Contractors

The Contractors register tracks every contractor company working on site under a Section 37(2) mandatary agreement, and shows, for each one, whether it currently meets the requirements to be on site at all.

Section 37(2) of the Occupational Health and Safety Act makes the client responsible for confirming a contractor's compliance before letting them work — a responsibility that's easy to lose track of when it depends on several separate things staying valid at once (a signed agreement, an appointed responsible person, current COID cover, current medicals). Deriving one compliance status from all four means there's a single answer to "can this contractor be on site right now," rather than four separate fields someone has to cross-check by hand.

Compliance status is not a field anyone sets — it's computed every time the record is viewed, from four inputs: whether the mandatary agreement is signed, whether a Section 16(2) appointee is in place, and the COID and medical expiry dates. If either of the two structural checks (agreement signed, Sec 16(2) appointee) is missing, the contractor is missing compliance, regardless of the dates. Otherwise, the status is driven by whichever of the two expiry dates is soonest: expired if that date has already passed, expiring if it falls within the next 30 days, and compliant otherwise.

The list page shows every contractor with its computed compliance status, and can be filtered and sorted by company name or either expiry date. The detail page shows the full record including both structural checks and both expiry dates; create and edit forms share the same fields.

• Company — required. The contractor company's name.
• Contact — required. The contractor's contact person.
• Mandatary agreement signed — a checkbox. One of the two structural gates for compliance.
• Sec 16(2) appointed — a checkbox. Whether a Section 16(2) appointee is in place for this contractor. The other structural gate.
• COID expiry — required date. Compensation for Occupational Injuries and Diseases cover expiry.
• Medical expiry — required date. Expiry of the contractor's medical clearance.

Creating or editing a contractor validates the required fields (company, contact, both expiry dates) before saving; the two structural checks are plain checkboxes with no validation beyond being present. There is no separate "approve for site access" action — compliance status is always the derived read of the four fields above, never a status a user sets directly.

A contractor's compliance status has no automated downstream effect elsewhere in the product in the current version — it is not, for example, checked when a Permit to Work is issued. It is a read-only signal for whoever is managing site access to check before letting a contractor's people on site.

Why is a contractor showing "missing" even though both expiry dates are in the future? Because "missing" only looks at the two structural checks (agreement signed, Sec 16(2) appointed) — both must be true before the expiry dates are even considered. Fix whichever checkbox is unticked.

What happens exactly 30 days before an expiry date? The contractor's status becomes "expiring" from 30 days out (inclusive) until the date passes, at which point it becomes "expired." This is the same 30-day window used elsewhere in the product wherever an expiry badge is shown.