Subcontractor Compliance Onboarding Workflow

Do I need any technical skills to set this workflow up?

No, this is a ready-to-use template that your workspace can publish in minutes and start running straight away. There's no installation or development project involved, so your team can start collecting subcontractor applications almost immediately.

Can my team customise the compliance review steps or the questions on the form?

Yes, you can change any part of the workflow by describing the change in plain English or editing the steps directly in the workflow editor. Earlier versions are kept, so you can see how the workflow has changed over time.

Who is responsible for reviewing licences and insurance documents?

A compliance officer is assigned the task of checking the submitted licence and insurance documents and recording a decision along with notes. This task is one the workflow waits for, so the record only moves forward once that decision is recorded.

What happens if a subcontractor's licence or insurance details are missing or incomplete?

If the compliance officer selects 'More information needed', the record status changes to Information Requested and the subcontractor is emailed the compliance notes along with a form to supply missing details and updated expiry dates. Once they reply, their updates are saved to the record and the workflow returns to the compliance officer for another review.

What happens if a subcontractor is rejected?

If the compliance officer selects 'Rejected', the record status is set to Rejected and the subcontractor is sent an email letting them know they can't be engaged at this time. This decision, along with the compliance officer's notes, stays on the record's timeline.

Is this suitable for businesses managing multiple subcontractors at once?

Yes, each application becomes its own record with a reference number, status and timeline, so table views and dashboards can show you where every subcontractor stands at a glance. This makes it easier to keep track of several subcontractors moving through the process at the same time.

Do subcontractors need to create an account to submit their details?

No, subcontractors take part through a public request form and through forms emailed to them, without ever needing to set up an account. This keeps the process simple for people outside your organisation.

Who handles the site induction once a subcontractor is approved?

After compliance approval, the record status changes to Induction and a site supervisor is assigned the task of conducting the induction. They record the induction date, whether a safety briefing was given, and whether site rules were explained, and the workflow waits for this task before marking the subcontractor Onboarded.

What information does the subcontractor see once they're onboarded?

Once the site supervisor completes the induction and the status is set to Onboarded, the subcontractor receives a welcome email showing the licence and insurance expiry dates held on their record. This gives them a clear reference point for their own compliance dates.

Does this workflow keep track of compliance decisions for later reference?

The workflow records the compliance officer's decision and notes, the status changes at each stage, and the full record timeline of what happened. Each business should confirm its own record-keeping obligations, but this gives you a clear, searchable history of how each subcontractor was assessed.