Contractors

1. The contractor list

At the top, four figures: «Total Contractors», «Active Contractors», «Expiring Documents» and «Average Rating» (average of every contractor on the list, suspended ones included).

Each row shows the company with its tax ID, the contact with their email, the workers, the rating (0 to 5), the status (Active, Inactive, Suspended or Blacklisted) and «Documents». Under «Documents» there are two icons: the first is the civil liability insurance and the second the risk assessment; green means valid, red means missing or expired.

«Filters» opens the status filter. Click a row to open the record.

2. Registering a contractor

Click «Add Contractor». In “New Contractor” the required fields are “Company name”, “Tax ID” (accepts a Spanish CIF or a European VAT number), “Contact Name”, “Contact email” and “Number of employees”. “Safety Rating” goes from 0 to 5: leave it empty if you have not rated it yet. Click “Save”.

If you have many, «Import» opens the CSV or Excel import, with a downloadable template.

3. The record: compliance and documents

The record shows the rating, the workers, the prevention service and the contact. Its tabs are “Overview”, “Documents”, “Meetings”, “Risk Exchange” and “Subcontractors”, each with its number of records.

In “Overview”, “Document Compliance” is the percentage of its documents that are approved, and “Document Status” says whether the civil liability insurance and the risk assessment are valid (with their date) or “Not provided yet”. In “Documents” you can upload one with “Upload”; meetings and risk exchanges created from their tabs are already linked to this contractor.

The pencil icon edits the details; the bin icon deletes the contractor.

4. Inviting to the contractor portal

So that the contractor uploads their own documentation, click “Invite to the portal” on the record. An email goes to the “Contact email” and “Invitation sent to …” appears with “Copy link”: if the email does not arrive, send them that link. It expires after 3 days; a new invitation replaces the previous one.

What they upload from the portal appears in «Documents» as pending, for you to approve or reject.

5. Who can do what

CAE Coordination is, by default, visible only to administrators; in “Company settings › Modules” it can be opened to editors or to everyone. If a viewer has access, they see the list and the records, but add, edit, delete and invite are disabled.