10 Must-Have Features in Contractor Management Software

contractors working on site

10 Must-Have Features in Contractor Management Software

Contractor management software has become a staple for businesses that deal with multiple contractors. These platforms not only streamline administrative tasks but also ensure a smooth workflow between the organisation and its contractors. When selecting software, it’s vital to focus on specific features to ensure you get the best fit for your needs. Below are the top 10 features to prioritise:

Prebooking Capabilities

The prebooking feature allows businesses to schedule contractors in advance, ensuring that tasks are allocated, and there’s no time wasted. This ensures better planning and efficient use of resources.

Comprehensive Online Training Modules

An integrated online training module is essential for onboarding new contractors quickly. This feature ensures they’re familiar with company policies, safety protocols, and other relevant information before they even set foot on site.

Printed Photo Passes

For security and identification purposes, the software should facilitate the easy generation of printed photo passes. This aids in quick identification and ensures only authorised personnel access restricted areas.

Intuitive Dashboard Oversight

A dashboard provides a bird’s eye view of all contractor activities. From tracking hours worked to monitoring project milestones, an intuitive dashboard oversight ensures managers have real-time data at their fingertips.

Compliance Tracking

Staying compliant with industry standards and regulations is crucial. The software should automatically track and notify you of any compliance requirements or breaches, making it easier to maintain standards.

Digital Document Management

Gone are the days of physical paperwork. An efficient contractor management system should offer digital document management, making it easy to store, retrieve, and share essential documents with just a few clicks.

Digital Permit to Work System

Gone are the days of relying on paper-based PTWs. In a modern digital landscape, having a digitalised Permit to Work (PTW) system integrated into contractor management software is crucial. Here’s why:

A digital PTW system allows for the creation, customisation, and tracking of permits directly on site. This not only minimises the potential for human error often associated with manual systems but also provides a real-time view of high-risk activities.

With an integrated digital PTW, managers can immediately ascertain which contractors have valid permits, what tasks they are authorised to undertake, and where potential hazards may lie. Furthermore, the flexibility of digital customisation means permits can be adapted to fit any specific project needs or changes.

Reporting and Analytics

One of the foremost features to look for in contractor management software is its capability for detailed reporting and analytics. This isn’t just about numbers and productivity metrics; it’s about having real-time oversight of on-site operations. A comprehensive system should provide instant data on who’s currently on site (Who’s in?), who’s expected to arrive, and who has left the premises (Off-site). This ensures managers can efficiently coordinate tasks, manage resources, and maintain a safe and secure working environment.

Signing-In at a Kiosk Feature

The traditional sign-in methods are becoming a thing of the past, particularly for bustling job sites or large projects. One of the pivotal features to seek out is the ability to sign-in directly at a kiosk upon site arrival. This modern approach offers numerous benefits:

  1. Efficiency: Contractors, especially those prebooked, can arrive and get started without unnecessary delays, streamlining the check-in process.
  2. Accuracy: Digital sign-ins reduce the margin for human error. With a kiosk, contractors are logged accurately, ensuring there’s a precise record of site attendance.
  3. Safety Compliance: Knowing who is on site at any given moment aids in maintaining safety standards and protocols. In the event of emergencies, a quick headcount and identification become feasible.
  4. Environmentally Friendly: By eliminating the need for paper-based sign-ins, businesses reduce waste and promote eco-friendly practices.

Signing in at a kiosk not only simplifies the sign-in procedure but also integrates seamlessly with other features of contractor management software, like prebooking, providing a holistic approach to contractor management.


Selecting the right contractor management software is no small feat. By focusing on these top 10 features, businesses can ensure they invest in a tool that offers both functionality and efficiency. As the industry continues to evolve, staying ahead with the right software can make all the difference.

Comments are closed.