As a building owner, you are confident with the suite of processes and procedures you have in place to safeguard and protect your staff, guests, premises, and business. This includes any induction process applied to any contractor you employ who steps foot onto your property. But what happens when you have tenants co-occupying your space, who also need to allow workers and contractors onto your site?
Legislation requirements are placed on both you and your tenants where space is shared between two or more persons conducting a business or undertaking PCBUs. This means that although you have no real ability to oversee their induction, you still have a duty of care for contractors permitted onto your site.
So how do you navigate such a situation, where you have a responsibility, but are not the party inviting or administering the worker? How do you show that you have taken the necessary precautions to ensure the safety and wellbeing of a tenant contractor while ensuring your tenants also do their part? The short answer is that there has to be clear cooperations and coordination between you and your tenants.
Sine’s digital visitor management system facilitates the necessary levels of cooperation and coordination between you and your tenants. By using different visitor types at check-in, Sine is able to discern between contractors who have been hired by you, the building owner and those hired by your tenants. This means you can easily ensure your responsibilities are met, and your bases are covered when it comes to your tenants inviting contractors onto your site.
By providing tenant contractor check-in with Sine, you ensure both your tenant and individual contractors are inducted to your site standards and restrictions. This specialised visitor type allows you to present the tenant contractor with a waiver of responsibility on your part, and is completely customisable to your business, location, and site, and can be constructed using any specific legal language you may need to add.
As part of your check-in process set up, there are a few things you should consider including:
- A disclaimer advising that you, as the building owner, accept no liability for the work of the contractor on site.
Acknowledgment by the contractor that they:
- Have all necessary insurances, permits, licenses, training, certifications, equipment and safety equipment necessary to undertake the work.
- Are attending your site at the request of your tenant.
- Will not perform work outside of the tenancy.
- Will not perform work that will impact the broader operation of the property or its systems.
- Will be held responsible for any damages.
Once a contractor accepts these conditions and checks into your premises, a copy of the acknowledgment and disclaimer they have signed can be emailed through to you, your tenant, and the contractor, ensuring everyone is on the same page with the rights and responsibilities of all parties involved.
You also have the ability to provide your tenants with the power to accept or reject a contractor’s request to enter the building or to insist upon an ‘invite only’ mode for tenant contractors. This means your tenant must set their contractors up on Sine and issue them an invite to attend the building before they will be able to gain access. Both of these options help to ensure that only known and approved contractors are permitted onto your site.
As a building owner, you know that you have the responsibility to provide a safe work environment for contractors visiting your site, but you also do not want to assume too much risk – or any risk at all – for the contractors your tenants employ. Sine’s digital visitor management system gives you the ability to navigate the potential issues that could arise from a contractor being invited onto your premises by a tenant.
Speak with us today about how Sine can help you ensure your responsibilities are met and your bases are covered when it comes to tenant contractors visiting your site.