Contractor Management Software for Universities

A contractor repainting a corridor and one working in a containment lab should not clear the same bar. Every contractor is prequalified through a digital Health and Safety Questionnaire before they set foot on campus, then location groups and area-specific requirements add the extra checks for labs, nurseries and plant rooms. Project Approval Restrictions stop a company being accepted onto a job until every requirement is valid, so access depends on the record rather than on who is at reception that day.

Across an estate of more than 250 buildings, UCL’s permit to work process had no clear authorisation route, so one person could request, issue and authorise the same permit. With Heresafe, role-based permissions and approval workflows mean every permit follows a defined route, and permit mapping shows live permits by location, including out-of-hours work in restricted areas. RAMS are reviewed at job level and every permit is logged, giving Principal Designers and Principal Contractors the records needed for the CDM 2015 health and safety file.

Chasing insurance certificates and accreditations by email does not scale across a whole estate. Through the Contractor Assurance Portal, contractors upload and update their own documents, insurance and worker details, stored straight against the right record. Automated renewal alerts flag anything approaching expiry before it lapses, giving your Responsible Person for fire safety and those responsible for Legionella control under HSG274 a current record across every building.