Heresafe for H&S, SHEQ & EHS Managers

Keeping contractor evidence current

Every contractor working on site needs to meet the right standard before they start, and the evidence behind that needs to hold up months later if an auditor, insurer or investigator asks for it. Custom HSEQ questionnaires are built around what you need a contractor to answer, not a fixed template, and cover vetting through to RAMS and insurance kept current for as long as the contractor is engaged.

Reducing the manual chase

Every document a contractor submits, whether that’s insurance, a RAMS pack or a certification, goes through a document review workflow where it’s accepted, rejected or referred, and that decision is kept on record. Automated expiry and renewal alerts fire ahead of the date something lapses, so the chasing that would otherwise fall to you happens without landing on your desk.

What contractors see on their side

Contractors don’t email documents to you; they work through their own self-service portal. Each company sets up its own account, individual workers sit underneath it, and everyone logs in through a passwordless link rather than a password to remember. Induction is completed online, including a knowledge check, a reasonable-adjustments question and a digital signature, and a contractor can check their own passes, permits and compliance status at any time without asking you first. That self-service layer is what keeps the chasing in the previous point from turning into a two-way email thread.

Showing the record when it matters

The full history sits on an audit trail rather than a filing system that only shows the current state, so the record stands up to review after the fact, not just at the point it was first submitted. A Credential Matrix gives a single grid view of every requirement against every company and worker, so a gap shows up as an empty cell rather than something you have to go looking for company by company. This is the compliance foundation that Heresafe’s project and site-level controls build on for organisations that need them; for a lot of H&S teams, this level of contractor compliance is the whole job.

How this typically gets run

Depending on the size of the team, document review can sit with you directly, or with a dedicated Compliance or Prequalification Administrator who handles the daily review and chasing while you see the outcome through dashboards and exportable reports.

Evidence

“Heresafe has brought structure and clarity to our safety processes, making day-to-day contractor management far easier.” – Neil Symmons, Site Safety Operations Manager, University of Southampton

Heresafe also holds ISO 9001 and ISO 27001 certification and is listed as “Heresafe Contractor Management and Compliance System” on G-Cloud 14, the Crown Commercial Service’s Digital Marketplace framework, making it directly awardable to NHS trusts, universities, local authorities and other public-sector organisations without a lengthy procurement process.

Related

The Contractor Management Lifecycle page covers the full prequalification-to-monitoring cycle stage by stage.

Close the gap that’s already clear