Construction recruitment compliance software that has every card in before induction
GettingDocs is construction recruitment compliance software for agencies supplying labour to UK sites. Amy messages each operative on WhatsApp or email with the cards and paperwork they still owe, from a CSCS card to a CPCS ticket or an SSSTS certificate, checks every photo that comes back and files it on their record in your ATS. The gang you promised the principal contractor for Monday walks into the induction cabin with a complete file, not a camera roll and a promise.
Thanks, Amy · Flintgate Site Recruitment
Ten operatives arrive for a 7:30 induction. The site manager turns three away at the cabin door.
A principal contractor on a Manchester residential scheme orders ten operatives for a Monday start: six labourers, two joiners, a telehandler driver and a supervisor. Every one needs a valid CSCS card or partner scheme card to get through induction. The telehandler driver needs his CPCS or NPORS card for the right category, two of the labourers will be working from scissor lifts, and the supervisor must hold a current SSSTS. Here is the same week, twice.
- Wednesday
The order comes in. A consultant rings round ten operatives and asks them to send photos of their cards to his work mobile.
- Thursday
Photos trickle in over WhatsApp between jobs. Some are blurry, some are the back of the card, and nobody is logging what is still missing.
- Friday
One labourer’s “CSCS card” turns out to be his CITB test pass letter. Another card in the pile expired in the summer.
- Friday evening
The telehandler driver says his CPCS card is in the van. The file goes to the contractor with gaps.
- Monday, 7:30
The site manager checks cards at induction and sends three operatives home before they have a hard hat on.
Three operatives lose a day’s pay, the gang starts short and the contractor rings another agency for the next phase.
- Wednesday
The placements are in your ATS. Amy messages all ten operatives on WhatsApp with exactly what each one still owes.
- Wednesday evening
Cards start arriving after work. Each one is filed on the operative’s record as it lands.
- Thursday
A CITB test pass letter comes in instead of a CSCS card. Amy explains it is not the card and asks again.
- Friday morning
Amy reminds the last two. The telehandler driver photographs his CPCS card in the cab before his shift.
- Friday afternoon
All ten files are complete in the ATS and go to the contractor before the weekend.
Ten operatives through induction on Monday morning. Nobody in your office chased a single card.
Three steps, and nobody chases anybody
When an operative is booked on a job, Amy messages them on WhatsApp or by email from your own domain, listing only what their file is missing. No portal, no login and no app to download. They reply with a photo of the card, taken wherever they are.
Every file is filed the moment it arrives, then Amy looks at it. A test pass letter sent as a CSCS card, or a photo too blurred to read, goes straight back with the reason, and she keeps reminding at the time you choose until the file is complete. Anything she is unsure of lands in a one-click review queue.
Cards, certificates and forms attach to the operative’s record in Zoho Recruit, Recruit CRM or Crelate, with an optional copy in Google Drive. Your team can see who is ready for induction and who is not, job by job.
- CSCS card
- CPCS card
- IPAF PAL card
- SSSTS certificate
- CIS registration and UTR number
No portal, no login. Only what is still missing is ever asked for.
CSCS card checks to CIS details: the construction compliance file
Each principal contractor sets its own site rules, but most construction agency files come down to the same four groups. Choose a placement type to see a typical file, and Amy asks each operative for exactly those documents.
CSCS cards and site safety training8 of 8 documents
- CSCS card (green Labourer, blue Skilled Worker, gold or black, matching the role)
- CITB Health, Safety and Environment test pass (needed within two years of applying for a CSCS card)
- SSSTS certificate (CITB Site Safety Plus, Site Supervisor Safety Training Scheme)
- SMSTS certificate (CITB Site Safety Plus, Site Management Safety Training Scheme)
- Asbestos awareness certificate (where the work could disturb asbestos, such as refurbishment)
- First aid at work certificate (for the gang’s appointed first aider)
- Drug and alcohol test result (where the principal contractor runs a testing policy)
- Health declaration (fit for site work, and anything the site should know)
Plant, access and scaffolding cards5 of 5 documents
- CPCS card (red Trained Operator or blue Competent Operator, for each plant category)
- NPORS card (operator card listing the plant categories held)
- IPAF PAL card (MEWP categories such as 3a scissor lifts and 3b booms)
- PASMA card (mobile access towers)
- CISRS scaffolding card (labourer, trainee, scaffolder or advanced scaffolder)
Trade cards for electricians, gas engineers and skilled trades4 of 4 documents
- ECS card (JIB Electrotechnical Certification Scheme, at the electrician’s grade)
- 18th Edition (BS 7671) certificate (IET Wiring Regulations)
- Gas Safe ID card (the current card, with the work categories on the back)
- NVQ or trade qualification certificate (the qualification behind a blue or gold card)
Right to work, CIS and pay paperwork9 of 9 documents
- Right to work documents (share code or passport)
- National Insurance number
- CIS registration and UTR number (genuinely self-employed subcontractors only)
- P45 or HMRC starter checklist (operatives paid through PAYE)
- Bank details form
- Emergency contact details
- Signed terms of engagement
- Key Information Document acknowledgement
- 48-hour week opt-out (for long-hours sites, if the operative chooses)
Tick construction when you sign up, or later in Settings, and every card and form on this list is set up for you. UK accounts also come with Right to Work, DBS Certificate, CV and Driving Licence built in, and agencies on Pro can add their own document types, named the way your contractors name them.
CSCS, CPCS and trade card collection for every kind of booking
What an operative needs depends on the trade, the plant and the site. Chase rules read your ATS to decide who is chased and for what, so each placement type gets its own list.
Labourers and general operatives
Site clearance, loading out, groundworks support and general labouring. High volume, short notice and a green Labourer card as the minimum at most gates.
Skilled trades
Electricians, plumbers, gas engineers, joiners and bricklayers, each with a blue CSCS card, an ECS card or a Gas Safe ID card the contractor will want to see.
Plant operators
Excavator, dumper, telehandler and MEWP operators, whose CPCS or NPORS card has to show the exact category of machine they are booked to drive.
Scaffolders
Scaffolders and scaffold labourers, from trainees to advanced scaffolders, booked by grade and checked against their CISRS card.
Site supervisors and managers
Supervisors, foremen and site managers who run the gang and the paperwork, with a gold or black CSCS card and an in-date SSSTS or SMSTS.
Documents land in the ATS you already use
Construction staffing questions
How do construction agencies get operatives’ cards in before a start?
Ask each operative for everything they owe in one message, on the channel they actually read, and follow up until the file is complete. GettingDocs does this from the moment a placement lands in your ATS, so your consultants spend Friday filling orders instead of chasing photos of cards.
What goes in a construction agency worker’s compliance file?
Usually a CSCS card or a partner scheme card such as CPCS, NPORS or CISRS, plus IPAF or PASMA for work at height, SSSTS or SMSTS for supervisors, and trade cards such as an ECS card, an 18th Edition certificate or a Gas Safe ID card. Then right to work documents, a National Insurance number, CIS or PAYE details, bank details, emergency contacts, signed terms and the Key Information Document.
Does GettingDocs check CSCS cards with CSCS Smart Check?
No. GettingDocs collects the card and checks that it is the right document and readable, for example a CSCS card and not a CITB test pass letter. Checking it on CSCS Smart Check, looking up a Gas Safe licence number or confirming an ECS card stays with your compliance team or the site, who now start from a complete file.
How does it handle CIS, umbrella and PAYE operatives?
Chase rules read your ATS. If a field on the candidate record says how an operative is engaged, a rule asks self-employed subcontractors for their CIS registration and UTR number and PAYE starters for a P45 or HMRC starter checklist. Deciding employment status and how each operative is paid stays with your payroll team.
Can it chase renewals when a card or certificate runs out?
Cards run on different clocks: SSSTS and SMSTS certificates last five years, and a Gas Safe ID card is reissued every year. If a field or status in Zoho Recruit, Recruit CRM or Crelate shows a card is due for renewal, a chase rule asks that operative for the new one and files it on their record when it arrives.
Which applicant tracking systems does it work with?
Zoho Recruit, Recruit CRM and Crelate today, with Greenhouse coming soon. Documents attach to the operative’s record in your ATS, and can be copied to Google Drive if your team prefers.
Send gangs that clear induction first time
See Amy collect a full site file from one of your own operatives on a 15 minute call.
