Keeping subcontractors compliant should be straightforward. But in practice, many organisations end up carrying the ongoing responsibility for subcontractor workforce data—creating extra admin, blurred accountability, and unnecessary risk.
Once a subcontractor passes a PQQ, their people still need to be visible, compliant, and ready to work, often at short notice. Without the right structure in place, compliance teams find themselves manually onboarding subcontractor staff, chasing certificates, and maintaining records they don’t own. The result is extra administration, blurred accountability, and unnecessary risk.
The good news? There’s a better way to maintain visibility and control—without taking on data ownership.
The Challenge After PQQ Approval
PQQs are effective at determining who you can work with. But they don’t solve what happens next.
Subcontractor workers sit in a grey area:
- They must meet your compliance standards
- They need to appear in your system
- But they are not your employees
When organisations manually add subcontractor staff into their own systems, responsibility becomes unclear. Who updates certifications? Who maintains personal details? And who carries the liability when something is out of date?
As supply chains scale, this model quickly breaks down.
The Solution: Staff Sharing
HSI Skillko’s Staff Sharing is designed specifically for this post PQQ gap.
Instead of duplicating users or transferring ownership, Staff Sharing allows subcontractors to share their staff profiles directly into your organisation’s account—while retaining ownership and maintenance responsibility.
This creates a clean separation between visibility and accountability.
How Staff Sharing Works
Once a subcontractor is approved:
- Subcontractors maintain their own staff profiles
- Shared workers appear automatically in your system
- Personal details remain read-only for your organisation
- Updates sync in real time from the subcontractor’s account
No duplicate records. No manual updates. No data ownership confusion.
You gain confidence in the information—without becoming responsible for maintaining it.
What Clients Still Control
Staff Sharing doesn’t reduce operational control—it strengthens it.
Clients retain full oversight of how subcontractor staff are deployed, from assigning job roles and responsibilities to placing workers into the right teams or projects. Learning paths and competency requirements can still be applied as needed, and compliance rules are enforced before anyone steps on site.
In short, you stay in control of how and where people work, while subcontractors remain responsible for who those people are.
Compliance That’s Ready From Day One
The value of Staff Sharing becomes clear the moment subcontractor staff arrive:
- Workers are already visible
- Certifications are already attached
- Teams and roles are easily assigned
- No manual onboarding is required
From a compliance perspective, the groundwork is already done, saving time and reducing risk before anyone steps on site.
Handling the Exceptions
If a subcontractor arrives without being shared, the process doesn’t stall.
Workers can still onboarded through the HSI Skillko portal, and an administrator can later reassign the profile to the correct subcontractor. Once updated, the profile is shared back correctly, keeping everything aligned without delaying site access.
No delays. No dead ends. Just continuity.
Control Without Lock In
Staff Sharing is designed to be flexible.
Clients retain full control to:
- Enable or disable auto sharing
- Pause updates if required
- Manage teams and compliance rules independently
It’s not a one-way door—it’s a controlled, transparent connection.
Built for Scale
As subcontractor networks grow, manual compliance management quickly becomes unsustainable.
Staff Sharing helps organisations reduce compliance administration while maintaining clear data ownership boundaries. It enables subcontractor relationships to scale safely and keeps teams focused on managing risk, not maintaining records.
Smarter Compliance Across the Supply Chain
Staff Sharing works quietly in the background—but it fundamentally changes how subcontractor compliance is managed.
By keeping data ownership where it belongs and giving clients real-time visibility and control, HSI Skillko enables safer, more scalable supply chain operations.
Book a Demo
Discover how Staff Sharing fits into your wider PQQ, compliance, and workforce management workflows.
Book a demo today to see how HSI Skillko helps you maintain subcontractor compliance—without owning their data.
