Guide · Updated 2026-10-02
Who Owns Subcontractor Training Evidence?
Original certificates usually sit with the subcontract employer or the worker. Your organisation owns the decision about which copies you must see, verify and store before you put that person on your matrix or through the gate. Put that split in writing — “they train, we check” fails when nobody owns the check.
Quick answer
Expect the subcontractor to supply readable evidence for the requirements you assign. You own verification, matrix entry and whether the person is cleared for your site. Do not assume a supplier matrix emailed at tender still matches Monday’s gang.
Ownership in practice
| Party | Typical responsibility |
|---|---|
| Subcontract employer | Train, renew and supply current evidence |
| Worker | Carry card / app proof on the day |
| Your contracts / H&S owner | Define the required set and verification standard |
| Matrix owner | Enter dates, file evidence, flag gaps before mobilisation |
Write it into onboarding
- State which requirements must be on your matrix before arrival
- Agree file formats and naming (PDF of both card sides, not a WhatsApp crop)
- Name the person who rejects illegible scans
- Require notice of substitutions before the shift, not after induction
- List package requirements in the subcontract or onboarding pack.
- Collect named evidence for the proposed gang.
- Verify and load the matrix before mobilisation.
- Re-check when names change.
Honest limits
FieldClear stores the evidence and dates you record. It does not transfer legal duties between employers, decide competence, or replace scheme Smart Checks where your process requires them. Not legal advice.
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