2 April 2026 · ES ERP v15+
ES Contractor & Subcontractor Management
End-to-end contractor compliance for Australian | International services, construction, mining, and resources. Prequalification workflows, certification expiry tracking, site inductions, SWMS/JHA management — fully integrated with ES HSE, Fleet, and Assets.
Overview
ES Contractor Management is a native ES ERP module built on the ES HSE app, purpose-designed for the compliance demands of the Australian | International services, civil, construction, mining, and resources industries. It extends the existing ES HSE module with individual worker-level certification tracking, a formal prequalification approval workflow, and automated daily expiry alerts — bringing contractor compliance into the same platform as your fleet, assets, projects, and accounts.
Unlike standalone contractor management tools, ES Contractor Management shares data directly with ES Fleet, HSE Incidents, JHA/SWMS, Permit to Work, and Site Induction records. Every worker on your register is linked to the contractor company, their individual certifications, their induction status, and optionally their Fleet driver record — giving you a single source of truth for site compliance.
Contractor register
Company-level records with ABN/ACN, insurance certificates, prequalification scoring, risk level, and review cycles.
Personnel register
Individual worker records linked to their employer, trade type, White Card, induction status, and full certification history.
Certification tracking
Per-worker cert register covering White Card, HRL, EWP, Confined Space, Rigger, Dogman, Medical Fitness, and more.
Prequalification workflow
Seven-state approval chain from initial submission through conditional approval to final sign-off, with role-based gates.
Expiry alerts
Daily scheduled script checks 30, 14, and 7-day windows across all insurance, induction, and certification expiry dates.
Compliance dashboard
RAG-sorted Script Report showing all contractors with expiry day counts, personnel counts, and overall compliance status.
Contractor Company Register
The HSE Contractor DocType holds the company-level compliance record for each contractor. It captures everything needed for prequalification and ongoing monitoring in one place, with a submittable document structure and full audit trail via change tracking.
Insurance & financial
Public Liability insurer, policy value, and expiry date. Workers Compensation insurer, policy number, and expiry date. ABN/ACN for supplier verification. All expiry fields feed directly into the daily alert script and the Compliance Status report.
Prequalification
Prequalification status, date, expiry, score (percentage), and the user who approved. The HSE Contractor Prequalification workflow governs all status transitions — no manual field editing can bypass the role-gated approval chain.
Safety performance
Has Safety Management System (checkbox), incident history narrative, and safety performance rating (Excellent / Good / Satisfactory / Needs Improvement / Poor). Risk level (Low / Medium / High / Critical) drives the compliance dashboard colouring.
Document register
The HSE Contractor Document child table holds attached certificates — type, name, expiry date, file attachment, and a verified flag. All rows are scanned by the daily expiry alert.
Personnel & Certification Tracking
ES Contractor Personnel is the new individual-worker DocType built as part of this module. Each record links to a parent HSE Contractor company and carries the worker's trade, contact details, emergency contact, White Card, induction record, and a full certification child table.
Worker identity & status
Full name, contractor company, trade/role (15 options including Electrician, Rigger, Dogman, EWP Operator, Confined Space, Site Supervisor), and status (Active / On Site / Off Site / Suspended / Inactive). Naming series CPERS-.YYYY.-#####.
White Card & site induction
White Card number, expiry date, and verified flag. Inducted site, induction date and expiry, and a direct link to the HSE Site Induction record. Induction expiry feeds the expiry alert script.
Fleet integration
Optional links to a Driver record and a Vehicle Assignment in Fleet Operations — enabling contractor workers to be included in driver compliance checking and pre-start checklists.
ES Contractor Certification — child table
Each personnel record carries a child table of individual certifications. Tracked fields per row:
Each row captures cert number, issuing body (e.g. SafeWork WA, DoT WA, St John WA), issue date, expiry date, file attachment, and a verified/verified-by field for HSE Manager sign-off.
Prequalification Workflow
The HSE Contractor Prequalification ES Workflow governs the full approval lifecycle of every contractor on the register. Role-based transitions prevent any state change outside the defined chain — an HSE User cannot approve their own submission, and only System Manager can finalise full Approved status.
Email alerts are sent on every workflow transition. The prequalification_status field
on the HSE Contractor DocType drives the workflow state, making the status visible
in list views, reports, and the compliance dashboard at a glance.
Automated Compliance Expiry Alerts
The HSE Contractor Compliance Expiry Alerts is a Daily Scheduler Event server script that runs automatically every morning. It checks every active contractor across four company-level expiry fields and every row in the HSE Contractor Document child table, generating ES Notification Log entries and sending email alerts to all users with the HSE Manager role.
Company-level checks
Document child table
Every row in the contractor document register is also scanned. A joined SQL query across
tabHSE Contractor Document and tabHSE Contractor returns all
rows expiring within 30 days in a single pass.
Auto-status update
When any expiry date passes (days remaining < 0), the script automatically sets
contractor status = Expired and, if the prequalification expiry has passed,
prequalification_status = Expired — restarting the workflow from scratch.
Alert thresholds
Compliance Status Report & Dashboard
The ES Contractor Compliance Status Script Report provides an at-a-glance view of every contractor's compliance position. Results are RAG-sorted — RED contractors appear first, followed by AMBER, WATCH, and GREEN — so the HSE Manager's daily review starts with the highest risk items.
| Column | Description |
|---|---|
| Contractor | Link to HSE Contractor record |
| Status | Current contractor status (Approved, Conditional, Suspended, etc.) |
| Prequal Status | Current workflow state of prequalification |
| Prequal Expiry | Days remaining or "EXPIRED (N days ago)" |
| Public Liability | Days remaining on public liability insurance |
| Workers Comp | Days remaining on workers compensation insurance |
| Site Induction | Days remaining on site induction validity |
| Personnel Count | Number of workers on the ES Contractor Personnel register |
| Certs Expiring ≤30d | Count of individual worker certifications expiring within 30 days |
| Risk Level | Contractor risk classification (Low / Medium / High / Critical) |
| Safety Rating | Historical safety performance rating |
| Overall RAG | Computed worst-case status: RED / AMBER / WATCH / GREEN |
Four filter fields — Status, Prequal Status, Risk Level, and Contractor Type — allow the HSE Manager to slice the report by category. The report is accessible from the ES Contractor Management workspace and from the compliance dashboard.
Dashboard charts
The ES Contractor Management ES Dashboard includes four live charts refreshed hourly: Contractor Status Breakdown (Donut), Prequal Status (Donut), Personnel by Trade (Bar), and Contractor Risk Level (Pie). All charts are shared with HSE Manager, HSE User, and System Manager roles.
Module Integrations
ES Contractor Management is fully integrated with the existing ES ERP module stack. No data duplication — all links are native ES Link fields pointing to live records.
ES HSE
Site Inductions, Training Records, Incidents, Corrective Actions, JHA/SWMS, Permit to Work, Chemical Register
Fleet Operations
Driver records, Driver Licences, Vehicle Assignments, Pre-Start Checklists, Accident Reports
Assets
Asset records for contractor-operated plant and equipment, maintenance scheduling, depreciation
Projects
Link contractor engagements to Project records for cost allocation, task assignment, and timesheet visibility
Accounts / Buying
HSE Contractor links to Supplier for PO approval validation — expired contractors can be blocked from purchase orders
Risk & Compliance
Contractor risk level and incident history feeds directly into the ES Risk Register and compliance calendar
Module Components
| Component | Type | Description |
|---|---|---|
| HSE Contractor | DocType (existing) | Company-level register: insurance, prequalification, risk, safety performance, document register |
| HSE Contractor Document | Child Table (existing) | Attached certificates per contractor with expiry date, attachment, and verified flag |
| ES Contractor Personnel | DocType (new) | Individual worker records linked to contractor company — 20 fields, 4 role permissions |
| ES Contractor Certification | Child Table (new) | Per-worker cert register — 14 cert types, expiry date, issuing body, attachment, verified by |
| HSE Contractor Prequalification | Workflow | 7-state, 11-transition approval chain with role gates and email alerts on every transition |
| HSE Contractor Compliance Expiry Alerts | Scheduler Event | Daily script — checks 4 expiry fields per contractor plus all document rows, sends Notification Log + email |
| ES Contractor Compliance Status | Script Report | 12-column RAG-sorted compliance view with 4 filters — ref doctype HSE Contractor |
| ES Contractor Management | Workspace | Public workspace with 11 shortcuts across 3 sections: register, safety, reports |
| ES Contractor Management | Dashboard | 4 live charts: status breakdown, prequal status, personnel by trade, risk level |
| JHA SWMS SWP | DocType (existing) | Full SWMS/JHA with GPS capture, PPE checklist, 4 job steps, permit flags — linked from workspace |
| HSE Site Induction | DocType (existing) | Induction records linked from both contractor company and individual personnel records |
| HSE Permit to Work | DocType (existing) | Hot work, confined space, excavation, and other permit types linked from workspace |
Technical Specifications
Platform
- ES ERP Framework v15+
- ES HSE ES App
- Python 3.10–3.12
- MariaDB 10.6+
Workflow
- 7 workflow states
- 11 role-gated transitions
- Email alerts on transition
- ES Notification Log
Automation
- Daily Scheduler Event
- 30/14/7 day alert windows
- Auto-expiry status update
- HSE Manager email broadcast
Access control
- System Manager (full)
- HSE Manager (approve/reject)
- HSE User (create/submit)
- Guest Review (read-only)
Naming
- Contractors: CONTR-.YYYY.-#####
- Personnel: CPERS-.YYYY.-#####
- JHA: JHA-.YYYY.-#####
- Change tracking on all DocTypes
Deployment
- Demo: demo2.enterprisesystems.com.au
- Included in ES HSE app
- Cloud or on-premise
- No additional licensing
Ready to manage contractor compliance on ES ERP?
Explore the live demo or contact Enterprise Systems Australia to implement ES Contractor Management for your services, construction, mining, or resources operation.