TheContractorsToolbox
TheContractors
Toolbox
LoginStart Free Trial
All documentation

Welcome to TheContractorsToolbox

Get your company live quickly with a practical onboarding path for office and field teams.

Overview

TheContractorsToolbox helps construction companies manage compliance, operational safety, and field workflows in one place. You can create and approve RAMS, complete COSHH assessments, and run vehicle, plant, and equipment inspections from desktop or mobile.

[SCREENSHOT: Documentation Landing Page]

Why It Matters

  • Faster onboarding for new teams and subcontractors.
  • Better visibility of live compliance status across projects.
  • Clear proof of due diligence for audits, client reviews, and internal checks.
  • Reduced admin overhead by standardising approvals, acknowledgements, and reporting.

Step-by-Step Instructions

1) Creating your company account

  1. Sign in and follow the new company setup wizard.
  2. Enter your legal company name, trading name, and contact details.
  3. Add primary compliance contacts (for example Safety Manager and Operations Lead).
  4. Confirm your default company workspace.

[SCREENSHOT: Create Company Account Wizard]

2) Inviting employees

  1. Open Employees then Employee Invites.
  2. Add individual emails or paste a list for bulk invites.
  3. Assign a starter role before sending invites.
  4. Track invite status (Pending, Accepted, Expired).

[SCREENSHOT: Employee Invitation Table]

3) Understanding workspaces

Use workspaces to separate operations by company structure, such as:

  • region (North, Midlands, South),
  • business unit (Groundworks, Fit-out, M&E),
  • or client framework.

Each workspace keeps records organised while maintaining central governance.

[WORKFLOW DIAGRAM: Workspace Structure Example]

4) Navigating the dashboard

The dashboard is your daily command centre:

  • Widgets show compliance health and action queues.
  • Activity feed shows recent approvals, defects, and acknowledgements.
  • Quick actions start RAMS, COSHH, or inspections immediately.
  • Filters narrow views by project, workspace, date, or status.

[SCREENSHOT: Dashboard Overview]

5) Using the mobile app

Field teams can:

  • complete inspections with photos and signatures,
  • acknowledge RAMS and COSHH on site,
  • and submit defects with corrective actions.

Before shifts, ask users to sign in and sync while online.

[SCREENSHOT: Mobile Home Screen]

6) Managing notifications

Set alerts by role and urgency:

  • approval required,
  • overdue inspections,
  • high-severity defects,
  • and expiring assessments.

Use notifications to drive action, not noise. Keep critical alerts enabled.

[SCREENSHOT: Notification Preferences]

7) Uploading files

Attach files where teams need them:

  • SDS sheets in COSHH,
  • evidence photos in inspections,
  • and supporting files in RAMS.

Use clear names, version dates, and project references.

[SCREENSHOT: File Upload Dialog]

8) Managing company settings

Company settings control:

  • branding details,
  • default risk scoring preferences,
  • notification defaults,
  • and organisation-level compliance options.

Set these early so every module behaves consistently.

[SCREENSHOT: Company Settings Page]

9) Understanding permissions and roles

Roles should match real responsibilities on site and in office:

  • Owner/Admin for governance and billing,
  • Safety Officer for compliance authoring and approvals,
  • Supervisor/Manager for review and team oversight,
  • Field Worker/Inspector for acknowledgements and inspections.

[SCREENSHOT: Roles and Permissions Matrix]

Day 1-2:

  • set company profile and workspaces,
  • invite key users,
  • create baseline roles.

Day 3-4:

  • publish first RAMS and COSHH records,
  • run first inspection cycle.

Day 5:

  • review open actions,
  • confirm acknowledgements,
  • refine templates.

[GIF: First Week Setup Walkthrough]

Tips & Best Practices

  • Start with one active project and one supervisor team before expanding.
  • Use templates early to keep document quality consistent.
  • Train supervisors first, then cascade to field workers.
  • Build a routine: daily dashboard review, weekly compliance review.

Warnings / Important Notes

  • Do not share accounts between users. Every action should be traceable.
  • Do not skip approval workflows for high-risk RAMS or COSHH items.
  • If a worker has not acknowledged mandatory content, do not treat them as compliant.

FAQ

How long does onboarding usually take?

Most companies complete core setup in 1-3 days and move to stable routine usage within 1-2 weeks.

Can we onboard office and field teams at different times?

Yes. Start with admins and supervisors first, then onboard field workers once templates and workflows are ready.

Do we need separate workspaces for every project?

Not always. Create workspaces only when you need meaningful operational separation, reporting boundaries, or permission differences.