Managing contractors can be a complex task. But if you’re still using traditional access systems, you’re likely facing unnecessary delays and risks. A modern contractor management approach ensures smoother operations, better safety, and time-saving efficiency. Here’s why you should consider upgrading.
Basic access systems only handle who gets in and out of your site, but they don’t provide insights into whether the contractor is qualified for the job. This can lead to serious safety risks. A contractor management system automates these checks, ensuring that only certified, compliant contractors enter your site.
Traditional systems require you to manually verify certifications and permits—time-consuming and prone to human error. In contrast, a contractor management system automates this entire process. It keeps track of every qualification and flags any issues, ensuring compliance with safety and legal standards. Imagine cutting your admin work by 30% and dramatically reducing compliance errors.
An access system collects data, but it often ends up scattered across different platforms. Contractor management systems centralize all data—from qualifications to safety records—making it easy for you to monitor compliance and performance in real time. This streamlines decision-making and keeps your projects moving without delays.
With real-time insights and automated compliance checks, you minimize the risk of bringing unqualified contractors onto your site. Faster onboarding, smoother operations, and reduced safety incidents are just some of the benefits. Companies using automated contractor management systems report up to 30% fewer safety incidents.
Managing legal compliance in contractor management is essential to avoiding fines, delays, and reputational damage. Manual processes often lead to oversight, especially with region-specific laws like Limosa and Dimona. Here’s how an automated approach can help you stay compliant and mitigate risks.
Relying on manual processes to manage contractor documentation can leave your business vulnerable. For example, a project in Belgium was delayed by six months due to missing safety training, resulting in fines of €850,000. Missing documentation or outdated certifications can lead to serious financial and legal consequences.
In countries like Belgium, contractors must comply with specific regulations such as Limosa and Dimona, which require foreign contractors to declare their work. Automating these declarations ensures that no contractor enters your site without meeting legal requirements. A contractor management system can automatically flag missing or expired documents, ensuring full compliance with local regulations.
With all compliance data centralized, automated systems make audits simpler and faster. Whether it’s Limosa, Dimona, or other legal documents, an automated platform ensures everything is up-to-date and easily accessible for audits, reducing stress and delays.
By automating compliance checks, only certified and legally compliant contractors enter your site, significantly reducing safety risks. Automated systems have shown to decrease compliance-related incidents by up to 40%, providing peace of mind for businesses.
Safety is a shared responsibility between main contractors and subcontractors. EU Directive 89/391/EEC and national laws hold main contractors accountable for the safety of all workers, including subcontractors. Failing to ensure safety compliance can result in severe fines, liability, and reputational damage.
Legal and Financial Liabilities Main contractors are legally responsible for subcontractor accidents and may face fines, lawsuits, or penalties if safety standards are not met.
Quality and Project Delays Poor subcontractor performance can cause delays and impact the overall quality of the project, leading to higher costs.
Insurance and Financial Risks Main contractors may be exposed to financial losses if subcontractors lack proper insurance or fail to fulfill payment obligations.
Several high-profile accidents in Europe have highlighted the consequences of poor subcontractor management:
October 30, 2023, Germany: Scaffolding collapse kills four workers.
February 21, 2024, Netherlands: Crane accident causes two deaths.
December 11, 2023, Sweden: Five fatalities in a construction lift accident.
Prequalify Subcontractors Evaluate subcontractors’ safety standards, compliance history, and relevant certifications before hiring.
Conduct Regular Safety Inspections Schedule both planned and surprise audits to ensure ongoing compliance and document safety performance.
Hold Joint Safety Meetings Encourage open communication about safety concerns and share lessons learned to improve safety protocols across all subcontractors.
Leverage Technology Use contractor management software to track compliance and real-time safety data, while integrating IoT or wearable technology for monitoring high-risk areas.
Clear Contract Terms Include detailed safety requirements, training obligations, and consequences for violations in every contract.
Maintain Proper Documentation Track and regularly update safety records, risk assessments, and audit reports across all subcontractors.
Provide Comprehensive Safety Training Ensure that every subcontractor employee undergoes site-specific safety training and that certifications are kept up-to-date.
“We raden Onyx One zonder twijfel aan! Heel wat van onze huiscontractoren werkten al met het systeem en dit heeft ons overtuigd. We zijn tevreden over het platform en over de samenwerking.”
Fons Huybrechts
Operationeel Preventie Adviseur – Bayer Agriculture bv
“Onyx One verbeterde aanzienlijk ons contractor management. Alle documenten en certificaten worden nu automatisch opgevolgd. Het is een gebruiksvriendelijk systeem en ze beschikken over een sterke servicedesk.”
Diana De Peuter
Finance and IT Manager – Monument Chemical bv
“We hebben via Onyx One een uitstekende veiligheidsopleiding (e-Learning) voor de contractors en de samenwerking verloopt vlot.”
Luc Dejonghe
HSSE Manager – Shell Catalysts & Technologies Belgium N.V.