--- id: KB-CS-039 url: https://app.codecontract.io/help/use-cases-by-sector/an-installer-working-for-several-main-contractors idioma: en categoria: casos-por-sector subcategoria: construccion audiencia: usuario nivel: intermedio actualizado: 2026-08-13 tambienEn: [es] relacionados: [KB-CS-001, KB-CS-006] citadoPor: [KB-CS-041] --- # An installer working for several main contractors _The same documents, requested by five different clients, on five different portals, in five different formats._ **Responde a:** uploading documents to several contractor portals · asked for the same thing on every site · subcontractor documents for site access · refused site access over paperwork If you are the company going on site, you live this every week: each main contractor has its portal, its checklist and its criteria, and they ask for the same thing under a different name. The temptation is to treat each client as a separate world. That is exactly what leaves an operative at the gate one morning. ## What is shared and what belongs to each client | Document | Does it change by client? | Where it should live | | --- | --- | --- | | Company ones: insurance, social security, prevention | No, it is the same paper | In one place, copied out to each portal | | Each worker's | No, but requested per site | Per person, with their expiry dates | | Equipment ones | No, requested per machine | Per machine, with its serial number | | The contractor's own forms | Yes, and there is no shortcut there | With that site's file | > [!IMPORTANT] > The expensive mistake is keeping documentation **by client instead of by item**. When the insurance renews, whoever files by client has to remember to update it in five places, and one always gets missed — usually the site you are entering next week. Filed by item, the insurance is one document, and what changes is which portals it goes to. The first is impossible to maintain; the second is half an hour a month. ## How the real work is organised 1. **A company file, with expiry warnings** — It is the folder copied wholesale into each new portal. 2. **A file per worker and one per machine** — With training, medicals and inspections, each with its date. 3. **And a list per site of what that contractor asked for** — Because their next site will ask for the same. 4. **With the date each item was uploaded to each portal** — That is what settles the «we never received it» argument. > [!WARNING] > What costs the most working days and nobody plans for: **each portal's validation takes time**. Even with everything uploaded correctly, someone on the other side has to approve it, and that can take days — not minutes. If the operative starts on Monday, the documents do not go up on Friday. And if one is rejected over a formatting detail, the clock restarts. That margin is the difference between getting on site and losing a crew's day. ## When the criteria change halfway **En corto** - Ask in writing exactly what is missing: «incomplete documentation» is not an answer. - Keep what was rejected and why: it repeats on the next site. - And if one client demands something nobody else asks for, treat it as theirs, not as a general rule. > [!NOTE] > What documentation is required for site access, and what obligations each company has on prevention and coordination of activities, depend on the applicable rules and the type of works. **Your prevention service or adviser settles that**; the point here is not having five copies of the same paper ageing at different speeds. **Can I upload the same file to every portal?** Nearly always yes; what differs are their own forms. **What if a client asks for a document that does not exist?** Ask what they want to prove: something you already hold usually works. **Is it worth keeping what I uploaded?** Yes: half the arguments are about whether it was sent. ## Ejemplos **An installer renews its insurance and one contractor blocks access over the old policy.** - Keeps the insurance once, by item, and lists which portals need it → The renewal propagates in an afternoon instead of surfacing at the site gate. **An installer works for five contractors and uploads the same six documents to five different portals.** - Keeps a single current file of your own - Uploads to each portal from there - Records what was uploaded to each and when → Renewal happens once and gets replicated: five portals stop meaning five jobs. **An insurance policy is renewed and updated in only three portals.** - Checks which contractors it must be replicated to → None is left holding the old version. **A technician is stopped at a site gate.** - Checks per person before assigning them → The job does not go out with a gap. **Each contractor asks for the same document under another name.** - Keeps the original and adapts on upload → The underlying work happens once. **A portal rejects the document without saying why.** - Asks the specific reason before re-uploading → The second attempt is aimed. **Nobody knows what expires in which portal.** - Records expiries in your own file → One warning covers every portal. **Equipment goes on site and its documentation is missing.** - Stores it with the equipment → The machine does not sit at the bay.