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90.49% of RAMS are approved more than 2 days in advance with HeresafeContractor Management Software for Universities
Heresafe is a contractor management software platform for universities, helping estates and facilities teams manage contractor compliance, RAMS approvals, permits to work, inductions and on-site visibility across multiple campuses and buildings.
Book a demoManaging contractors across sprawling campuses, regulated labs, nurseries and multiple sites — without the right system?
100% of clients said managing contractors and workers would be less efficient without Heresafe.
Monitor contractors across every campus location and guarantee compliance.
Gain a real-time view of every contractor across all your sites — whether they’re working in a lab, nursery, or main campus building. Simply manage and collect mandatory details in one automated, self-service Contractor Assurance Portal, whilst Heresafe’s built-in workflows ensure your compliance regime is followed 100%.
Eliminate bottlenecks at busy campus entry points.
Let contractors complete your site safety induction and assessment before they even arrive on campus. Our Self-Service Mobile Check-In with QR code sign-in removes queues at reception, does away with paper sign-in books, and frees up your estates team to focus on safety rather than admin.
Ensure only safe, approved contractors work in your most sensitive areas.
A digital Health and Safety Questionnaire enables you to pre-qualify contractors before they set foot on site. Automated alerts flag expired documents, and you can set stricter access requirements for high-risk areas like labs and medical facilities — so the right people are always in the right places.
Moving to a contractor management and compliance system…
Universities manage contractors across labs, nurseries, lecture theatres and sprawling multi-site campuses — often with small estates teams and big compliance obligations. Here’s how Heresafe helps.
Using outdated or paper-based systems…
Using Heresafe across your campus…
No visibility of who’s on-site across multiple campus buildings and locations Live On-Site Now reporting shows who is checked in across your campus locations from one central dashboardContractors working in labs or nurseries without the correct qualifications or access permissions Location groups and area-specific requirements help control contractor access to sensitive spaces like labs, nurseries and plant roomsChasing contractors for expired documents and certifications manually Automated renewal alerts flag expired documents, insurance, training and certifications before they become a compliance riskPaper inductions causing delays and queues at campus entry points Remote inductions and pre-qualifying assessments let contractors complete campus requirements before arrivalNo audit trail if an incident occurs on campus RAMS approval workflows, digital permits to work, jobs and visit reporting create a full data trail when evidence is neededCompliance gaps across departments who can’t easily share contractor information The Contractor Assurance Portal gives contractors a direct route to upload documents, update details and manage worker informationInconsistent contractor onboarding across different campus sites and departments Standardised induction and assessment processes keep contractor onboarding consistent across departments, buildings and campus locationsDifficult to manage sub-contractors and the workers they bring on site Sub-contractor and individual worker management gives you visibility of everyone attending site, not just the lead contractorManual booking-in processes taking up valuable time from your estates team Self-Service Mobile Check-In, QR code sign-in and automated booking emails reduce manual booking-in for campus staffNo way to quickly flag or remove a contractor who breaches safety standards Red and Yellow Cards let you flag or ban non-compliant contractors instantly across all your sitesWhat do we recommend?
Education Recommended Package
Our Pro Package for Education delivers advanced alerts and escalations with multi-site reporting for 360 Contractor compliance across your campus locations
IncludedfromBook a demo£1,599 per monthRecommended Extras & Customisations
- Digitalise your existing permit templates
- Red and Yellow Cards for tracking worker compliance
- Permit mapping to identify high risk clashes
- ARM – Automated Requirements Manager
- Authorisation to work in Restricted Areas
- Multiple induction type dependent upon campus location
- Red and Yellow Cards for tracking worker compliance
Replace spreadsheets and sign-in books with clearer contractor control across campus.
Heresafe gives university estates and facilities teams one place to manage contractor records, RAMS, permits, inductions, check-ins and live on-site visibility across campus locations.
We support university teams including The University of York, Strathclyde and Falmouth Exeter with electronic work permits, permit mapping and clearer contractor visibility across complex campus estates.
From remote inductions and assessments to Digital Badges and Red and Yellow Cards, Heresafe helps universities manage contractor compliance before, during and after site attendance.
Robert Kilpatrick, Assistant Director of Estates Development and Operations, University of Strathclyde Read full case study“My team have been very impressed with the level of support and professionalism shown by the development team at Heresafe. The Heresafe system is enabling us to finally gain the visibility and control we needed to implement to move forward with our contractor management processes.”
Georgie Fairweather, Estates Helpdesk Manager , Falmouth Exeter Universities Read full case study“Since the go live of the Heresafe system earlier this year on the 12th of January 2020; The system has been a tremendous success and it has given us the ability to digitally receive and approve RAMS in advance of contractor attendance on campus. The system provides us with live information on all bookings across the two campuses, as well as enabling us to produce contractor management reports and data analysis.”
Find out if you’re ready with our Heresafe Onboarding Kit
Unsure if Heresafe is the right fit? We understand that choosing a new system can be challenging. That’s why we’ve developed our Onboarding Kit to simplify the decision-making process.
Check our package details
No matter which package you choose, you’ll receive the best features tailored for you and your team, to achieve your automation and management goals. Find more details on the available packages.
Make it your own
You’ll get to see and choose your customisation options, and check out the available add-ons and extras so the system is exactly what you want and need.
Getting you started and seeing value
Keeping this guide with you, and working closely with us, we can walk you through onboarding so you can be completely up and running with your own Heresafe system.
Read more in the
Heresafe BlogIt’s easy to get started.
Step 1
Book a demo of Heresafe with the team.
Step 2
We’ll chat through your requirements and see if Heresafe is right for you.
Step 3
We’ll send you demo access and our onboarding kit to help you decide what you need.
Step 4
You decide if we’re right for you. No pushy sales calls.
Step 5
Like what you see and hear? Let’s get you onboarded with Heresafe!
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