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Contractor compliance document collection portal

A compliance document collection portal is where contractors upload the insurance, licenses and certificates you ask for, your compliance team verifies each one, and reminders go out before any of them expire.

Pattern: Requests

Describe it to EachEntry

“We hire about 60 contractors. Each one should upload their insurance, licenses and safety paperwork, our compliance officer verifies them, and we want a warning before any document expires.”

Viewing as

Documents

Documents

Workers' comp certificate of insurance 2026–27Declan MurphyWorkers' compensation—Requested
Job hazard analysis, Fulton Market switchboard upgradeDeclan MurphyJob hazard analysis—Requested
Murphy Electrical contractor licenseDeclan MurphyLicenseAug 11, 2027Uploaded
Murphy Electrical general liability, $2 millionDeclan MurphyGeneral liabilityNov 28, 2026Verified
Declan Murphy master electrician licenseDeclan MurphyLicenseJul 28, 2028Verified
Bluestem site orientation, Declan MurphyDeclan MurphySite orientationMar 9, 2027Verified
Spotless Crew site orientations, 6 cleanersHana YoshidaSite orientation—Rejected
Spotless Crew general liability, $1 millionHana YoshidaGeneral liabilityFeb 28, 2027Verified
Greenway Grounds general liability, $1 millionMateus SilvaGeneral liabilityOct 28, 2027Uploaded
Greenway Grounds pesticide applicator permitMateus SilvaPermitDec 18, 2026Verified
Walsh Plumbing general liability, $2 millionNiamh WalshGeneral liabilityNov 6, 2026Verified
Niamh Walsh plumbing licenseNiamh WalshLicenseJun 28, 2027Verified
Southerly Air EPA 608 refrigerant certificationsTom NguyenLicenseMay 28, 2028Uploaded
Southerly Air general liability, $1 millionTom NguyenGeneral liabilityAug 28, 2027Uploaded
Highline Scaffolding scaffold training cards, 4 crewKwabena OwusuLicenseMar 14, 2028Verified
Ironclad Locksmiths background checks, 3 staffSophie GrantBackground checkAug 29, 2027Verified

Showing 1–16 of 16

Powered by EachEntry

In plain English

How EachEntry sets it up

EachEntry gives every compliance officer and contractor a sign-in of their own. Each contractor sees only their own documents. It covers request → upload → verify. Documents, contractors, from Bluestem and team live in EachEntry's own database, so there's no spreadsheet to keep in sync.

What it does

01

Contractors upload insurance and licenses to the row that asks for them

Compliance paperwork came in as email attachments named scan001.pdf, filed by whoever opened them. The compliance officer lists each document a contractor owes, with the date it's needed by; the contractor attaches the file to that row, and the officer marks it Verified or Rejected with a note. Anyone can see what's still Requested before a contractor sets foot on site.

File uploadsDone by: Compliance officer
02

Contractors hear about expiring insurance before the site manager does

Expired certificates were usually discovered when something went wrong on site, the worst possible moment. Each document carries its expiration date, and EachEntry reminds the contractor ahead of that date, in the portal and by email. Your compliance officer stops keeping a paper calendar of expiration dates.

Notifications & remindersDone by: Contractor

Who sees what in a compliance document collection portal

Every person signs in to their own view. This is what each role in the demo gets.

Compliance officer

Sees every document in the portal.

Pages
Home, Documents, Review board, Expiration calendar, Contractors
Can start
Upload document

Contractor

Sees only their own documents.

Pages
Home, My documents, Expiration dates, From Bluestem, What we need
Can start
Upload a document

What’s in the compliance document collection portal template

The tables and fields EachEntry sets up for this portal. Describe your own version and change any of them in the editor.

Documents

  • Document (text)
  • Contractor (link)
  • Type (choice: General liability, Workers' compensation, License, Site orientation, Job hazard analysis, Background check, Permit)
  • Expiration date (date)
  • Status (choice: Requested, Uploaded, Verified, Rejected)
  • Needed by (date)
  • File (file)
  • Officer note (long text)

Contractors

  • Company (text)
  • Contact (link)
  • Trade (choice: Electrical, Cleaning, Grounds, Plumbing, Air conditioning, Scaffolding, Locks & security)
  • Clearance (choice: Documents requested, Under review, Cleared to work, Clearance expired)
  • Next on site (date)
  • Site (text)

From Bluestem

  • Document (text)
  • Contractor (link)
  • Shared (date)
  • Type (choice: Job scope, Site rules, Orientation, Handbook)
  • File (file)

Team

  • Name (text)
  • Role (text)
  • Phone (text)

The parts behind this portal

Each one reads and writes the same records, so a form, its approval and the status page someone checks are one system. How EachEntry builds a portal

Collect

1 part

  • File attachments

    Upload and view files on the record they belong to, not in a folder named FINAL v2.

Decide

1 part

  • Reminders by date

    Renewals, expiries and overdue work, in an in-app inbox and by email.

Control

3 parts

  • Who sees which records

    Each person sees their own records, the ones assigned to them, or the ones they manage. Fields can be hidden per role. EachEntry sets this up from your description, and you can adjust it in the editor.

  • Passwordless sign-in

    A sign-in link by email, by default. Password sign-in if you'd rather.

  • Your brand

    Your domain, your colors, your logo. Members see you.

Frequently asked questions

A contractor signs in with a link sent to their email and lands on Home. They see Home, My documents, Expiration dates, From Bluestem and What we need, and only the documents that are theirs. From there they can use “Upload a document”.

You invite them. Each person gets a sign-in link by email, with no password to set, and lands in the role you chose for them.

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Related portals

CommercialSupplier onboarding portalDocs, compliance, approvalWorkplacePolicy acknowledgment portalPublish policies & see who hasn't read themWorkplaceEmployee onboarding portalTasks, documents, equipment

Build your compliance document collection portal with EachEntry

Describe who signs in and what each person needs, and EachEntry builds it. Join the waitlist while signups open; paid plans are a flat price with unlimited contractors.

See pricing · How EachEntry builds a portal