How will you handle the responsibility of ensuring that you have all the details of different types of subcontractors on file and that it’s easily accessible in case of emergency or audit?
In the past you would have asked all workers to fill in forms on arrival on their first day. You may have then filed this paperwork on site, scanned each sheet individually or sent a folder to head office. Technology now offers you the ability to set up a customised online registration system for all of your workers, so that when they arrive on site, you have all of their details available immediately. Because they have entered the details into mandatory fields themselves, within their own time, you can be sure that the information is accurate and up to date. Let’s take a look at what you should consider before adopting a system like this.
Types of subcontractors and Workers
Firstly, you should analyse how your types of subcontractors differ and how the type of information you need differs depending on various factors. For example, construction sites in different states may have different types of qualification requirements. Or workers carrying out different roles may face different hazards which will trigger different sets of questions from you. It’s important to personalise the registration experience for your new workers to avoid confusion if you ask them for information they don’t have, or that’s irrelevant to their specific role. Focusing the correct data requirements to each type of worker also means that you’re reducing the total administration time with the result of much richer data.
What Kind of Data to Gather?
All Workers
You may wish to gather personal details such as name, email, and telephone number but if you’re gathering this information online, one of these pieces of information should be identified as the unique identifier. This is usually email address or phone number, as lots of people have the same name.
Bear in mind that you may be gathering sensitive data during this process so you will need to take the necessary measures to ensure this data is kept safe and secure. This may be easier to achieve through an online platform so long as the provider has the correct security practices in place and in some cases data protection may be necessary. Investigate your local data protection laws to make sure you’re compliant.
Worker Group Specific
When you group your workers together it will become clear that there is different information you would ideally gather from each group. There’s no point is asking everyone for the same set of information, if it’s not relevant to their role, location or if it’s not in their preferred language. So the next step should be to establish the determinants of the information you need and the questions you will ask workers as a result. Some examples are listed below:
| Site Location | Worker’s Role | Further Details Required |
| Queens, New York | Forklift Driver | Please enter your forklift driver’s license number and expiry date… |
| London, England | Bricklayer | Have you suffered from any of the following health conditions… |
| Toronto, Canada | Asbestos Remover | Please upload upload asbestos removal qualification certificate… |
| Type of Site | Skill Level | Further Details Required |
| Demolition | Apprentice | Who do you report to on-site? |
| Renovation | Qualified | Please enter your qualification card number and expiry date… |
What is Dynamic Registration?
GoContractor registration pages allow you to gather any type of data from different types of subcontractors including open text fields, character boxes, check boxes, drop lists and pick lists. You can even create a mandatory document upload step and ask workers to upload a selfie or a copy of their qualification cards. Dynamic Registration means that you can design specific registration pages for your different groups of workers. Each field on the registration page can now be associated with a role or location, if you have decided that these are the factors which should determine the next set of questions (for example, you may choose Type of Site and Skill Level as outlined above. This is fully customisable to your requirements). If you are gathering sensitive data, you can encrypt it so that only one person in your company will have password locked access to this information.
Once your subcontractor logs in, they go through your customized registration page, complete the introductory training such an an orientation or orientation. This is auto-assigned, again based on the location and role they have chosen during their registration. Many different types of subcontractors arrive at your site ready to hit the ground running, leaving you with the peace of mind that everyone on site is knowledgeable and that their information is accessible to you at the touch of a button.
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