CAE · Activity Coordination
Each contractor uploads their documentation to their own space (the company's, that of every worker who will access the site, machinery and vehicles) and the system tracks expiry dates and validations.
Business activity coordination requires exchanging documentation with every company working on your premises. In practice that means chasing certificates from a dozen contractors by email, filing them in a folder and checking by hand whether they are still valid, which is where the system breaks as soon as there is volume.
Documentation is organised into packages per type of work or activity, so each contractor is asked for exactly what applies to them rather than a generic list nobody completes. The system warns before anything expires and keeps the history of what was validated and when.
And whoever is not up to date is visible at a glance, before they turn up at the gate, which is the only moment when that information is any use.
The real problem
Chasing paperwork from ten contractors by email
Business activity coordination requires exchanging documentation with every company working on your premises and checking it is in order before they get access. On paper that is reasonable; in practice, with ten contractors and forty workers rotating through, it becomes a part-time job.
The usual cycle is always the same: documentation is requested by email, arrives half complete, gets filed in a folder named after the contractor, and nobody looks at it again until there is an incident. By then half the certificates have expired.
Here each contractor has their own space and uploads their documentation directly. Chasing it stops being your job, because the system shows each company what is missing and what is about to expire.
Who is asked for what
Documentation per company, worker, machine and vehicle
CAE documentation is not a single list: it changes depending on what it refers to and on the type of work being done.
- Company-level: social security registration, insurance, risk assessment, prevention plan.
- Per worker accessing the site: safety training, medical fitness, PPE issue records.
- Machinery: certification, inspections and manuals.
- Vehicles entering the premises.
Document packages group what applies to each type of work or activity, so each contractor is asked for exactly what is relevant to them. Asking for a generic list has a well-known effect: nobody completes it in full and you end up accepting whatever arrives.
Before the gate
Knowing who is not up to date before they turn up
The system tracks each document's expiry and warns before it lapses, both the contractor and the coordinator. And it keeps the history of what was validated, when and by whom.
With that, the status of each company and each worker is a query away: who can access, who has documentation pending and whose has expired. That information is only useful if it is available before somebody turns up at the gate, not afterwards.
The day there is an inspection or, worse, an accident, the question is whether that person was authorised to be there and whether their training was on record. Having the answer documented is the whole difference between orderly management and a serious problem.
Clearing things up
Frequently asked questions
Answers to what we get asked most.
Who uploads each contractor documentation?
The contractor themselves, in their own space. Chasing it by email stops being your job, because the system shows each company what is missing and what is about to expire.
What documentation is tracked?
The company's (social security registration, insurance, risk assessment), that of each worker accessing the site (training, medical fitness, PPE records), machinery documentation and that of vehicles entering the premises.
Can different documentation be required per job?
Yes, with document packages per type of work or activity, so each contractor is asked for exactly what applies to them. Asking for a generic list has a well-known effect: nobody completes it and you end up accepting whatever arrives.
Will I know who is not up to date before they arrive?
Yes, and it is the only moment when that information is useful. The system tracks expiry dates, warns before they lapse and keeps the history of what was validated and when, so each company's and worker's status is a query away.
Compliance and documents
An anonymous whistleblowing channel, a harassment protocol, coordination with your contractors, a document manager with expiry alerts, document signing and a visitor log.
Whistleblowing Portal
An internal reporting channel with its own address, where anyone can report without giving their name and then follow the case with a reference and a PIN.
View moduleWorkplace Harassment Protocol
A structured, numbered case file for harassment reports, with the reporter's signature, submitted files stored separately and access restricted to administration.
View moduleAnti-Fraud Law
Relevant operations are kept in a tamper-evident history with integrity sealing: who did what and when, with no way to change it afterwards.
View moduleDocument Manager
Company documentation classified by type and attached to what it belongs to (an employee, a customer, a vehicle, a site) with its expiry date, alerts and permissions.
View moduleDocument Signing
Documents are sent and signed digitally from the employee portal, with a record of who signed, which document and when.
View moduleVisitor Log
A digital record of who enters your premises, who they are visiting, why, and their entry and exit times.
View module