Compliance Documents for Contractors

This guide will walk you through setting up and managing compliance documentation for your subcontractors in Trak. If you would like to find out how to set up compliance documentation for your own company, please see our other guide

Linking Job Types to a Service Type

To begin, link your job types with the services your contractors provide and the requirements necessary for them to complete work under your business. Start by clicking on your name in the top right corner and selecting the "Compliance Docs" tab and then selecting "Service Types".

Key Components:

Service Types: Define the types of services your contractors perform.
General Compliance Document Settings: Manage overall settings for compliance documents.
Document Types: Specify the types of documents required and ready for review.

Setting Up Service Types

If you have contractors working under your name or sharing jobs with contractors from your Trak account, you can set up different service types. These service types link to job types and ensure that contractors only appear on relevant job types. For example, you might have electricians, plumbers, and builders, each with specific compliance requirements.

Compliance Documents

For each service type, specify the required compliance documents. Common documents include white cards, public liability insurance, and work cover certificates. Match these documents with the corresponding service to ensure all necessary certifications are in place.

Creating and Managing Compliance Document Types

Under "Compliance Doc Types," you can create and manage compliance documents. To create a new document type, click "Create." For editing, click the three dots on the right.

Details to Include:

Company or Individual Certificate: Specify whether the certificate is required at the company level or for each individual user.
Issue and Expiry Dates: Record the dates for each document.
Copy of Document: Ensure a copy of the document is uploaded.
Mandatory Items: Indicate if the document is mandatory for the job.

Once created, link these documents back to the service types. For example, if a painter must have public liability insurance, ensure this is reflected in their service requirements.

Linking Contractors and Services

Under your name, navigate to "People" to see a list of contractors working for you. For each contractor, you can assign service types and ensure they meet all compliance requirements. If a contractor, such as Giggle Contracting, is linked to a service type like painting, they must provide the necessary documents (e.g., public liability insurance, work cover).

When inviting a new contractor or editing an existing one, you can assign or update their service types, ensuring they comply with your business needs. Contractors cannot sign onto a job without the required tickets and licensing.

Managing Compliance Documents

Contractors will receive notifications if they try to sign onto a job without valid compliance documents. They will be prompted to upload the necessary documents via their dashboard.

Submission and Approval Process:

Submission: Contractors submit their documents through the Trak platform.
Review: You review submitted documents, checking issue and expiry dates and ensuring all details are correct.
Approval/Rejection: Approve or reject the documents. Approved documents will change color from yellow to green, while rejected ones will turn grey, prompting resubmission by the contractor.

This process allows you to manage compliance documentation effectively at both the company and user levels, ensuring all personnel on site are compliant and safe.

Conclusion

From the Trak platform, you can submit, review, and approve compliance certificates, setting requirements to ensure everyone on your site is compliant. If you have any questions or need further assistance, please contact us at contact@trak.co.

Thank you for using Trak!