Contractor Management
Onboarding packages, public enrolment links, and temp-staff accounts for contractors
What contractor accounts are
Contractors register as temp-staff users. They get a focused LMS experience: assigned training, risk assessments, external certificate uploads, and a compliance passport QR for site entry. They cannot access full admin, user management, or unrestricted catalog browsing.
Temp-staff accounts are billed differently from permanent employees — you typically pay only for contractors who are active on site (for example, who sign in during the billing period). See Billing & Licences for your plan details.
Who can manage contractors?
Contractor management is available to tenant administrators from Site Management → Contractor management (/admin/site-management/contractors). The page reuses familiar user-management tools but filters to contractor accounts only.
Contractor management page
Open Site Management → Contractor management. The header explains that you are viewing contractor (site sign-in) accounts only. From here you can:
- Search, filter, and review contractor compliance in the main table
- Add contractors individually or via bulk import
- Run bulk actions (assign training, apply an onboarding package, archive)
- Open Onboarding & QR links to create and manage public enrolment packages
- Review pending external certificate or risk approvals from the Approvals button
Onboarding & QR links
Click Onboarding & QR links in the page header. The modal title is Onboarding & QR links — use it to create signup packages with QR codes for contractor self-registration.
Each package stores an admin-only encrypted copy of the signup link so you can reopen the QR anytime. Rotating a link invalidates old printed codes — plan poster and sticker updates when you regenerate.
| List action | What it does |
|---|---|
| QR | Opens the Package QR code modal — copy link or scan QR without rotating the token |
| Edit | Re-run the wizard to change name, sites, or requirements |
| Regenerate | Issue a new URL and QR; old links stop working immediately |
| Enable / Disable | Block new registrations without deleting history |
| Delete | Permanently remove the package; existing contractor accounts are kept |
Tip
Create an onboarding package (3-step wizard)
Click Create package. The wizard has three steps — shown as Basics → Build requirements → Review in the modal header:
Basics
Enter an optional Package name (admin-only label, e.g. "Site A induction").
Select Associated sites. Tenant-wide and per-site compliance rules pre-fill requirements when you click Continue on a new package. On edit, use Apply compliance defaults to merge rule changes without leaving the step.
Build requirements
Add at least one requirement using the action buttons:
- Add course — e-learning modules assigned after sign-up
- Add external certificate — catalog entries in the External Certificate category (e.g. CSCS)
- Add risk / questionnaire — published templates; draft assessments are created on signup
When creating a package, compliance defaults from the Basics step are merged automatically as you enter this step. Remove any item with the X button if it is not needed for this package.
Review
Confirm the package summary: name, sites, and the full requirements list. Click Create onboarding link to finish.
On edit, saving changes updates the package for new registrations only. The onboarding URL stays the same unless you regenerate from the package list. To push updates to contractors who already registered, use Apply package to users (see below).
Share the link (success screen)
After creation, the Ready to share screen shows the URL (/contractor/onboard?t=…), a QR code, and buttons to copy the link or create another package. You can return to the list anytime to reopen QR via the row's QR button.
Package QR modal
From the package list, click QR to open Package QR code. The modal loads the current URL from the server, shows a scannable QR, and offers Copy link and Regenerate link.
Warning
Link limits: max uses and expiry
Each package tracks a use count on the list (e.g. 3 / 50 uses when a maximum is set). The platform supports optional maximum uses and expiry dates on packages — when configured, exhausted or expired links reject validation at registration.
| Control | Effect |
|---|---|
| Maximum uses | Registration fails once usedCount reaches maxUses |
| Expiry date | Link stops accepting new registrations after the expiry timestamp |
| Disabled | Admin toggle — immediate block without deleting the package |
| Regenerate token | New token; old QR and URL permanently invalid |
Display vs configuration
Use counts and limits appear on each package row in the modal list. If you need to set or change max uses or expiry on an existing package, contact your platform administrator or use the enrollment links API — the wizard UI focuses on sites and requirements.
Apply package updates to existing contractors
Editing a package in the wizard does not retroactively change assignments for contractors who already registered. To push updated courses, external certificates, and risk templates to existing temp-staff:
Select contractors
On the Contractor management table, tick the contractors who should receive the updated package.
Choose bulk action
In the bulk actions bar, select Assign onboarding package and pick the package from the dropdown.
Apply
Confirm the bulk operation. The system assigns missing courses, certificate requirements, and draft risk assessments from the package. A summary toast reports how many contractors were updated and any skips.
Tip
What happens on registration
- Contractor opens the link or scans the onboarding QR
- The link is validated (not disabled, expired, or exhausted)
- Contractor enters display name, email, and password
- Account is created as temp-staff; link usage count increments
- Package courses and external certificate requirements are assigned
- Draft risk assessments are created per selected published template
- Contractor is signed in immediately with the credentials they just set
Warning
Temp-staff limits and experience
| Topic | Detail |
|---|---|
| Product access | Training dashboard, assigned courses, risk assessments, external certs, profile QR |
| Blocked areas | Admin, user management, unrestricted catalog, most general LMS admin APIs |
| Billing | Temp-staff typically billed on active site usage, not headcount alone — check your plan |
| Compliance passport | After onboarding, contractors use profile QR for site entry scans |
Contractor self-service walkthrough: For Learners & Contractors. Compliance rules that drive package defaults: Sites & Compliance.
FAQ
Why does my old QR not work after regenerate?
Regenerate rotates the enrolment token. Any printed material with the previous QR or URL must be replaced. Use the QR button without regenerating when you only need to re-display the current link.
I edited a package but existing contractors did not get new courses.
Wizard edits apply to new sign-ups only. Select existing contractors and run Assign onboarding package from bulk actions.
Can I delete contractors who registered via a link?
Yes — archive them from the contractor table like any user. Deleting a package stops new registrations but does not remove accounts already created.
How do compliance rules pre-fill the wizard?
On Basics, selected sites (or tenant-wide rules when none are selected) merge default courses, external certificates, and risk templates when you continue to Build requirements. Edit mode offers an explicit Apply compliance defaults button.
Related guides
Decide packages vs manual create: Contractor Onboarding Packages vs Manually Creating Users. Contractor journey: For Learners & Contractors. Scanning passports at the gate: Compliance Scanner.