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A contractor management system helps automate the process and workflows a company uses to manage outsourced work and contract workers according to their standards, as well as standards set by the laws of the country in which they operate.

Heresafe’s built-in, simple, and required workflows, along with clear digital dashboards, alerts, and escalation, eliminate the labour-intensive admin required for contractor management, and the potential for human-error in achieving consistency.

A management system might cover Onboarding through to Check-In and Permit Issue:

• prequalification/onboarding
• managing the job order or project and communicating expectations
• obtaining risk assessments, method statements (RAMS) and safety plans from contractors
• Inductions
• Contractor and worker competency review
• Check-in and record access and egress on site
• Issuing of permits to work for high-risk work
• Monitoring of works, with regular safety checks and audits
• Performance management of contractors, their workers and subcontractor
• Checking job or project completion
• Ongoing verification of approved or preferred supplier register

A system like Heresafe comes with useful intelligent management tools such as project calendars to keep track of who is doing what and when, self-service check-in to track contractor movements between sites, digital permits to ensure that contractors have the right paperwork and permits, permit mapping to quickly and easily locate contractors, and remote online inductions to ensure that contractors are properly inducted before they start work.

These tools provide a comprehensive system for managing contractors across multiple sites, making it easier for companies to keep track of who is doing what and where, as well as ensuring that contractors are aware of any changes to regulations or safety policies.

The end goal of a contractor management system is to ensure that contractors are safe and compliant while they are on-site in order to eliminate risk of accident and injury, and, ultimately, loss of reputation and costly fines for breach of health and safety legislation to a business.

The consequence of poor management of contractors, is often an accident or dangerous incident. Companies found responsible are liable because they failed to plan, properly instruct and/or assess the risks involved in the job and the competency of that contractor to perform the job safely and correctly. The result, is businesses may be fined and prosecuted for negligence. Often, the HSE reports that occurrences are avoidable if correct contractor management processes are properly followed and adhered to by both the contractor and the client.

A system can help enforce robust processes, and ensure, if accidents do happen, you have done all you can to properly plan, instruct and check for risks.

A system trumps paper-based systems every time, because manual paper-based systems lack efficiency, control & security, and are vulnerable to corruption, lost data and susceptible to human error. Consolidation of data is difficult and thus gaining a real-time overview of the complete picture, or collating data for reporting, is often near impossible.

Managing the process and all of your data in a central cloud-based management platform helps ensure you’ve the information needed to complete compliance checks, resource future jobs, perform on job safety audits and prove due diligence to an external auditor.

This will vary depending on scope; the Tier you choose and any Extras you add-on, as well as the resource you can commit to the implementation phase.

As Heresafe is cloud-based contractor management software, you’ll have access to your deployment typically within a week, to begin adding your data and benefitting from Heresafe’s tools.

To complete implementation and training it can take between 2-12 weeks. But don’t worry, you will be assigned a project manager who will help you through the planning and implementation, share best practice and help you get up and running in no time!

All data is stored in UK data centres – or the EU if you’re based in there! Find out about our hosting sub-processors here and more on why you can trust your data is safe and secure with Heresafe here.

Yes. After every install, we provide hand-holding support during your 2-month ‘adoption phase’ along with  2 webinar training sessions and ongoing application support throughout your term. Additional training (on-site or webinar) and refresher sessions are available at additional cost from £375.00 subject to VAT.

Contractor management software is designed for businesses and organisations that engage with external contractors, suppliers or service providers. This can include a wide range of industries such as construction, facilities management, manufacturing, healthcare, information technology and more. Any business that relies on external parties to perform specific tasks, projects or services can benefit from a contractor management system to streamline processes, ensure compliance and manage relationships efficiently.

Absolutely! The Heresafe management software strives to provide user-friendly interfaces and intuitive features to make the software accessible to a broad range of users. It intends to make the process and system as accessible and simple for your contractors as it is for management users too! Don’t take our word for it though, book a demo and gain access to our live demo system to try for yourself.

Check out Heresafe’s effective dashboarding and see for yourself how Heresafe’s management software is developed with you in mind.

Efficient Management: Heresafe simplifies the complexities of contractor management, offering a user-friendly interface that makes daily tasks a breeze.

1. Centralised Information: With our software, all your contractor data is consolidated in one centralised location, enhancing management efficiency.
2. Real-time Updates: Experience the benefits of real-time information, allowing you to stay on top of your contractor management tasks with ease.
3. Customisable Workflows: Tailor Heresafe software to your unique requirements with customisable workflows, ensuring a management solution that aligns perfectly with your business processes.
4. Comprehensive Compliance: Achieve 100% compliance effortlessly. Heresafe’s software comes equipped with built-in features to enhance your compliance management, ensuring you’re always on the right track.
5. Reporting Excellence: Generate detailed reports on all aspects of your contractor management, providing valuable insights to inform strategic decision-making.
6. User-Friendly Interface: Heresafe software is designed with you in mind, offering a user-friendly interface that promotes seamless navigation and efficient management.
7. Scalability: As your business grows, Heresafe’s software grows with you, providing a scalable solution for evolving management needs.

Heresafe Software stands out as a cutting-edge solution, engineered to elevate and redefine every aspect of your contractor management. Our intuitive interface is specifically crafted to simplify day-to-day management tasks, ensuring efficient and seamless operations. With Heresafe, your data management becomes a strategic advantage, as our centralised hub facilitates streamlined contractor onboarding, placing a powerful emphasis on effective data management.

Furthermore, Heresafe Software provides dynamic, real-time updates, empowering management with the ability to make proactive decisions swiftly. The highly customisable workflows embedded in the system allow for tailoring to your unique management needs, ensuring a harmonious alignment with your business processes.

What sets Heresafe Software apart is its commitment to comprehensive compliance management. The software integrates built-in features that guarantee rigorous adherence to industry regulations, emphasising the importance of meticulous compliance management throughout the contractor lifecycle.

In addition to compliance, Heresafe boasts robust reporting capabilities, providing detailed insights crucial for informed decision-making at every level of management. The user-friendly interface is meticulously designed, prioritising a seamless user experience and making navigation an intuitive part of your daily management routine.

As your business expands, Heresafe Software ensures scalability in its solutions. This scalability is a key component of our commitment to effective contractor management, allowing your management processes to evolve alongside your growing business needs. Heresafe is not just a tool; it’s a comprehensive system that grows with you, reflecting our dedication to efficient and effective contractor management.

With Heresafe every feature is designed with management excellence in mind.

Heresafe Software is the cornerstone of efficient contractor compliance management. Our platform is purpose-built to empower management teams with the tools they need to ensure stringent adherence to industry regulations. Let’s explore the key features that make Heresafe the go-to choice for compliance-focused management.

1. Centralised Compliance Management Hub: Heresafe establishes a centralised hub for compliance management, offering a unified space where management can oversee and track all compliance-related activities seamlessly.
2. Real-time Compliance Updates: Experience proactive compliance management with Heresafe’s real-time updates on contractors, jobs and permits on site. Management is equipped with the most current compliance information, allowing for swift and informed decision-making.
3. Customisable Compliance Workflows: Heresafe’s customisable workflows cater to the specific compliance management needs of your business. Tailor the system to align with your unique processes, making compliance management an integral part of your daily operations. Have Restricted Areas that require additional approvals? No problem! Heresafe has you covered.
4. Detailed Compliance Reporting: Heresafe Software provides overviews that enabled detailed reports on compliance metrics, empowering management with insightful data for strategic decision-making. Our reporting capabilities are designed to be user-friendly, ensuring that compliance management remains a seamless aspect of your managerial duties.
5. User-Friendly Interface for Efficient Compliance Management: Heresafe prioritises a user-friendly interface, making compliance management tasks intuitive and efficient for management teams at every level.
6. Comprehensive Compliance Checks: Heresafe goes beyond basic compliance checks. It embeds features that ensure thorough compliance management throughout the contractor lifecycle, reinforcing the importance of meticulous compliance-focused management.
7. Scalable Compliance Solutions: As your business evolves, Heresafe Software scales with you. Our platform offers scalable compliance solutions, accommodating the growing compliance management needs of your organisation.
8. Collaborative Compliance Management: Heresafe fosters collaborative compliance management, allowing different levels of management to work seamlessly together towards achieving and maintaining compliance excellence.
9. Proactive Compliance Alerts: Heresafe Software features proactive compliance alerts, keeping management informed of upcoming compliance deadlines and ensuring nothing is overlooked in the fast-paced world of compliance management.
10. Strategic Compliance Planning: Heresafe Software is not just a tool; it’s a strategic partner in compliance-focused management. Our platform supports management in planning and executing compliance strategies that align with organisational goals.

Goodwood, University College London, Coca-Cola Europacific Partners and the Wellcome Trust, are among a few of our fantastic clients ranging cross sectors, and company type.

See more of our clients, along with supporting case studies here.

All our pricing is published on our website here. Tiers start from as little as £549 per month and all include unlimited Users and Contractors. Download the available onboarding kit for a full breakdown of pricing and available features!

Heresafe ‘does what it says on the tin’, in a simple and intuitive management software. For businesses who need to take that leap out of outdated & unreliable paper-based processes, and move to a dynamic, robust system, enabling teams to manage contractors more effectively. Helping businesses comply with health and safety standards by incorporating effective pre-qualifying features, Heresafe is  a streamlined system for managing the hired contractor lifecycle, from job booking and compliance evaluation to document control, an induction procedure, access control, permit issue and on-the-job audits. With built-in workflow, alerts and escalations, Heresafe provides private and public sector clients, cross-sector, with instant visibility over site activities, helping them to visualize contractor activity across multiple locations and more easily report on it.

Importantly, Heresafe doesn’t ask that you change your process or rely on an external resource, but helps you ensure your organisation’s procedural compliance, giving you peace-of-mind that you’re taking control and mitigating risk of incidents and penalty.