Contractor vetting held to the same standard as hiring
An organisation engaging external contractors through agencies, where vetting evidence was inconsistent and rarely re-checked.
Who they are.
An organisation that engages external contractors through agencies. The agency supplies the worker and the paperwork, which meant vetting quality varied by whichever agency was involved.
Anonymised at the client’s request. Client names are never disclosed without written permission.
What had to be solved.
Insurance and certification validity was assumed rather than verified, and nobody could produce vetting evidence for a contractor already working on site. Standards differed between agencies with no way to see the difference.
What success looked like.
- Run identical document checks whatever the agency
- Verify insurance and certification validity against the engagement date
- Be able to produce vetting evidence per contractor on request
What Ceertia does here.
Six use cases covering the engagement types. Each declares the documents an agency must supply and checks that the insurance certificate covers the whole engagement period — not just the day it was issued.
The contractor’s insurance certificate must be valid for the whole engagement period.
How it runs, step by step.
The file arrives with its documents, in any format, from whoever sends it.
Every page is identified and mapped against the expected document list. Missing documents, duplicates and out-of-scope pages are flagged on receipt.
Each rule asks the file a question and answers it directly on the documents, with page, zone and source text attached to the verdict.
The team approves, requests a fix, or rejects. No file is approved or rejected automatically.
What changed.
Vetting became uniform across agencies, and gaps in insurance cover surfaced before the contractor started rather than after an incident. Evidence per contractor is now retrievable.
- Vetting depended on whichever agency supplied the contractor.
- Insurance and certification validity was assumed, not verified.
- Nobody could produce vetting evidence for a contractor already on site.
- Every engagement runs the same document checks, whatever the agency.
- Insurance and certification validity is verified against the engagement date.
- Vetting evidence is stored per contractor, retrievable on request.
Anonymised case. Client names are never disclosed without written permission. Figures describe the file volumes and checks in this scenario.
Other files, same engine.
A people operations team onboarding across several countries, where each hire required a different set of documents and none arrived together.
Read the case → HRWork permits that never lapse unnoticedAn employer with a large international workforce, whose right-to-work evidence expired on hundreds of different dates.
Read the case →See it run on your own files.
Bring one real file to a 30-minute demo. Watch the verification run, evidence on screen.