Contractor Compliance Management

Know who’s on your school site — and that they’re compliant

Managing contractor compliance with spreadsheets and paper forms is slow, error-prone, and hard to audit. Policybase gives you a centralised compliance register where you can see every contractor’s status, document expiry dates, and induction progress in one place.

Induction templates built for your school

Create custom induction checklists for each contractor type — builders, electricians, cleaners, IT contractors — whatever your school needs. Each template can include:

• Policy acknowledgements — contractors read and accept your school policies before setting foot on site
• Document uploads — require Public Liability Insurance, Working with Children Checks, trade licences, or any other document, with optional expiry date and reference number tracking
• Declarations — custom agreements like site safety rules or health and safety commitments

Document review that keeps things moving

When contractors upload documents, they land in a review queue. School admins approve or reject with comments. Approved documents automatically update the contractor’s compliance status — no manual spreadsheet updates, no chasing emails.

Automated expiry monitoring

Policybase checks document expiry dates daily. When a document is approaching expiry (30, 14, and 7 days out), contractors receive automatic email reminders. Your dashboard flags expiring and expired documents so nothing slips through.

Simple for contractors

Contractors receive a secure link — no account creation, no password to remember. They see a guided checklist showing exactly what your school needs: read a policy, upload a certificate, agree to a declaration. A progress bar tracks their completion, and they can check the status of their uploaded documents at any time.

Employee management

Contractors can add employees who will be working on site and upload individual documents for each — Police Checks, Working with Children Checks, Photo ID, and trade licences. Everything tracked in one place.

Dashboard alerts

Your school dashboard shows contractor stats at a glance: total contractors, how many are fully compliant, documents awaiting review, and expiring or expired documents needing attention.

Schools stay in control

You decide which documents are required, whether expiry dates are needed, and whether contractors can upload additional documents beyond the checklist. Multiple induction templates mean you can tailor requirements to different contractor types without one-size-fits-all checklists.