ProMOS™ · Contractor Management
Contractor Management Software — documents, validation and online induction
The ProMOS™ Contractor Management module centralizes the documentation of contractor companies and their workers: a contractor portal, requirements by service type, AI-assisted document validation and online safety induction before anyone arrives at the plant.
Documents by status
Expirations by month
Inside the module
See the module from the inside
From setting up requirements to clearing the contractor — follow the complete flow, step by step.
Service type
Company requirements
Worker requirements
Acceptance criteria · Medical fitness certificate
Signed by the responsible physician, showing the worker’s name, ID number, job role and expiry date.
The service type’s requirements are applied automatically to the company and its workers — and the catalog is configurable to each country’s rules.
Hello! Your company has been invited to submit the documentation required by the hiring company. Access the portal using the link and details below.
Open the portalMessages that fail are resent automatically, with retry control.
Contractor home page
Submission can only be notified after all mandatory documents have been attached.
Requirement: Life insurance
Each document is linked to its requirement, with the validation history kept.
"Document identified as a medical fitness certificate, signed, with name, ID number and job role matching the record. Expiry date found in the document."
The AI suggestion is recorded and can always be reviewed by your team.
Online test
Unlocked after the videos · time limit, number of questions and pass mark configurable
When the test is completed, the hiring company receives the result and score by e-mail.
Documentation status
OK only when every requirement is approved — the status shows on the dashboard and in the reports.
Results
What changes in your contractor management routine
Organized documentation and prepared contractors — what your team feels from the start:
Integrations
Connected to what your plant already uses
The Contractor Management module works with your e-mail communication and can be connected to other plant systems — always following your company’s rules.
Invitations, induction links, documentation feedback and test-completion notices, with automatic resend.
Contractor companies and their workers submit data and documents directly in ProMOS™.
Data can arrive in many different ways — ProMOS™ adapts to your software’s interface and your company’s rules.
Requirements by service, AI-assisted validation, online induction and OK/NOK status.
Dashboard, reports by company and worker, and export to Excel.
Possible integration: OK/NOK status and induction records can be made available to the gatehouse, access control or the LMS, depending on the project.
The golden rule: wherever ProMOS™ receives or sends data, your company’s rules are enforced — information is validated in real time and only the data that truly matters to the business is used.
Integrated platform
Contractor Management doesn’t work alone
Each module works on its own and is optional — but on the same platform, managing everyone who works at your plant becomes complete: employees and contractors, training, maintenance and actions. Watch the connections light up on the map.
CONTRACTORS
Why ProMOS™ is different
A platform that evolves with your operation
ProMOS™ adapts to the way your plant works, keeps pace with changes in the operation and connects different processes to turn information into continuous improvement.
Flexibility
Systems follow the H2W standard, but can be fully customized for your operation. ProMOS™ is not a platform of closed, off-the-shelf products.
Continuous Evolution
ProMOS™ keeps pace with the changes that arise in the operation, business rules, legislation, management and audits — and evolves with them.
Interconnected Processes
ProMOS™ links the operation's processes together, making data entry easier and generating complete information.
Continuous Improvement
The indicator is just the start of the analysis. ProMOS™ connects the information to understand what influences the result:
From operation to results.
Features
What the module delivers
The main features, for those who want to check item by item — and there's always more than fits here:
Main module features
Setup and document requirements
The module centralizes the documentation rules required from contractor companies and their workers, managed by the plant’s own team without depending on H2W.
- Catalog of document requirements, split into company requirements (e.g., company tax ID, articles of incorporation, occupational health and risk management programs, life insurance policy) and worker requirements (e.g., medical fitness certificate, PPE issue record, employment record, safety work instructions and safety training certificates such as electrical work, working at height or confined spaces).
- The catalog is fully configurable, so it can follow each country’s regulations and each plant’s rules.
- Acceptance criteria for each requirement, guiding the contractor when submitting and the reviewer when validating, plus whether it is mandatory.
- Contracted service types and the requirements for each service, applied automatically to the company according to the service.
- Job roles of contractor workers.
- Per-plant recipients at the hiring company who receive the module’s notices.
Contractor companies and contractor portal
Each contractor company gets its own access to ProMOS™, where it completes its profile, submits the required documentation and tracks the status of its documents and workers.
- Company registered by the plant with name, manager’s e-mail and service type, automatically creating the company’s access and the applicable document requirements.
- E-mail invitation with the portal link and login details, with the option to resend.
- Company data completed by the contractor itself, including tax ID, address, contact and contract validity.
- Company-specific requirements added or removed by an authorized user.
- Notice of documentation submitted to the hiring company, enabled only after all mandatory documents are attached.
- Contractor home page with its documents, its workers’ status, documents awaiting validation, expiring, expired and rejected, pending inductions and the compliance percentage.
Contractor workers
Contractor workers are registered in ProMOS™, each with their own document requirements and a record of the induction completed.
- Workers registered by the contractor or by the plant, with name, job role, personal ID number and contact.
- Mandatory worker requirements applied automatically.
- Worker record showing the status of each document and the result of the latest induction.
- Contractor access restricted to its own workers.
Document upload and validation
Documents are attached directly in ProMOS™ and validated by the hiring company’s team, keeping the validation history and tracking expirations automatically.
- PDF upload per requirement, with multiple files, drag and drop and upload progress.
- Validation of each requirement as Approved or Rejected, with expiry date and comment, recording who validated and when.
- Requirements not yet validated are automatically flagged Pending, and documents past their expiry date are flagged Expired.
- Validation directly from the requirement reports, speeding up the review of many documents.
- Documentation status of each company and worker (OK or NOK), based on approval of all requirements.
AI-powered document validation NEW
AI-assisted validation of the documents submitted by contractors, cutting your team’s review time. The AI analyzes each document against the acceptance criteria set for the requirement and the registration data.
- Checks that the document submitted matches the type required.
- Cross-checks document data against the company record (legal name and tax ID) or the worker record (name, ID number and job role).
- Checks that each point of the requirement’s acceptance criteria is met.
- Automatic extraction of the document’s expiry date.
- Suggested result (approved or rejected) with a confidence level and written justification, recorded as "Validated by AI" and always open to review by your team.
- Batch validation of pending requirements from the requirement report.
Online induction
Contractor workers can complete their safety induction online, before plant access, through an individual link sent by ProMOS™.
- Individual induction link sent to each worker by e-mail.
- Mandatory induction videos that cannot be fast-forwarded, with progress saved.
- Online test unlocked after the videos, with configurable time limit, number of questions and pass mark, and multiple-choice questions set up by the plant.
- Versioned question bank that preserves tests already taken.
- E-mail notice to the hiring company when the test is completed, with the result and score.
E-mail notifications
Communication between the hiring company and contractors is sent automatically by ProMOS™, with delivery control.
- E-mails for company invitation, documentation feedback, induction link and test completion.
- Automatic resend of failed messages, with retry control.
- Delivery status of each e-mail: recipient, subject, plant, attempts, last sent and next retry.
Contractor management dashboard
The dashboard shows the documentation status of contractor companies and workers, so pending items, expirations and rejections are spotted quickly.
- Indicators of approved, pending, expired and rejected documents and compliance percentage.
- Charts of documents by status, by company and by requirement, and expirations by month.
- Filters by plant, company or worker, requirement and status, with direct access to the reports.
Contractor management reports
Reports to track documentation and the status of contractor companies and workers, filtered by plant, company, worker, status and period.
- Status report (OK or NOK) by company and by worker.
- Company and worker requirement reports, with the status, validity and validation of each document.
- E-mail delivery status report.
- Export to Excel.
Access profiles
Individual access per user, with different profiles.
- Administrator: full module administration, including setup, company invitations, document validation and e-mail monitoring.
- Validator / HR: view companies and workers, validate documents from the reports and follow the dashboard.
- Contractor company: register the company and its workers, upload documents and track documentation status.
- Contractor worker: complete the online induction through an individual link.
Ready to deploy. Built to adapt to your operation.
Proven industrial software, used in large-scale operations — that doesn’t force your plant to adapt to the system’s limits.
Ready and proven
ProMOS™ already runs in plants of global manufacturers. You start with a complete system, proven in day-to-day industrial operations.
Built around your operation
Rules, fields, calculations, reports and screens are adjusted to your process — you don’t change how you work to fit the system.
Not a closed product
If a detail didn’t come up in the initial analysis, it can be added later, without switching systems. Each customer has its own environment and database, which allows tailored adjustments.
Connected processes
Modules share information: a stop becomes a work order, a NOK becomes an action plan, an expired training shows up in production.
| Off-the-shelf software | Custom development | ProMOS™ | |
|---|---|---|---|
| Starting point | Ready-made product | A project to build | Ready-made product |
| Fit to your operation | Limited — the process follows the system | Full, with heavy specification effort | Configured to your operation |
| Evolution | Depends on the vendor’s roadmap | Depends on a new project | Continuous, as your needs change |
| Proven base | Yes | Built from scratch | Yes, in large manufacturers |
Testimonials
What our clients say
"H2W's™ custom-built systems have been driving unprecedented productivity growth across the departments in my company, and the cost-benefit is spectacular.
In fact, it is possible to use 100% of what is contracted, versus the closed systems sold in the market where only a small part is ever used."
"A responsible, young, dynamic international company with deep knowledge of its clients and, above all, with cutting-edge technologies and tailor-made developments that meet the required needs."
★★★★★
"A tool that handles complex operations in a practical, easy-to-understand way. Extremely functional — it has direct integration with applications like SAP."
★★★★
"I use this tool every day. Factory efficiency, number of tags opened and resolved — factors that contribute to our commitment to excellence in the market."
★★★★
"I use the software for training management — it helps me a lot in my daily work. It's practical, intuitive, and has excellent technical support."
★★★★
"A very reliable platform. Data is stored safely and nothing gets lost in the system. Easy to use, with comprehensive and simple reporting visibility."
★★★★★
"Practical to verify the required trainings for each employee and their status. I don't miss any feature in the software."
★★★★★
"Every time I needed help — regardless of the hour — they were ready to provide user support. The weighing label system is simple and fast."
Specialized Consulting
Beyond the software: consulting on production indicators
We help structure OEE, PR, reliability or any indicator your operation requires — with a methodology born from 20 years of practice in the world's best factories.
- Diagnosis of your current indicators and the data sources behind them
- Standardized calculation: OEE, PR, MTBF/MTTR and indicators specific to your process
- Team training and a management routine to sustain the gains over time
Frequently asked questions about contractor management
What is contractor management software?
It is a system that centralizes the documentation of contracted companies and their workers: which documents each one must provide, who has sent them, what was approved, what is about to expire and who is cleared to enter the plant. In ProMOS®, the contractor sends documents through its own portal, and your team validates and tracks everything on a dashboard.
Which contractor documents does a plant need to control?
It depends on the service and on your plant's rules, and in ProMOS® you build the catalog yourself. Typical company documents include registration, articles of incorporation, occupational health and risk programs and life insurance; typical worker documents include medical fitness certificates, PPE records, employment records, work orders and safety training certificates (such as electrical work, confined spaces and work at height). Requirements are applied automatically according to the type of service contracted.
How does AI document validation work?
The AI analyzes each uploaded document against the acceptance criterion you defined for that requirement. It checks whether the document is the required type, matches the data against the registration (company name and tax ID; worker name, ID and role), checks the points of the criterion and extracts the expiry date. The result is a suggested approval or rejection with a confidence level and a written justification, and it can run in batch for all pending items.
Does the AI replace the safety or HR team?
No. The AI does the first review and cuts checking time, but the decision stays with your team: each result is recorded as "Validated by AI" and can be reviewed. Manual validations also record who validated, when, and the comment.
How does online safety induction work?
Each worker receives an individual link by e-mail. They watch the induction videos, without being able to skip ahead, and then take an online test with the time limit, number of questions and passing score set by the plant. Your team receives the result by e-mail. The question bank is versioned, so completed tests are preserved.
Does contractor management help with occupational safety compliance?
It helps organize and prove the documentation side. The hiring company shares responsibility for the contractor's safety obligations, and the system keeps required documents, validation history, expiry dates and completed inductions in one place, ready for audits.
Does the contractor need to install anything?
No. The contractor receives an e-mail invitation with its own portal access, in the browser. There it completes its registration, adds its workers, uploads documents and tracks what is approved, pending, expired or rejected. It only sees its own workers.
Does it work for companies with several plants?
Yes. Each plant has its own notification recipients, and the dashboard and reports filter by plant, company, worker, requirement and status, with Excel export.
Is the module integrated with the rest of ProMOS®?
Yes. Contractor Management runs on the same ProMOS® platform as the production (MES), maintenance (CMMS), quality and warehouse modules, with the same login and the same support.
How do I get started?
Request a demo: we show the module working with examples from your type of operation and set up the requirement catalog according to your plant's rules.
Ready to organize contractor management?
Talk to our team and see how ProMOS™ organizes the documentation, validation and induction of contractor companies and their workers.
