Contractor Certifications

For a video guide explanation on contractor certifications, please click here.

In order to help ensure all of your contractors are fully compliant with regulations, we have built a feature enabling you to request certificate documents from each contractor within your agency. 

Once the requested documents are uploaded by the contractor and approved by one of your agents, you can set expiry dates to easily keep track of upcoming certificate renewals that may need to be chased by a member of your compliance team.

We use a traffic-light system to monitor contractor certification:

• Red - A certificate or certificates has expired.
• Orange - A certificate or certificates are close to expiring.
• Green - All certifications are valid.

This will be shown against each individual contractor name in your main list of contractors. You will also be able to see their compliance status when you go to request quotes or instruct works on an issue:

How To Request Contractor Certification

To request certification documents from an individual contractor, please click People > Contractors and select the contractor you're looking for. Once you're in their profile, click the Certification tab:

Here, you can select the certificates that are required for that particular contractor, as well as see the status of any that have already been requested.

Once a certificate is selected, you can upload the document on behalf of the contractor if you wish. Simply select the Add new document button on the certificate tile. Here you can upload the file, as well as add any other relevant details such as start and expiry dates, a description & reminders:

In order for this document to appear in the green (compliant), you must tick the box titled 'Valid'. This is an extra step put in place to ensure contractors can't accidentally validate their own certificate documents!

If you wish to add a new certificate type, use the hyperlink provided at the bottom of the Certification list (please follow our guide on this here):

Reminders can be displayed and tracked via a dashboard panel titled Contractor certification compliance (please see our article here for guidance on using dashboard panels):

The Contractor Side

If you request a compliance document from a contractor in Fixflo, they will be notified about this via email in two ways. 

Firstly, the request gets appended to any regular works email they get from the system, such as a quote request:

Secondly, the document request will also appear as a 'Task to do' in one of their daily reminder emails:

In addition to this, the contractor will also have a notification badge appear within their system that they can click to be directed to upload their certificate/document. As previously mentioned, this will notify you once they have completed uploading the certificate and fall to you to mark as 'Valid':

Expired Certificates

If you try to assign a job or request quotes from a contractor who has an expired certificate, the below pop-up will appear alerting the agent they should use another contractor until the contractor's compliance has been reviewed:

Depending on your User Role permissions, you may or may not able to assign a job to a contractor with expired certificates. For a guide on user role permissions, please click here.

Tracking Contractor Certification

You are also able to manage your contractors' compliance via 'People' > 'Contractor certification'.

This page allows you to view and manage all of your contractors' certifications and ensure that you are instructing jobs to compliant contractors. 

Here, you can filter by certification type, compliance status and the contractor's name:

This page will clearly display which contractors have the certifications you've requested, the status of the certification (Valid, Expiring Soon, Expired), and which certificates are missing altogether. 

Here is a breakdown of the different icons and their meanings:

• Valid certificates
• Certificates which are soon to expire

• Certificates that have either expired, or a required certificate hasn't been uploaded yet

• Certificates which require validation

• The contractor does not require this certification 

Clicking into any of these icons will allow you to take the necessary next action required for the contractor.