Contractor management for facilities and maintenance teams Who you use, what they are approved to do, and whether their insurance and accreditations are still valid — checked before the job, not after the incident.
Modules: Contractors
Expiry is the whole problem
Contractor control fails in one specific way: a certificate that was valid when the contractor was approved, and is not valid on the day they attend. Nobody notices, because nothing was watching the date. A register that tracks expiry turns an annual paperwork exercise into a standing check, and it is the difference between saying a contractor was approved and being able to show they were approved on the day in question.
- Contractor details, trades and geographic coverage in one register
- Public liability, employer's liability and accreditation expiry dates tracked
- Expiring documents surfaced before the date rather than after it
- Job history per contractor, so performance is visible over time
Approved for what, exactly
Approval is rarely blanket. A contractor competent on ventilation is not thereby competent on lifting equipment, and an insurer looking at an incident will ask what the approval actually covered. Recording trades and coverage against the contractor — rather than a single approved flag — keeps that distinction where it can be used.
Permits to work: what this does and does not do
FacilityOptix is honest about this boundary. It holds the contractor register, the competence and insurance evidence behind an authorisation, and the work order the contractor attended against — which is most of the documentary record a permit regime depends on. It does not issue permits to work, run a hot works or confined space authorisation workflow, or hold electronic permit sign-off. Teams running a formal permit system operate it alongside FacilityOptix rather than inside it.
- Held here: contractor competence, insurance, accreditation and job history
- Held here: the work order the attendance was made against, with its evidence
- Not held here: permit issue, hot works authorisation, electronic permit sign-off
What it gets you
No lapsed contractor on site
The question is not whether the certificate exists, but whether it was in date on the day. That is a date field doing a job, not a filing habit.
Performance becomes visible
Job history per contractor turns an opinion about who is reliable into something with dates behind it.
The evidence survives the handover
When the manager who approved a contractor moves on, the basis for that approval stays on the record.
- No permit to work issue or electronic permit sign-off
- No contractor invoicing, rate cards or purchase orders
- No automated verification against external accreditation registers — expiry dates are held from the documents you upload
The full version of this, module by module, is on the service specification.
Questions about contractors & permits
- Does FacilityOptix issue permits to work?
- No. It holds the contractor competence and insurance evidence a permit regime relies on, and the work order the contractor attended against, but permit issue and authorisation sign-off happen in your own permit system.
- Are we warned before insurance expires?
- Yes. Expiry dates are tracked against the contractor record and surface ahead of the date, which is the point at which doing something about it is still cheap.
- Can contractors log in and update their own documents?
- The register is maintained by your team. If self-service contractor document upload is a requirement for you, say so during a demo rather than assuming it — this page is written to be accurate about what exists today.
Work orders
Reactive jobs from report through to sign-off, with the priority and the response time visible while there is still time to act on them.
Statutory compliance
The checks a duty holder is legally expected to run, scheduled against the assets they apply to, with the certificate that evidences each one filed where an auditor can find it.
All features
The six capabilities, and the one record underneath all of them.
Pricing
One licence per company, priced on properties rather than users. Every module included.
Managing agents
Several clients, several portfolios, one team — and a reporting obligation to each of them that has to be met from the same records.
FM service providers
You are measured on response times you have to be able to prove, across sites you do not control, by clients who can put the contract back out to tender.
In-house FM teams
You run the estate, you hold the duty, and there is nobody to hand the records to. A system that costs less time than it saves is the only kind worth having.
Industrial sites
On an industrial site the facilities function and the production function are the same argument, and the plant in dispute is usually the thing that stops everything if it fails.
Retail portfolios
A retail estate is the opposite shape to a hospital: many small sites rather than a few complex ones, and nobody technical at any of them.
Permits to work and contractor control
Contractor control fails in one specific way: a certificate that was valid at approval and was not valid on the day they attended. How to build a regime that notices.
The statutory compliance calendar for commercial buildings
A working checklist of the recurring statutory duties a commercial building typically carries, what drives each frequency, and the evidence that proves each one ran.
See it running on your own buildings.
A live demo on your data, not a slide deck — most teams are live within a week.
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