Creating a seamless experience for contractors is crucial for effective collaboration, maintaining positive relationships and ensuring you get what you need in a timely manner.
At Rapid, we understand the challenges our clients face with getting all the information required when setting up registration forms.
Based on extensive feedback from our in-product surveys, we’ve gathered the following list of quick tips on how to structure your form to make it easier for contractors to complete.
Relevant & Concise
“So many “MANDATORY/REQUIRED” fields that are NOT APPLICABLE in regards to my company and our work.”
“…too many questions for a sole trader.”
Personnel types can be used to segment prequalification questions with great effect using the E-Form Matrix within Rapid Contractor Management. Consider your contractor’s risk profiles and realign your questions to be more relevant.
For example, your prequalification questionnaire could have a specialised section for contractors you determine as “High Risk”. Onboarding a contractor under a risk-based personnel type can help tailor more specific requirements.
Perhaps you want to have a specialised “Chain of Responsibility” section only visible to contractors who operate transport for your organisation. The personnel types you build within your Rapid Contractor Management system are configurable and so too are the prequalification questions you ask.
In summary, review if your ‘gardener’ needs to be answering the exact same question set as your ‘working at heights’ contractor.
Conditions, conditions, conditions
“You ask for ISO145001/14001/9001 certification and if supplied, still need to answer questions/supply documents which are part of the ISO certification – could simplify and save time, but not requiring this.”
“Way too much info required for people like us that cover various trades, definitely overkill and not required.”
Did you know Rapid Contractor Management’s prequalification questionnaire can be adjusted to show and hide sections based on the answers provided? This piece of functionality opens greater flexibility for your business to configure specific questions, documents and licences to be collected based on pre-configured workflows within your prequalification questionnaire.
Take for example, a guiding question around ISO45001 accreditation, where you can configure the upload of the document (if the contractor has it) and then select whether to show or hide the next 15 questions relating to their safe systems of work. The ISO accreditation can be the guiding question which determines how many additional questions and documents the contractor needs to complete.
Perhaps you want to identify different questions based on types of activities the contractor will be engaging in? Using a guiding condition can help you select which questions are exposed based on the workflow you determine.
Declarations Vs Documents
“We are a small company, we don’t have a lot of the documentation you require.”
“…so much information for a small business to have to enter. 7 x hours worth.”
How much is too much? Does the prequalification questionnaire need to collect every document for evidence or is a declaration sufficient? Reducing the number of documents uploaded in the prequalification process reduces administrative work for both you and your contractors.
Rapid’s declaration and digital signature features within prequalification help give you certainty that you’re meeting your compliance requirements and covering your business.
Other tips & tricks
- Find ‘job ready’ contractors through our Contractor Search database. More than 80,000 contractor companies ready to connect, prequalify and induct for your business.
- Use our Givvable integration to source ESG badges natively without needing more prequalification questions.
- Rapid Check is now live to streamline and automate your insurance document verification using AI. Turn on our “Auto Approve” and “Auto Reject” features today.
Want to find out how to make these changes?
Our projects team are here to support you. Reach out to discuss the process of reviewing and updating your registration form. Let’s make the contractor registration experience smoother and more successful together!
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