Workflow Template

Contractor Onboarding Workflow

Coordinator submits contractor details and documents, compliance officer checks documents, worker completes site induction, site manager approves site access, and security grants access — tracking status from Submitted through to Onboarded or Rejected.

Organisations bringing contractors onto site need a consistent, auditable process for verifying documentation, confirming induction, and controlling access — particularly where multiple people across different functions are involved. This workflow coordinates the full contractor onboarding lifecycle, from a coordinator's initial submission through compliance document checks, worker site induction, site manager approval, and security-granted access, tracking every record from Submitted through to Onboarded or Rejected. Coordinators, compliance officers, workers, site managers and security personnel each engage with the process through assigned tasks or emailed forms, with progress visible at every step.

Business Outcomes

Supports faster turnaround on contractor document verification with a defined 3-day compliance check task
Helps reduce onboarding delays by routing missing documentation issues directly to the coordinator for resolution
Improves visibility into onboarding status across submission, compliance, induction and access stages
Makes it easier to demonstrate that site induction and access approval steps were completed for each contractor
Streamlines communication with coordinators and workers through built-in acknowledgement and status update emails

Workflow Steps

Steps

1
Create contractor onboarding recordcreate record
Creates the contractor onboarding record from the coordinator's submitted form.
2
Set status to Submittedupdate record
Marks the record status as Submitted.
3
Email acknowledgement to coordinatorsend email
Sends the coordinator an acknowledgement email with the record reference number.
4
Set status to Compliance Checkupdate record
Marks the record status as Compliance Check.
5
Compliance officer checks documentscreate task
Assigns the compliance officer a task to check the licence, insurance and safety documents, due in 3 days.
6
Save compliance check resultupdate record
Persists the compliance check result and missing documents note to the record.
7
Route on compliance check result
Routes to induction if documents are complete, or to the missing-documents handling if not.
compliance_result: "Complete"→Set status to Induction
compliance_result: "Documents missing"→Email worker missing documents list
Default→End
8
Email worker missing documents listsend email
Sends the worker a list of the documents that are missing.
9
Coordinator uploads missing documentscreate task
Assigns the coordinator a task with no due date to upload the missing documents once received.
10
Save missing documents uploaded confirmationupdate record
Persists confirmation that the missing documents have been uploaded to the record.
11
Set status to Inductionupdate record
Marks the record status as Induction.
12
Send site induction form to workerrequest external input
Emails the worker a form with site rules and waits for their confirmation of induction completion.
13
Save induction confirmationupdate record
Persists the worker's induction confirmation and comments to the record.
14
Site manager approves or rejects site accessrequest approvalrequires approval
Requests the site manager's approval or rejection of site access for the worker.
15
Route on site access decision
Routes to security access granting if approved, or to rejection handling if rejected.
approval_status: "approved"→Security grants site access
approval_status: "rejected"→Set status to Rejected
Default→End
16
Set status to Rejectedupdate record
Marks the record status as Rejected.
17
Email coordinator of rejectionsend email
Notifies the coordinator that site access was not approved.
18
Security grants site accesscreate task
Assigns security a task due in 2 days to grant site access and record the access card number and date granted.
19
Save access detailsupdate record
Persists the access card number and date granted to the record.
20
Set status to Onboardedupdate record
Marks the record status as Onboarded.
21
Email coordinator onboarding completesend email
Notifies the coordinator that onboarding is complete.

Fields

Show all 20 fields

FormContractor Onboarding Request

Coordinator Name*· Text
Coordinator Email*· Email
Contractor Company*· Text
Worker Name*· Text
Worker Email*· Email
Services Provided*· Long text
Licence Details*· Text
Licence Expiry Date*· Date
Insurance Expiry Date*· Date
Licence Document*· File upload
Insurance Document*· File upload
Safety Document*· File upload

TaskCompliance officer checks documents

Compliance Check Result*· Choice
Missing Documents· Long text

TaskCoordinator uploads missing documents

Missing Documents Uploaded· Checkbox

TaskSecurity grants site access

Access Card Number*· Text
Date Access Granted*· Date

Other fields

Onboarding Status· Choice
Site Induction Completed*· Checkbox
Induction Comments· Long text

Coordinator Name*
Coordinator Email*
Contractor Company*
Worker Name*
Worker Email*
Services Provided*

Forms

Contractor Onboarding Request

12 fields

Data Views

Contractor Onboarding Records

contractor_company, worker_name, licence_expiry_date, insurance_expiry_date +1 more

Dashboard Widgets

Contractors by Onboarding Status

Recommended integrations

Setup the following integrations to extend workflow capability.

Send email in the workflow
AWS SES

contractor onboardingcontractor managementvendor contractorsite inductioncontractor compliance

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FAQs

What does this workflow record throughout the onboarding process?

The workflow records the record status at each stage (Submitted, Compliance Check, Induction, Onboarded or Rejected), the compliance check result and any missing documents noted, the worker's induction confirmation and comments, and the access card number and date granted by security. Each of these is saved to the record's timeline, along with the coordinator's original submission details and documents.

Who is involved in the contractor onboarding workflow?

The coordinator submits the initial request and uploads any missing documents if requested. The compliance officer checks licence, insurance and safety documentation, the worker completes a site induction form, the site manager approves or rejects site access, and security grants access and records the access card details.

What happens if the compliance officer finds documents missing?

If the compliance check result is marked as Documents missing, the workflow emails the worker a list of the missing items and assigns the coordinator a task to upload them once received. Once the coordinator confirms the upload, the record proceeds to the induction stage.

How is the site induction step handled for the worker?

Once the record reaches the Induction status, the worker receives an emailed form covering site rules, asking them to confirm completion and add any optional comments. The workflow waits for this confirmation before saving it to the record and moving to the site manager's access decision.

What happens if the site manager rejects site access?

If site access is rejected, the record status is set to Rejected and the coordinator receives an email notifying them that access was not approved. This decision and the resulting status are recorded on the record's timeline.

How is access granted once site access is approved?

Once the site manager approves access, security is assigned a task, due in 2 days, to grant site access and record the access card number and date granted. This information is saved to the record before the status is set to Onboarded and the coordinator is notified that onboarding is complete.

How do we change this workflow to fit our onboarding requirements?

The workflow can be changed by describing the desired change in plain English or by editing the steps directly in the workflow editor. Earlier versions of the workflow are kept, so changes to task assignments, due dates or form questions can be made with a record of prior configurations available.

Who submits the initial contractor details and how is it tracked?

The coordinator submits contractor and worker details, including licence and insurance information and supporting documents, through a request form. This creates a record with a unique reference number, which the coordinator receives by email and which is used to track status through the rest of the workflow.

Can the workflow be adapted for multiple contractor companies or sites?

Each submission creates its own record with its own reference number and timeline, so the workflow can be used repeatedly across different contractor companies and workers. Task assignments, such as which compliance officer or site manager is involved, can be adjusted using the workflow editor to suit different teams or locations.

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