Contractors
Keep contractor companies, workers and their documents in one place, run inductions before they arrive, issue multi-day passes and track hours on site.
Agoo is in early access. This page describes the feature as it ships to early-access organisations; screens are illustrative.
Contractors are visitors with extra rules: they need valid insurance and certificates, a safety induction, often access for days or weeks, and sometimes a permit before risky work starts. Agoo keeps all of that with the person, so the gate can check it in seconds.
Contractor management arrives in stages from P8, with the last pieces by P10:
| Feature | Delivered |
|---|---|
| Multi-day and date-range passes, gate restrictions | P4 |
| Contractor companies and workers | P8 |
| Document vault with expiry alerts | P8 |
| Health, safety and induction questionnaires | P8 |
| Induction video and quiz before arrival | P8 to P10 |
| Hours on site per worker and company | P8 to P10 |
| Permit-to-work approvals | By P10 |
Set up a contractor company
Add the company
Go to Console → Visitors → Contractors and select Add company. Enter the company name, a contact person with their phone and email, what they do for you ("Electrical maintenance"), and the sites they work at.
Add their workers
Add each worker's name, phone number and photo, or send the contact person a link to add their own team. Workers are recognised by phone number at the kiosk and gate, like any returning visitor.
Choose the required documents
List the documents this company must keep valid, for example:
- certificate of insurance (company),
- trade or electrical certificate (worker),
- medical fitness certificate (worker).
For each one, upload the file and its expiry date, or let the contact person upload them through their link.
Expiry alerts
Agoo reminds the contractor's contact person, and your facilities or security lead, before a document expires. If a required document has expired, the worker's next check-in is held for approval and the guard sees why. Nobody has to remember to check paper files.
Inductions and safety questions
Before a contractor's first visit, Agoo can send them a link to your induction: a short video or set of slides, followed by a quiz. They need to pass the quiz before their pass works. You choose how long an induction stays valid, for example a year, after which they redo it.
At check-in, contractors can answer short safety questions for the day ("Have you received your PPE?"). You set what happens with each answer: carry on, notify the site supervisor, or hold the check-in. Keep the list short; long questionnaires get rushed.
Build inductions and questions in Console → Settings → Forms, on the Contractor visitor type. See Forms and fields.
Multi-day passes
Most contract work spans several days. Invite the worker with a multi-day pass:
- In Console → Visitors → Invite visitor, choose the Contractor visitor type and the worker.
- Set the date range, for example Monday 5 to Friday 16 October, and the daily hours.
- Limit the pass to the right gates (for example the Loading bay) and zones (for example the Plant room).
- Send it. The worker checks in each morning with the same pass, and is checked out each evening.
See Invitations and passes for pass rules.
Permits to work
For hazardous work such as hot work, working at height or electrical isolation, a permit-to-work makes sure the right people approve before work starts. In Agoo, the permit is attached to the visit, approved by the people you name, and limited to a zone and time. Permits to work arrive by P10.
Hours on site
Every contractor check-in and check-out is timed, so you can see hours on site per worker and per company for any period. Use it to reconcile contractors' invoices. Find it in Console → Visitors → Contractors → (company) → Hours, or export it from Console → Reports.