Contractor Registration, Information Submission, and Approval

1. Contractor Registration

After an internal user initiates a contractor record and sends an invitation (see "Creating a Contractor Record"), the contractor's representative receives an email with a unique registration link. Clicking this link allows them to set up their login credentials for the contractor portal.

2. Contractor Information Submission

Once logged in, the contractor completes their profile, which typically involves:

• Business Details: Providing standard company information. Key details include "Nature of work/services" and "Scope of Work," as these can influence risk assessment.
• Documents for Review by Contractor: Reviewing any company policies, site inductions, or other documents shared by your organization via "Contractor Accessible Documents."
• Risk Assessment Questionnaires: Answering questions based on the "Risk Profile" assigned by your organization. The types of questions will vary depending on this profile. For more details, see "Understanding Contractor Risk Profiles and Assessments." Supporting evidence may need to be attached.
• Uploading Required Documents (e.g., Insurances, Licenses): For each required document, the contractor will use an action like "Log New" or "Add New Document." This opens a "Contractor Document" form where they provide details (like expiry date) and upload the actual file. See "Managing Contractor Documents" for more on this process.

After completing all sections, the contractor submits their profile using a workflow action like "Submit for Review."

3. Internal Review and Approval

The assigned Contract Co-ordinator is notified and reviews the submitted information and documents. The Co-ordinator will:

• Verify the completeness and accuracy of the contractor's profile.
• Assess the responses to risk questionnaires and the validity of uploaded documents.
• Complete any internal checklist items.
• Use workflow actions (e.g., "Approve," "Reject," "Request Update") to progress the contractor's record. The contractor is typically notified of the outcome and any required further actions.

4. Suspending an Approved Contract

If an approved contractor no longer meets requirements (e.g., a critical document expires), their record can be moved to a "Suspended" status by an internal user via a workflow action on the "Contractor" record.