Introduction
Managing and maintaining an up-to-date repository of contractor documentation is an essential component of contractor compliance management. ContractorOS makes it easy to ensure that only valid, non-expired documents are provided, by automatically notifying the relevant parties when documents are about to expire.
How a Site Ensures a Task Has an Expiry Date
During ContractorOS Onboarding, the Site works with the ContractorOS Onboarding team to determine which data fields are required for each task. A site can include an expiry date as a required data field, so that each vendor or contractor submitting a task will be required to fill in the expiry date of the document that is being submitted.
How Vendors / Contractors State the Expiry Date of Their Tasks
When a vendor or contractor is assigned a task by a site, they will be required to fill out the required data fields and upload proof that they hold the documentation associated with the task (i.e. a driver's license or professional certification).
When filling out the required data fields, the vendor or contractor will be required to state the expiration date on the document. This will be checked by the site administrator as part of their review process.
The task will expire in ContractorOS on the expiration date of the actual document, unless the original submitter updates the task and re-submits it.
What Happens When a Task Expires?
The original submitter of a task receives automatic notifications if their task is about to expire. These notifications are sent 30 days, 7 days and 1 day prior to the task's expiration date. Vendors are also notified about pending expiry dates for their contractor's tasks.
When a task expires in ContractorOS, the following actions automatically occur:
- The task will now have an "expired" status on it in the Vendor / Contractor details page.
- The Vendor and/or Contractor will be notified via email of the task expiry.
- If a Vendor's task expires, the vendor contact will be notified.
- If a Contractor's task expires, the Contractor and their Vendor contact will be notified.
- The Vendor or Contractor will have their compliance status changed to Not Compliant:
- If a Vendor's task expires, their Vendor account AND all Contractors working for them will be switched to Not Compliant.
- If a Contractor's task expires, only their individual Contractor account will be switched to Not Compliant.
- Finally, if the site is using the ContractorOS Integration with VisitorOS, a Contractor attempting to sign-in with a Not Compliant status due to an expired task will be flagged, and their host will automatically be notified.