Related services
A service connected to the whole operation
Contractor and subcontractor management connects to these services, from initial approval to daily operation.
Contractor approval
The initial approval of each company, with a review of the content of every document.
Integrations and automation
The approval status sent to access control, such as entrance barriers.
Administration and support
The platform kept up to date: users, requirements and workflows, from Portugal.
Frequently asked questions
Questions about contractor and subcontractor management
Can’t find the answer? Talk to us and we will show you the process applied to your operation.
What is the difference between contractor management and contractor approval?
Contractor approval is the approval of a company for a service. Contractor management, on the other hand, covers the whole relationship, including documentation, workers, access and performance.
How do you control subcontractors of subcontractors?
By registering the chain on the platform, with each company linked to its direct contracting company. Requirements apply at every tier, and each company answers for its own team.
Which documents do you ask a contractor for?
It depends on the activity, the risk and the site. In general, official certificates, insurance, permits and health and safety documentation, plus the requirements for workers and equipment.
Do contractors need to install software?
No. They use a web portal to upload documents, check the status of requirements and receive alerts.
Can you link contractor management to access control?
Yes. The platforms that AISP implements already send the approval status to access control hardware, such as entrance barriers.
Can AISP take over the daily operation?
Yes. We can take over document validation, communication with contractors and the resolution of pending items. Contractors also get support on +351 234 040 475, on working days, from 09:00 to 13:00 and from 14:00 to 18:00.
Do you know who is actually working at your facilities?
Show us how you manage your contractors and subcontractors today. We will show you the complete chain, under control, with AISP.