CertiDocWhy CertiDoc
- Suppliers do their part in the portal: documents, workers, signatures and permits, with no emails or spreadsheets.
- At the entrance you know instantly whether a person may work, and why not if they may not.
- Every document, acknowledgement and signature is dated and backed by evidence: ready for a labour inspection or an ISO 45001 audit.
- Automatic reminders for expiries, medical check-ups, accident reporting deadlines and pending actions.
The supplier portal
Every contractor gets their own access to CertiDoc: they manage their company’s and their workers’ documents and always see what they still need before they can work at your sites.
Documents with a traffic light
Documents with validity dates, a green, amber or red status and expiry reminders; only approved, current documents count.
Workers, machinery and vehicles
A record for each person, piece of equipment and vehicle with its documents; changing the name or ID number sends it back for review.
Risk information
Site risks, emergency measures and rules (Spanish Royal Decree 171/2004), with an acknowledgement of receipt for every version.
Signed declarations
Concurrent company declaration, self-employed annex and risk questionnaire, signed right in the portal.
Verified certificates
Social security and tax compliance certificates and construction contractor registration, with verification codes to check them on the official sites.
Work permits
Contractors request permits (work at height, hot work, confined spaces…) and close them when the job is done.
Subcontractors
Subcontracting chain with levels, plus the subcontracting logbook for construction work.
Fast review
Reviewers accept or reject with a reason, and optionally AI pre-checks the document before review.
- RD 171/2004 · Coordination of business activities
- Law 31/1995 · Occupational risk prevention
- Law 32/2006 · Construction subcontracting
- ISO 45001
Access control with a kiosk and QR credentials
Reception checks visitors and contractors in on a tablet, and every worker carries a QR code that instantly shows whether they may come in.
Reception kiosk
Any tablet or PC with a browser, approved from the app, with no username or password: full screen, with your logo and in 4 languages.
Sign in and out
Visitors sign on arrival and departure, accept the data protection and safety terms, and receive a confirmation and a receipt by email.
Contractor traffic light at the door
Depending on the reason for the visit, the kiosk checks the contractor and the worker: green, amber or red, with the missing requirements.
QR credential for every worker
Each worker has a QR code the contractor can print from the portal. Scanned with any phone, it shows whether they may enter, never their ID number.
Current permits at the door
The kiosk and the QR code show the authorised work permits in force for the worker or the contractor.
Access control integration
API with keys and webhooks to connect turnstiles, barriers or other systems using the same access rules.
Health & safety in your own company
Risk assessment
Risks by job and activity with a sector library, and preventive measures with an owner and a due date.
Hygiene, ergonomics and psychosocial
Specific assessments of hygiene, ergonomic and psychosocial risks.
Workers and training
A record for each worker with their documents, training and the PPE issued.
PPE and workwear
PPE and workwear issues with sizes, stock levels and a receipt signed by the worker.
Health surveillance
Medical check-ups with frequency, fitness, certificate and due-date reminders, with sensitive data encrypted.
Machinery, equipment and vehicles
Assessment of machinery and work equipment, and fleet with inspections, insurance and maintenance.
Accidents, inspections and follow-up
Accidents and Delt@
Accident and incident register with the deadlines of Spain’s Delt@ reporting system, the investigation and accident rates.
Safety inspections
Inspections planned and recorded from a phone, even offline.
Corrective actions
One follow-up for actions arising from accidents, inspections, risks, the committee and audits, with effectiveness checks.
Health and safety committee
Safety representatives, quarterly meetings, signed minutes and agreements.
Work permits
Work at height, hot work, confined spaces or lockout with a checklist, signatures and a contractor check before authorising.
Dashboard
All of your prevention at a glance: accidents, check-ups, PPE, training, inspections, contractors and pending actions.
Signatures with evidence
- Workers, contractors and visitors sign on screen or on their phone, and every signature is stored with a fingerprint and a timestamp.
- PDF receipts for PPE issues, information and training.
- Records cannot be changed once signed: they can only be voided, with a reason.
- Personal data (ID numbers, health, accidents) encrypted with the company key.
Plans
The health & safety and CAE module is included in the Business plan (from €149/month, Compliance + PRL + IT) and in Enterprise. It runs in the cloud or on your own server.
Frequently asked questions
Does the contractor have to install anything?
What happens if a worker’s documents are not up to date?
Does the kiosk need special hardware?
Can we host it on our own server?
Coordinate health & safety and contractors in one place
We will show you the supplier portal and the kiosk with a real case from your company. 14-day free trial.