Managing Subcontractor Compliance Across Multiple Sites (UK)

Quick Answer

The hard part of multi-site compliance isn't any single site — it's seeing all of them at once. DocCompliance gives UK main contractors one dashboard across every live site: a single clearance verdict per subcontractor and per worker, automated document chasing, and a per-subcontractor audit pack for HMRC and the HSE — so a worker cleared on one site isn't a mystery on the next.

Why multiple sites break the spreadsheet

A spreadsheet works for one site and one person. Across five live sites it falls apart:

  • the same subcontractor works on three of them, with documents tracked three times over
  • a CSCS card that lapsed last week is still "green" on a sheet a site manager hasn't opened
  • no one can answer "who is cleared to work, on every site, today" without a morning of cross-referencing

The problem compounds with each site, because compliance is per worker and per document — not per project.

What good multi-site compliance looks like

  • One source of truth per subcontractor. A sub's documents live in one place and apply wherever they work, rather than being re-collected per site.
  • A verdict that travels. Each worker and sub-company carries a live clearance verdict — Approved, Conditional, Pending or Rejected — visible across every site, not re-decided at each gate.
  • Chasing that runs itself. Reminders at 60, 30 and 15 days before expiry, sent to the subcontractor, keep documents current without per-site admin.
  • Gate-level certainty. Workers scan a QR code at the site they're on; green means walk on, red comes with a reason — and the contractor sees a live on-site list per site.

How DocCompliance handles scale

DocCompliance is built around the sub, not the site, so adding sites doesn't multiply the admin:

  • a compliance matrix showing every subcontractor × every site × every document on one screen
  • AI extraction that reads CSCS, insurance and RAMS and pulls expiry dates automatically
  • QR site check-in with a live on-site list per site and a full attendance log
  • one-click CIS Pack (HMRC) and H&S Pack (HSE) per subcontractor, covering work across all sites

The H&S manager stops being the human switchboard between sites.

Key facts

  • Compliance is tracked per worker and per document, so it compounds with every additional site.
  • DocCompliance holds each subcontractor once and applies their clearance across all sites.
  • A live clearance verdict per worker is visible across every site in real time.
  • Audit packs are produced per subcontractor for HMRC and the HSE, covering work across all sites.

Frequently asked questions

How do I track the same subcontractor across multiple sites? Hold the subcontractor once. DocCompliance applies their documents and clearance verdict to every site they work on, so you track them in one place, not per project.

Can each site have different document requirements? Yes — each site can carry its own subcontractor document requirements, while the underlying sub records stay shared.

How do I know who's on each site right now? Workers scan a QR code at the gate; DocCompliance keeps a live on-site list and attendance log per site.

Does this work for a contractor running ten sites at once? Yes. Because the data is organised by subcontractor rather than by site, the dashboard and audit packs scale without multiplying admin as you add sites.