How to Track Agency and Labour-Only Subcontractors

Name the person who will walk through the gate

The usual failure is accepting a PDF pack labelled with the agency’s logo and a statement that operatives are carded. Gates and client audits ask for the person attending. Create or update a worker row for each named individual, record the supplying employer, and attach evidence that matches photo ID. If the name on the CSCS image does not match the booking, stop and resolve before induction—not after a turnaway.

Fields that make agency rows usable

• Legal or preferred name matching ID and card
• Employing or supplying company (agency or labour-only firm)
• Role on your project and assigned requirements only
• Card and course dates with evidence files
• Missing versus not-required statuses—no silent blanks
• Expected attendance dates or project assignment
• Owner who chases the supplier when evidence is late

Workflow before each mobilisation

Treat substitutions as first-class events. Yesterday’s named list is not today’s gang.

1. Receive a named attendance list from the supplier in writing.
2. Match each person to matrix rows; create rows for new names immediately.
3. Verify assigned requirements and open evidence files.
4. Reject or quarantine people with missing critical evidence under your site rules.
5. Induct only the verified list; log controlled additions separately.
6. After demobilisation, archive or deactivate rows so stale agency names do not clutter live filters.

Commercial and site realities

Agree in the labour-supply terms who obtains certificates, who pays for renewals, and how much notice you need before a substitute arrives. Without that, training administrators become unpaid chasing agents the night before a concrete pour. Keep employee and agency populations distinguishable in exports so client packs do not imply you employ people you do not. Where a labour-only subcontractor brings their own supervisor, still record that supervisor as a named person with their own SSSTS or SMSTS line if assigned.

Do not lower evidence standards because rates are tight. A cheaper operative with unverifiable cards is a mobilisation risk. Sample-check supplier packs: open files, confirm dates, confirm card types. When a principal contractor’s gate system differs from yours, decide whose list is authoritative for access and keep your internal matrix complete regardless—external acceptance does not rewrite your employer or principal-contractor duties of control.

What the tracker cannot absorb

FieldClear tracks assigned requirements for the people you enter, including agency and labour-only workers. It does not vet agencies, grant site access or guarantee that supplier evidence is genuine. This guide is not legal advice.