--- id: KB-CS-001 url: https://app.codecontract.io/help/construction/subcontractor-document-control idioma: en categoria: sector-construccion subcategoria: obracivil audiencia: usuario actualizado: 2026-08-12 tambienEn: [es] relacionados: [KB-TL-001, KB-TL-004, KB-SC-001] citadoPor: [KB-CS-002, KB-CN-005, KB-CS-039, KB-CN-016, KB-CN-018, KB-CF-001, KB-CS-007] enLaApp: https://app.codecontract.io/trackline/schemas --- # Subcontractor document control on site _Collect each subcontractor's paperwork before they set foot on site, and let it expire on its own._ **Responde a:** subcontractor document control · how to collect health and safety paperwork from a subcontractor · contractor compliance documentation · check that subcontractor workers have valid training · software to manage construction site documentation On a site with six subcontractors and forty workers, health and safety paperwork means about two hundred documents that expire on different dates and arrive by email, by WhatsApp and by hand. The problem is not storing them: it is knowing, on an ordinary Tuesday, whether the person welding on the third floor has valid training. **En corto** - Asked for once per subcontractor, and the platform chases what is missing. - Each document carries its expiry date and warns before it lapses. - Nobody sets foot on site until their file is complete. - On inspection day the file is complete, with a date on every delivery. **The subcontractor onboarding circuit** — Site access is conditional on the file being complete, and expiry is tracked automatically. ## What to ask for, and in what order It is worth splitting into three blocks, because they are three different moments with three different counterparts. Asking for everything at once is the fastest way to receive nothing. | Block | What you ask for | From whom | | --- | --- | --- | | Company | Social security registration, liability insurance, tax clearance certificate, risk assessment | The subcontractor's manager | | Workers | Safety training, medical clearance, PPE handover record, individual registration | The same manager, one per person | | Machinery | CE marking, last maintenance record, insurance and operator licence | Whoever supplies the equipment | _The three blocks as phases: the workers phase does not open until the company is approved._ ## What it actually prevents - Someone walking on site with lapsed insurance and nobody noticing until there is an incident. - Losing a morning before every inspection gathering paperwork from three different inboxes. - Expiry dates tracked by a spreadsheet somebody has to remember to open. - Arguing with a subcontractor about whether they sent a certificate: the delivery date is logged. > [!WARNING] > The most commonly forgotten piece is expiry. A tax clearance certificate is valid for three months: with no expiry alert, by the second site of the year it is no longer valid and the file still looks complete. ## How to set it up 1. **Create a "Subcontractor onboarding" process with the three phases** — Designed once. After that, onboarding a new subcontractor is two clicks. 2. **Mark as mandatory only what genuinely blocks access** — Mark everything and the file stalls on a document that never stopped anyone entering. 3. **Set expiry dates on the documents that have them** — Insurance, tax clearance certificates and training. The alert fires before it lapses, not after. 4. **Run the process when hiring, picking the site folder** — One folder per site, one file per subcontractor inside. That is what turns an inspection into five minutes. ## Frequently asked questions **Does the subcontractor have to register for anything?** No. They get a link by email or WhatsApp, upload their documents from a phone, and that is it. No sign-up, no password. **Can I reuse a subcontractor's paperwork on another site?** Yes. What does not change — insurance, social security registration — is provided once and referenced; site-specific items are requested again. **What if a worker joins mid-project?** They are added to the running file without rebuilding anything, and the request reaches the subcontractor's manager. **Does it work for contractor coordination requirements?** That is exactly the case: it gathers, dates and retains the documentation that has to be exchanged, and records when each item was handed over. **How do I prove to an inspector that I had everything?** Every delivery is dated. If you also certify the closed file, a third party can verify the date without taking your word for it. ## Ejemplos **A construction company with four active sites gets an unannounced inspection at the Valencia one.** - Opens that site's folder - Shows each subcontractor's file with the delivery date of every document - Checks on the spot that no training has lapsed → The inspection is resolved on site, without calling the office or asking for time to produce paperwork. **A subcontractor arrives on site without current documentation.** - Checks their status before authorising entry → The gap shows before the gate. **A new worker arrives on the same day.** - Checks per person what is missing → Onboarding is resolved before access. **A document expires mid-project.** - Records expiries per company and per person → The warning arrives before it bites. **Chasing twelve subcontractors occupies a person.** - Requests and chases automatically → That person reviews instead of nagging. **The client asks who was on site on a specific day.** - Checks the record of authorised access → You answer using that day's date.