How do you know which contractors have a valid COIDA letter, insurance and safety file before they start work?
In Inspecable, each contractor certificate is recorded with its expiry date and verified by a person, and a contractor counts as compliant only while it is approved and every document is verified and in date.
Contractor Compliance in South Africa: Track COIDA Letters and Safety File Expiry | Inspecable
This web dashboard tutorial adds a contractor company and approves it, then records its certificates (public liability insurance, the COIDA letter of good standing, tax clearance, the health and safety file, a B-BBEE certificate or a type you name) with the file and expiry date, and verifies each one. Documents expiring within 30 days are flagged. The register keeps the documents that go into a contractor's safety file; it does not build the file, it is not linked to site access or the clock-in gate, and it sends no automatic expiry emails. Recorded in a live demonstration organisation.
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Introduction
In this video you'll add a contractor company, approve it, and record and verify its certificates, so you can see at a glance which contractors are cleared to work and which aren't.
The contractor register
Contractors is in the sidebar, under Safety and Compliance. Each contractor company has a card: its name, registration number and contact, whether it's approved, and whether it's compliant right now. A contractor counts as compliant only while the company is approved and every document is verified and in date. It's worked out from the documents every time, never typed in. Under each card is the list of documents, with their expiry dates. Each document line shows what it is, when it expires, whether a certificate file is attached, and whether it's been verified. A card with a problem lists what's wrong in red at the top, so you don't have to hunt for it.
Onboarding a contractor
To onboard a contractor, choose Add contractor and enter the company name, the registration number, and a contact name and email. A new contractor starts as awaiting approval, and isn't compliant until its documents are on file and verified. We'll cancel this one. A company waiting for approval shows Approve and Reject, and the card says what's still missing. Here, the company itself is awaiting approval, and one document is still waiting to be verified. Edit corrects a company's details at any time. Reject turns a company down if its paperwork doesn't hold up. Once it's approved, its compliance depends only on its documents being verified and in date.
Certificates and documents
Add document records each certificate: public liability insurance, the COIDA letter of good standing, tax clearance, the health and safety file, a B-BBEE certificate, or a type you name. Attach the certificate file and set its expiry date. Pick the document type from the list, or type your own. Leave the expiry date blank only if the document doesn't expire. A document past its expiry date stops the contractor being compliant, whatever its status says. We'll cancel this one. A new document counts only as a claim until someone checks it against the real certificate and marks it verified. Until then, the contractor isn't compliant. Verify and Reject sit beside each document waiting for a check.
When a certificate expires
When a document passes its expiry date, the contractor drops to not compliant, as this crane hire company has. Documents expiring within thirty days are flagged too. There are no automatic expiry emails, and the register isn't linked to site access, so check it here.
Recap
So: add the company, and it starts as awaiting approval. Record each certificate with its file and expiry date, and verify it. A contractor is compliant only while it's approved and every document is verified and in date. Next, take a tour of the Safety Hub, tab by tab, to see where everything else lives. Every tutorial is on our website, linked on screen now.
Safety and compliance tutorials
Fourteen days on the Safety & Compliance edition, no card
Or book a 30-minute walkthrough and we show this on your industry's checklists.