ContractorOS helps you manage vendor and contractor compliance by collecting, reviewing, and tracking the documents required before work can be performed at your site. As a Site Administrator, you can invite vendors, assign compliance requirements, review submitted documents, and monitor the compliance status of everyone working at your site.
Key terms
ContractorOS uses the following terms to describe the items and people involved in contractor compliance:
- Tasks: Compliance requirements that vendors or contractors must complete before they can begin work. Tasks often require submitting documents for review.
- Site: Your organization that requires vendors and contractors to meet compliance requirements before performing work.
- Site Administrator: The person responsible for the site.
- Vendor: A third-party company hired by your site.
- Contractor: An individual employee or subcontractor who works for a vendor and performs work at your site.
How ContractorOS works
ContractorOS offers two options for your site, the Essentials tier and the Advanced tier. Depending on your tier, ContractorOS works differently.
How ContractorOS works on the Essential tier
- Vendors and contractors are added: Vendors and contractors are added in ContractorOS.
- You assign tasks: Assign the required tasks to vendors and contractors based on the work they will be performing. They can then send you the required documents by email so you can complete the tasks on their behalf.
- Upload documents to complete tasks: You are responsible for collecting the required documents and uploading them to complete tasks and ensure compliance.
- ContractorOS monitors ongoing compliance: The platform tracks document expiry dates, automatically sends reminder notifications, and updates compliance statuses so you can easily identify vendors and contractors that require attention.
How ContractorOS works on the Advanced tier
- Invite vendors: Invite vendors to join the ContractorOS Vendor Portal, where they can manage their own tasks, add contractors, and manage tasks for those contractors.
- Assign tasks: Assign the required tasks to vendors based on the work they will be performing. Vendors are then responsible for assigning the appropriate contractor tasks from those you have made available for the site.
- Review tasks: After tasks are submitted, review them to ensure the vendor and its contractors are compliant.
- ContractorOS monitors ongoing compliance: The platform tracks document expiry dates, automatically sends reminder notifications, and updates compliance statuses so you can easily identify vendors and contractors that require attention.
Compliance
ContractorOS continuously tracks compliance based on the approval status of assigned tasks.
- Vendors are considered Compliant when all required vendor tasks have been approved.
- Contractors are considered Compliant when all of their assigned tasks have been approved and their vendor is also compliant.
If required tasks are missing, rejected, or expired, the vendor or contractor will be marked as Non-Compliant until the outstanding requirements have been resolved.
Task statuses
A task can have one of seven statuses:
- New: A task that has not been started yet.
- In progress: A task that has been started but has not been submitted for review.
- Ready for Review: A task that has been submitted for you to review.
- Approved: A task you have approved.
- Rejected: A task you have rejected.
- Expiring Soon: The document will expire within 30 days.
- Expired: The document has expired.
Notifications
ContractorOS automatically sends email notifications to keep everyone informed throughout the compliance process.
- Site Administrators receive notifications when documents are submitted for review, when vendor compliance changes, and before approved documents expire.
- Vendors and contractors are notified when new tasks are assigned, when submissions are approved or rejected, and before documents expire so they can renew them before losing compliance.
For more information, see About notifications in ContractorOS.
Getting started with ContractorOS
During onboarding, you will have already added the vendors or contractors you want to manage in ContractorOS. You can take one of the following options depending on your tier:
- If you are on the Essentials tier, upload documents on behalf of vendors and contractors. To learn how, see Complete vendor and contractor tasks.
- If you are on the Advanced tier, you can review tasks after they are submitted. To learn how, see Review vendor or contractor tasks.