You do not need to be a building site
The obligation to coordinate business activities comes from article 24 of the Spanish occupational risk prevention act and Royal Decree 171/2004, and it applies to any work centre, not only to construction. A shopping centre, a hotel, a hospital, a logistics warehouse or an office building all have an owner who has to check who is working inside.
That is why cleaning, maintenance, pest control, lift servicing, landscaping and security contractors end up inside the same platforms as builders, often several of them at once because each client picked a different provider.
What is usually asked of a cleaning or maintenance contractor
The structure is the same as anywhere else, but the emphasis is different: less heavy machinery, far more people, and chemical products that construction files rarely contain.
- Company: tax and social security registration, clearance certificates and public liability insurance with its current receipt.
- Preventive arrangement: risk assessment and preventive planning covering the actual activity, cleaning and maintenance, not a generic one.
- Workers: registration, job specific training, risk information, medical fitness and proof of PPE delivery, for every single person who enters.
- Chemical products: safety data sheets for the products used, and evidence that staff have been informed about them.
- Equipment: scrubbing machines, lifting platforms or ladders may need their own documentation and maintenance records.
- Site specific rules: access hours, areas allowed, and in some centres a separate induction before the first entry.
Staff turnover is what actually breaks the file
This sector has the highest staff rotation of any that deals with CAE. People join, cover a shift, leave, move between buildings. Every one of those movements has to be reflected in several platforms, and a worker who is perfectly legal in your payroll is simply not on the list at the door.
The practical consequence is that this file is never finished. A construction file is built once and maintained; a cleaning file is rebuilt every few weeks. Companies that treat it as a one off project are the ones whose staff get turned away.
One worker, several clients, several platforms
The same cleaner may need to be cleared in three different systems because the shopping centre uses one platform, the hotel another and the office building a third. The underlying documents are identical; what changes is where each one goes and what each client adds on top.
Preparing the documentation once, properly, and then adapting it to each platform is far cheaper than building three separate files. It also means that when a new client appears, the person can be cleared in days instead of weeks.
How EntraObra can help
We keep the worker file moving at the speed your staffing actually moves: new people prepared and assigned before their first shift, leavers removed, expiry dates tracked across every client, and rejections corrected from the reviewer's comment rather than by uploading the same file again.
EntraObra provides document management and administrative support. We are not a CAE platform and not an external prevention service: risk assessments, training and medical examinations are issued by accredited providers, and we coordinate with them. Access is always granted by the client.