Contractor management software

Contractors aren't your employees, but they're still your responsibility

Onboard a contractor through an approval process, verify the documents before they turn up, and keep every company, every person and everything they've done in one place.

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A site manager checking in a contractor at a plant entrance
Approved before they start

A defined approval process rather than a phone call and a hope.

Documents checked, not collected

Requested, verified, approved and stored, with expiry visible.

Set up by us, before go-live

Your company types, document requirements and approval steps configured for you.

Trusted by10,000+ Safety Managers

The folder of PDFs somebody keeps on a shared drive

Contractor paperwork is usually a collection: an insurance certificate emailed in March, a ticket photographed on a phone, a method statement nobody can find. It works until somebody asks to see it.

Also called
Contractor management software, contractor compliance software
How onboarding works
A defined approval process — the company type determines which documents are required, and a named person approves them
Regulation it references
29 CFR 1904.31 — the employer who supervises the worker day to day records the injury
The difference

What changes when the record holds the paperwork.

Legacy EHS platforms compared with EHS Solutions by SDS Manager
ScenarioLegacy EHS platformsEHS Solutions by SDS Manager
A new contractor is due on site MondaySomebody chases the documents by email and decides on the spot whether it's enough.They go through an approval process with the documents your company type requires, and the record shows who approved them.
A contractor's insurance expired six weeks agoNobody notices until a claim, an audit or an incident makes somebody go and look.The document carries its expiry, and the contractor's compliance status shows it rather than hiding it.
A contractor sends four different people over a monthFour separate conversations, and no way to see them as one company.All four sit under the contractor, each with their own role and permissions, on one record.

  • One company, many people

    Assign several users under one contractor, each with their own roles and permissions.

  • Documents with dates on them

    Requested, verified, approved and stored, so nothing expired quietly stays valid.

  • Reportable across all of them

    Every contractor and everything they've done, in one place you can report from.

See it running on your own process, not a demo dataset.Book a walkthrough
Capabilities

From the first approval to everything they did after

How a contractor gets into the system, what happens to their paperwork, how their people are handled, and what the record looks like when somebody asks.

Onboarding

An approval process, not a phone call

Bringing a contractor in is a decision somebody makes. It should look like one on the record.

  • A defined flow, before they start work. A contractor is brought into the system through an approval process rather than added by whoever spoke to them first.
  • Company types you define. What a contractor is, and what that type of contractor has to provide, is set up to match how you already classify them.
  • Approved by a named person. Who approved the contractor, and when, is on the record rather than in somebody's recollection.
Contractor onboarding, with the documents each company must supply
Documents

Requested, verified, approved and still in date

The insurance certificate isn't the problem. The one that expired in March and nobody noticed is the problem.

  • Request what that type requires. Document requirements are set per company type, so a contractor is asked for the right things rather than whatever somebody remembers.
  • Verified and approved, not just uploaded. Each document is checked and approved before it counts, with who did it on the record.
  • Expiry is visible. Documents carry their dates, so an expired license or certificate shows rather than sitting quietly in a folder.
  • Stored where the contractor is. The paperwork lives on the contractor's record, not on a shared drive somebody has to go and search.
The contractor document register, with insurance and RAMS flagged as expired or expiring soon
Their people

One contractor, as many logins as they need

Most contractor problems are really people problems: the operative nobody has records for, the supervisor who left, the agency worker on their first day.

  • Several users under one contractor. Assign multiple people to a contractor company, each with their own account, role and permissions.
  • The company and the team, together. A contractor and their people work in the system as one thing rather than as unconnected accounts.
  • Permissions scoped to the role. What a contractor's people can see and do is set by role, so access matches the job.
A contractor's own people, with their roles and credentials
The record

Every contractor, and everything they've done

The question is rarely about one contractor. It's how many are current, which are overdue, and what happened on the ones who were here last year.

  • One store of contractors. Every company you use, active and archived, in a single register rather than in three lists.
  • Their activity stays attached. What a contractor did, and what came out of it, sits against that company on the record.
  • Reportable across all of them. Report across every contractor at any time, rather than assembling it when somebody asks.
A contractor record's activity tab, showing who approved and recorded each credential

Bring us a contractor you've just onboarded

Take the last company you brought on site and we'll walk it through the system, from the approval to the documents to what they did afterwards.

Book a walkthrough

In practice

Workers reviewing safety records together on site
«Most of our sites have no coverage. The lads fill things in on the app and it goes up when the van's back in range. Hasn't dropped anything on me yet.»
Ben HalsteadHalstead Civil Engineering · Construction, LeedsVerified review · Trustpilot
One system

Contractor management is one part of the platform

A contractor's incident, the action that came out of it and the documents behind their approval all sit on the same record, on one site structure and one history.

Incident ManagementReport injuries, near-misses and hazards from any device, then triage and classify them.Root Cause AnalysisGuided 5 Whys, fishbone and decision-tree investigations with evidence you can defend.Corrective ActionsOwners, due dates and independent sign-off, linked back to the finding that raised them.Risk ManagementIdentify hazards, score risk on your own matrix and track the controls that reduce it.Audit & InspectionMobile checklists, recurring schedules and consistent scoring across every site.Safety TrainingAssignment by role and site, with certification expiry surfaced before it lapses.Compliance ReportingOSHA 300, 300-A and 301, RIDDOR and WHS output produced from the records you already hold.
Assets & maintenanceEquipment register with preventive maintenance and calibration schedules and pass or fail outcomes.
Document controlVersioned policies and certificates with expiry tracking and full change history.
What it costs

The software is the invoice

Legacy vendors quote a licence, then bill the setup, the migration, the training days and every change afterwards. It's a relic of an era when software took a year to install.

You pay for the software, not the consultants.

Priced on headcount, however many sites you run. Under 200 people, start a free trial and go. Above that, ask us for a number and you'll get one.

On your invoice
  • The software
  • Every module
  • Your headcount
  • Setup of your rules
  • Reports built for you
  • Changes, whenever
  • Support
Never on your invoice
  • Implementation fee
  • Configuration project
  • Consulting hour blocks
  • Change requests
  • Professional services minimum
  • Data extraction on exit
  • No implementation fee
  • No professional services minimum
  • No hours to buy for changes
Frequently asked questions

Contractor management, answered.

Still have questions? Our safety experts will answer them against your own contractor process rather than generically.

Talk to our safety experts
Contractor management software holds the companies you bring onto your sites, the people they send, and the paperwork that says they're allowed to be there. In EHS Solutions by SDS Manager a contractor is onboarded through an approval process, their documents are requested, verified and stored with their expiry dates, and everything they do afterwards stays attached to that company.
Contractor onboarding works through a defined approval process rather than an email chain. The contractor is created with a company type, that type determines which documents are required, and a named person approves them. Who approved the contractor and when is on the record.
Insurance certificates, licenses, method statements, competency records and whatever else your company types require can be requested, verified, approved and stored against the contractor. Each document carries its expiry date, so something that lapsed is visible rather than sitting unnoticed in a folder.
When a contractor's document expires, the expiry is visible against that document and on the contractor's compliance status, so an out-of-date certificate shows up rather than staying quietly on file. What your organization does about it — who is notified and what the escalation looks like — is part of your configuration.
Yes, several people can work under one contractor. Assign multiple users to a contractor company, each with their own account, role and permissions, so the company and the people it sends are one record rather than a set of unconnected accounts.
Yes, contractors can report incidents. Contractor users report through the system with the permissions their role allows, and anyone on site without an account can report through a QR poster in any browser with no app and no login. Either way the report lands on your record with the employer attached.
The employer who supervises the worker on a day-to-day basis usually records the injury, under 29 CFR 1904.31, which for most contractors is the contractor rather than you. In EHS Solutions by SDS Manager the employer and employment type are captured at the report, so the recordability decision has the facts attached rather than being argued afterwards.
Yes, you can report across all contractors at once. Every contractor company sits in one register, active and archived, with their documents, compliance status and activity attached, so a question about all of them is a report rather than an assembly job.
Yes, your existing contractor list comes across at onboarding, including company details and the documents you already hold. Contractors can also be imported and exported as CSV.
Setup takes days, and your team's part is describing how you already classify contractors and what you require from each type. In EHS Solutions by SDS Manager your company types, document requirements, approval steps and permissions are configured before go-live, by our team. There's no implementation fee and no consulting hours to buy.
Ready when you are

Bring us a contractor you've just onboarded

Take the last company you brought on site and we'll walk it through the system, from the approval to the documents to what they did afterwards.

Book a walkthroughStart free trial

Set up around your own company types, document requirements and approval steps.

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