Guide · Updated 2026-10-02
What to Do When an Agency Worker Arrives Without a Card
If a required card is missing at the gate, stop mobilisation for that person until you have verified evidence or an agreed alternative under site rules. Do not backfill the matrix with a guess. Fix the booking checklist so the next arrival is checked before travel.
Quick answer
Keep them off productive work that needs the missing card. Contact the agency for a Smart Check / card image / replacement worker. Record the gap honestly on the matrix. Only update dates when real evidence arrives.
On-the-day sequence
- Confirm which requirement is missing against your assigned set and the site induction rules.
- Check whether a digital card or scheme verification is acceptable under your process.
- Escalate to the agency with a deadline for evidence or a named substitute.
- Log the incident so recurring supply failures are visible.
- Update the matrix only after verification — never from a promise.
Prevent the next one
- Require evidence packs 24–48 hours before first shift
- Reject bookings that only list names and trade
- Tag agency rows and audit them weekly during peak labour
- Name who can authorise an exception — and how rare that should be
A phone photo of a card may be a starting point; it is not automatically a completed verification. Follow your written standard.
Honest limits
FieldClear shows missing and expired requirements. It does not decide whether a site may accept a temporary exception or interpret CSCS rules. Gate decisions sit with competent site control. Not legal advice.
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