When a new contractor is set up or when an existing contractor’s insurance period expires, an updated insurance certificate must be reviewed and approved by a system administrator. Approval is essential because contractors without valid insurance cannot continue receiving new orders after their grace period has ended.
View insurance documents submitted by a contractor:
Go to the Admin Area and click Add / Edit Contractors.
Select the Approved Contractors tab if the contractor has already been approved, or the Invited Contractors tab if their approval is still pending.
Within the All tab, search for and select the contractor you want to review.
On the left-hand side menu, click the Insurance tab.
Review the available insurance types: Public Liability, Product Liability, Safe Contractor, and Employer’s Liability.
Here you will see key details, including the insurance status, indemnity limit, and policy expiration date.
Click View Certificate to open and review any uploaded attachments, such as confirmation letters or policy documents.
If additional guidance is needed, click How to use to watch an embedded help video, or contact the support team for further assistance.
Approve a contractor’s insurance certificate
Go to the Admin Area.
Under Insurances, click Certificates to Approve.
Click the PDF icon to open and review the submitted certificate.
Verify that all required details, such as the expiry date and indemnity limit, are completed correctly.
If the information is correct, select Yes to approve the certificate.
If the details are incorrect, select No, enter a message explaining the issue, and click Query to return it to the contractor for correction.
If necessary, you can also update the expiry date before final approval.
📌 Note: If orders are blocked for uninsured contractors, there is a 28-day grace period after a certificate expires. Contractors can still receive orders during this time, but once it ends, no new orders can be assigned until a valid certificate is uploaded and approved. Email reminders are also sent before expiry to prompt contractors to update their certificates.
Update the incorrect insurance expiry date
If a contractor uploads an insurance certificate with the wrong expiry date, the system allows you to correct it without requiring the contractor to re-upload the document. This ensures the certificate record remains accurate and up to date, avoiding potential issues with compliance checks.
Go to the Admin area and click Certificates to Approve.
In the list of certificates, select the option No in the tick box to indicate that the expiry date is not correct.
Click Edit Expiry Date.
Enter the correct expiry date.
Click OK to save the change.
Once updated, the certificate will reflect the correct expiry date, ensuring records remain consistent for auditing and contractor compliance.
Prevent orders from being released to uninsured contractors
To ensure compliance and reduce risk, Access Maintain allows you to prevent orders from being released to contractors who do not have valid insurance. Enabling this setting helps protect your organisation by ensuring that only contractors with current insurance certificates can be assigned work.
Go to the Admin area and select Insurance Settings.
Click the padlock icon to unlock the settings for editing.
Enable the option Prevent orders from being released to uninsured contractors.
Click Save.
📌 Note: If this setting appears greyed out or unavailable, it means the prerequisite setting, Product Liability insurance certificate required, is not enabled