Contractor compliance that chases people for you
Client & context
A multi-site operation responsible for verifying that every contractor on site holds current certification, insurance and clearances.
Client named on request during a call. Permission to publish has not been sought.
The problem
Compliance was tracked across thousands of emails and a wall of spreadsheets.
Certificates expired without anyone noticing until an audit or an incident.
Producing a compliance report meant a person manually reconciling sources for days.
What we built
- One database holding every contractor, document and expiry date.
- Automatic notifications ahead of expiry, sent to the contractor rather than chased by staff.
- Compliance reporting available on demand.
- Contractor self-service upload, so documents arrive without an intermediary.
Technical approach
The system was designed to chase people automatically, because the failure mode was never the database — it was the chasing.
Self-service upload removed the staff member who previously sat between the contractor and the record.
Results
- Expiries generate reminders automatically instead of surfacing during audits.
- Compliance reports are produced on demand rather than assembled by hand.
- Contractors maintain their own records through self-service.
Technologies
- Custom web application
- Automated notification scheduling
- Reporting engine
- Self-service portal
Considering something similar?
Message us on WhatsApp or send an email. We'll tell you what it would take and which pricing model fits.