Know which subcontractors are approved, and where they work.
Letting an unapproved subcontractor onto a project is a risk that's entirely avoidable. FlexManager's Subcontractor Manager module registers subcontractor companies and tracks their approval status, project assignments, and compliance from first application through deactivation, so only approved companies are ever actually working.
Subcontractor Manager lets new subcontractors register their own details online, and companies can be approved, rejected, or flagged with exceptions rather than treated as a simple yes or no. You can track which subcontractors are assigned to each site, with a full history of project assignments kept for every company, so it’s clear where a subcontractor has actually worked.
Spreadsheet approved lists
One copy says approved, another says lapsed, and nobody is sure which one is current.
Registration packs by email
New contractors send forms that someone retypes before anyone can approve them.
Loose ends at the gate
When a contract ends, workers, site lists and passes are tidied up one by one, if at all.
From sign-up to sign-off
One company record carries a subcontractor from the registration link to the day the contract ends.
Register
Companies register from their type's link with its compliance details, and their workers get a sign-up link too.
Approve
Approve, approve with an exception or reject from the profile, with who, when and the reason on record.
Assign to sites
Add companies to sites with who approved each one and when; the company can be notified.
Close out
Deactivate once: workers, site links and open pre-qualifications follow, and door access with Access Control.
Key features & benefits
One Approved List
Keep one approved list of subcontractor companies, so there's a single, reliable answer to who's actually allowed to work, rather than several different lists floating around.
Stop Unapproved Companies Automatically
Stop unapproved or lapsed companies from working, so a company that hasn't been approved, or whose approval has lapsed, is blocked automatically rather than relying on someone remembering to check.
Deactivation That Cascades
Cascade deactivation to a company's workers automatically, so removing a subcontractor doesn't leave its individual workers still showing as active elsewhere in the system.
See Subcontractor Manager in action.
Bring a real case to the demo. We will build it live.
From Questionnaire to Audit Trail
From procurement to the site gate, everyone works from the same company record and the same status.
Procurement Manager
Keeps one register of every company with its status and history, imports existing lists and merges duplicates.
HSEQ Manager
With control details, expired insurance can downgrade a company; with Visitor Management courses set, unapproved crews are inducted as visitors.
Project Manager
Sees which companies are on the site, who approved them and when, and can limit pickers to approved ones.
Operations Director
Ends a contract in one step, on screen or through the API, with workers and site links closed off together.
Onboarding built around your needs. We're ready when you are.
We work to your pace and your team's availability. Your dedicated onboarding specialist takes care of the setup, so getting started stays simple.
Configuration
We configure FlexManager around your procedures.
Training
Short, role-based sessions for admins and field teams. Most users are confident after their first use.
Go Live!
Start with one site or roll out everywhere at once. Your account manager stays with you after launch.
Get started with Subcontractor Manager
Frequently Asked Questions
Does approval in the system mean a subcontractor is fully compliant?
Approval reflects the status your team has recorded, based on the pre-qualification, compliance requirements and any exceptions you’ve reviewed for that subcontractor type. It’s your organisation’s own record of that decision, not an independent guarantee of a subcontractor’s actual compliance.
What happens if a subcontractor company is deactivated?
Deactivating a company cascades automatically to its workers, so removing a subcontractor doesn’t leave individual workers still appearing active elsewhere in the system after the company itself has been stopped.
Can we track every project a subcontractor has worked on?
Yes. A full history of project assignments is kept for every subcontractor, alongside which sites they’re currently assigned to, so you can see exactly where a company has worked, not just where it’s working now.
Why choose FlexManager for subcontractor management?
FlexManager has been building workforce and compliance software since 2011, with hands-on HSEQ experience behind the team, not just software developers. FlexManager is certified to ISO 9001, ISO 14001, ISO 27001 and ISO 45001 certification, and it’s that industry-backed accreditation that means we have the know-how we need.