---
id: KB-CS-041
url: https://app.codecontract.io/help/use-cases-by-sector/working-inside-someone-elses-site
idioma: en
categoria: casos-por-sector
subcategoria: servicios
audiencia: usuario
nivel: avanzado
actualizado: 2026-08-13
tambienEn: [es]
relacionados: [KB-CS-035, KB-CS-039, KB-CS-044]
citadoPor: [KB-CS-042, KB-CS-043, KB-CN-026]
---

# The company working inside someone else's site

_Your work happens somewhere that is not yours, with people inside and under someone else's rules. The paperwork arrives before the technician does._

**Responde a:** documents required to work on a client site · what paperwork do i need for site access · supplier portal keeps rejecting my documents · my technician was turned away at the door

You clean a hospital, maintain a factory's machines, run a school canteen or service a shopping centre's lifts. **The work is yours; the site, the rules and the door are not.** That asymmetry turns something that looks administrative —what paperwork you hold— into the condition for invoicing on Monday.

## What they ask for before letting anyone in

| Who asks | What for | What happens if it is missing |
| --- | --- | --- |
| The site | Company documentation | No supplier record is opened |
| The site | Documentation for each person entering | The company is approved and the technician is not |
| The site | Documentation for the equipment brought in | The machine stays on the loading bay |
| **Their client or auditor** | **The same, months later** | **They come back to you for it** |

> [!IMPORTANT]
> **The distinction almost nobody draws early, and the one that decides whether this holds: there is COMPANY, PERSON and EQUIPMENT documentation, and only the first is stable.** Company papers renew once a year and serve every site. Person papers expire on their own schedule, change whenever someone new joins, and must be ready *before* that person is put on the job. Equipment papers travel with the machine, and the machine moves between sites without telling anyone.

## Why it fails, when it fails

1. **Monday's technician was decided on Friday** — The rota outranks the archive, and the archive finds out afterwards.
2. **Every site wants the same thing under another name, in another portal** — Five clients, five formats, five different renewal dates.
3. **Expiry is silent** — Nobody notices anything until someone is stopped at the door.
4. **Whoever holds the document is not whoever uploads it** — The technician has it on their phone; the person managing the portal is at the office.

> [!WARNING]
> The costliest failure in this position is not a missing document: **it is that the service goes ahead anyway and the paperwork follows later**. The technician gets in because the guard knows them, does the job, and weeks later a review asks what cover they entered under that day. By then it cannot be fixed backwards. A document uploaded after the day it claims to cover does not cover that day — it only proves you knew.

> [!NOTE]
> What documentation may be required for site access, what coordination duties exist between the occupying company and those working there, and what training or health surveillance applies to each role **is settled by your prevention service or adviser**, and varies by sector and country. Here we cover the part that decides whether you can answer in time: who holds what, dated when, and who finds out before it expires.

**Can I send the same documents to every client?**

Company ones, usually. Person ones depend on who you assign to each site.

**What if the site insists on its own portal?**

It will keep insisting. What you can avoid is holding the original in five places and none of them current.

**How far in advance is needed?**

Before the person is on the rota, not before they reach the door.

## Ejemplos

**A technician is stopped at the door because their training lapsed last month.**

- Warns about expiry ahead of time, per person rather than per company

→ Renewal happens before it hits the rota.

**Five clients ask for the same documents through five different portals.**

- Keeps a single current original and serves every client from it

→ All five are answered without redoing the work five times.

**Someone new joins the service and nobody knows whether their papers are complete.**

- Checks per person what is missing before assigning them to a site

→ Onboarding stops being discovered at the client's door.

**The site asks months later what cover applied on a specific day.**

- Keeps each document with its date and who it covered

→ The answer comes out of the archive instead of being reconstructed.

**A machine is brought on site and its documentation sits somewhere else.**

- Stores equipment documentation with the equipment, not with the contract

→ What travels with the machine is found where the machine is.

**The technician has the document on their phone and the portal manager cannot see it.**

- Collects the document from where the person is, without going through the office

→ The day's lag between holding it and being able to show it disappears.