Contractor management
Contractor management that starts at the front desk.
ReceptionOS can hold contractors at the kiosk until reception approves them, and tells their host once they are approved. Their host is told only when the host is in your directory. It is a front-desk control, not a permit-to-work system.
You decide who goes through.
Approval is a setting on the contractor journey, and the watchlist applies to everyone.
- You decide what each journey asks for: the host, a photo, documents, contractor approval, induction and permit acknowledgements, and your own questions.
- A private watchlist stops a matching name from signing in and calmly asks them to speak to reception. Checked while the kiosk is online.
What they agreed to, on the record.
These are acknowledgements. ReceptionOS doesn’t check permit dates or expiry, and it is not a permit-to-work system.
- Contractors acknowledge the site induction and the permit to work at the kiosk.
- Visitors read each NDA or health and safety document to the end before accepting it, in text or PDF, and several documents can sit on one journey in order. Documents need a connection, and a document that can't load can be skipped.
- Every acceptance records the exact version of the document, and editing a document creates a new version and keeps the old one on record.
Known on site, and on the roll-call.
The list your wardens use is the list of who signed in.
- Starting a roll-call snapshots everyone signed in at the site, contractors included, and wardens mark people as accounted for from their phones.
- Visitors who forget to sign out are signed out at midnight, and managers get a digest email.
- The kiosk keeps signing visitors in when the wifi drops: sign-ins and sign-outs queue on the tablet and sync, with their real times, when the connection returns. While offline the kiosk runs a basic sign-in without your documents, questions, photo or host search. Contractor inductions, permits and employee PINs need a connection, and a contractor signed in offline on a journey that asks for an induction or a permit isn’t recorded. The watchlist is checked when it reconnects. A sign-in still waiting on the tablet isn’t on a fire roll-call started before it syncs.
A record for the auditor.
Show an insurer, an auditor or your H&S lead who signed in and when.
- Visit history has search and CSV export, and reports cover totals, visits by type, the daily trend, the busiest hour and weekday, average visit length, top hosts and companies, and the pre-registration no-show rate.
- A tamper-evident audit log records visits and administrator changes, and owners can verify it and export it.
What contractor management doesn’t do yet
We’d rather you heard it from us before the demo.
- ID scanning is not available yet. Planned
- Access control integrations are not available yet. Planned
- Printed visitor badges are not available yet. Planned
FAQ
Questions buyers ask us.
What is contractor management software?
Contractor management software controls who may work on your site and keeps a record of what they agreed to. ReceptionOS covers the front-desk part: it holds contractors at the kiosk until reception approves them, records their induction and permit acknowledgements, and puts them on the fire roll-call when they sign in. It is not a full permit-to-work system.
How does a contractor get approved?
The contractor signs in at the kiosk and waits. Reception approves or declines from the contractor approvals page in the admin portal, and once a contractor is approved their host is told, when the host is in your directory. Approval is a setting on the contractor journey, so you choose where it applies.
Does ReceptionOS check a contractor’s permit or induction?
It records that the contractor acknowledged the site induction and the permit to work at the kiosk. It doesn’t check permit dates or expiry, or hold inductions, so keep your permit-to-work process for those.
Are contractors on the fire roll-call?
Yes, once they have signed in. A roll-call starts from everyone signed in at the site, contractors included, and a sign-in still waiting on a tablet that lost its connection isn’t on a roll-call started before it syncs. If your contractor journey asks for the induction or the permit, a contractor signed in while the tablet is offline isn’t recorded at all, so a warden has to add them to the roll-call by hand.
Can we ask contractors to read our site rules?
Yes. They read each document to the end before accepting it, and every acceptance records the exact version. You can add your own questions to the contractor journey as well, such as a vehicle registration.
What happens if the wifi is down?
Contractor inductions and permits need a connection, and so do your documents. A tablet that is offline runs a basic sign-in that can’t take a contractor through them, so on a journey that asks for the induction or the permit, a contractor’s offline sign-in is discarded when the tablet reconnects and never reaches the visit list or a fire roll-call. The admin portal’s manual sign-in can’t record the acknowledgements either, so keep a paper record for those contractors until the connection returns.
See it on your own front desk.
Book a 20-minute demo on video, or on site in South Wales. If it fits, we’ll set up a 30-day pilot on a tablet you already own.
In 20 minutes we’ll show you:
- The kiosk in English, then Cymraeg
- A contractor held for approval
- A host’s email arriving
- A live roll-call across two phones, one losing signal
We reply within one working day.
