Contractor management software for facilities teams
Most facilities teams searching for contractor management software need one thing: a live answer on who is approved to work at each site. WorksiteHQ computes that status from requirements, uploaded documents, review decisions, and expiry dates — automatically.
Book a 12-minute walkthrough | Get the 1-page overview
- Live Approved-to-Work: By site
- Document collection: Guided
- Audit-ready proof: One click
- Migration: Annual plans
What facilities teams actually need from contractor management software
A live compliance answer by site
Not a static register. Approved-to-Work status is computed from requirements, document uploads, review decisions, and expiry dates — so you always have a current answer, not a snapshot from last week.
Proof that survives an audit
Not a folder of attachments. Every review decision, status change, and document upload is written to an immutable audit log. Compliance exports are one click — not assembled manually before every audit.
No manual toggling
Status is computed from rules, reviews, and expiry — not manually set by anyone. When a document expires, the engine recomputes automatically.
From compliance request to live site status
Step 1: Define requirements by site
Set what each contractor needs per site — public liability, workers compensation, licences, and any site-specific certifications. Use templates or build custom rules by contractor category.
Step 2: Request missing documents
The system identifies gaps and sends a structured request to each contractor, listing exactly what is needed and where it is missing.
Step 3: Contractor uploads via portal link
Each contractor receives a secure link — no full account required. They see their requirements, upload directly, and track their own status.
Step 4: Internal team reviews documents
Your team reviews uploaded documents in a structured queue. Accept, reject with a reason, or request a replacement. Every decision is recorded in the audit log.
Step 5: Status recomputes automatically
The deterministic engine re-evaluates every contractor's Approved-to-Work status whenever a document is uploaded, reviewed, or expires. No manual toggle.
Live Approved-to-Work by site — computed, not toggled
For each site, see every contractor: Approved, Not Approved, Pending Review, or Expiring Soon. Status is re-evaluated whenever a document is uploaded, a review is recorded, or an expiry date is hit.
- Computed status — never manually toggled
- Site selector shows approved and blocked contractors at a glance
- Drill into any contractor to see exactly what is missing or expiring
- Computed timestamp confirms when status was last evaluated
Focused contractor compliance beats a broad workforce suite
| Area | Bulky suites | WorksiteHQ |
|---|---|---|
| Implementation drag | Months of consulting, configuration, and training before any value | No implementation project — annual plans include migration support |
| Scope fit | Broad multi-module platform with features facilities teams will never use | Purpose-built for contractor compliance — no unused modules |
| Site-level focus | Generic platform not designed around site-level contractor compliance | Built around Approved-to-Work by site — the facilities team's core question |
| Complexity before first site | Weeks of setup before your first site goes live | Annual plans include migration — most teams have their first site live within 24 business hours of completing setup |
| Time to first compliant contractor | Months before your first site delivers value | Focused scope and included migration means faster time to value — without an implementation project |
Spreadsheets track files. WorksiteHQ tracks compliance.
| Area | Spreadsheets | WorksiteHQ |
|---|---|---|
| Site-level answer | No live view — check tabs manually and hope nothing is stale | Live Approved-to-Work status per contractor per site, recomputed automatically |
| Computed status | Status is whatever someone last typed — no engine, no rules | Deterministic engine computes status from requirements, reviews, and expiry |
| Request and upload workflow | Email back-and-forth to collect documents, no structured flow | Structured request, portal-link upload, and review queue in one workflow |
| Expiry control | Calendar reminders you set yourself — easily missed or forgotten | Automated alerts sent to you and contractors before documents lapse |
| Audit reconstruction | Manually assemble emails, screenshots, and files before every audit | One-click compliance export with full immutable audit trail |
Common questions
- How does WorksiteHQ determine if a contractor is approved to work?
- WorksiteHQ uses a deterministic engine that evaluates every uploaded document against the requirements you define for each site. When all required documents are current and your team has reviewed and accepted them, the contractor receives Approved-to-Work status for that site. The same inputs always produce the same result — no subjective override, no manual toggle.
- Is there a review step before a contractor is approved?
- Yes. Uploaded documents go into a structured review queue for your team to accept, reject, or flag for replacement. Every decision is recorded in the audit log. Approved-to-Work status is computed from those review decisions, not bypassed by them.
- How does migration work?
- Migration is included on annual plans. Upload your existing contractor spreadsheet or register and we will map your data, requirements, and documents into WorksiteHQ during setup. Most teams have live Approved-to-Work status within 24 business hours of completing setup. Monthly plans require a separate setup fee and do not include the same migration support.
- Can different sites have different compliance requirements?
- Yes. Each site has its own requirement set. A contractor may be Approved-to-Work at one site but not another depending on what is required where they are assigned.
- What happens when a contractor's document expires?
- WorksiteHQ sends automated alerts to you and the contractor before a document lapses. When a document expires, the contractor's Approved-to-Work status recomputes automatically. There is no manual update required.
- Does this replace our contractor management spreadsheet?
- Yes. WorksiteHQ replaces the register, the document store, the expiry calendar, the email thread, and the audit folder. You get a single, auditable system that gives you a live site-level answer rather than a static file you hope is up to date.
- Is there a free trial?
- No. WorksiteHQ does not offer a self-serve free trial or a public pilot. We run a 12-minute walkthrough where we show you Approved-to-Work status computed from your own data.
Pricing built for facilities teams, not enterprise procurement
Three tiers sized to your contractor volume. Annual plans include migration — most teams are live within 24 business hours of completing setup. Monthly plans carry a one-time setup fee.
- Core — up to 50 active contractors
- Growth — up to 150 active contractors (recommended for multi-site operations)
- Scale — up to 300 active contractors
Annual plans include migration. Monthly plans carry a one-time setup fee. Pricing is by contractor band — not seats or sites.
See live Approved-to-Work status in 12 minutes
Book a walkthrough and we will show you Approved-to-Work status computed from your own contractor data. We will map your requirements and build a migration plan — included on annual plans.