Uploaded is not the same as validated
Every document goes through a status: pending while nobody has looked at it, validated once the reviewer accepts it, and rejected when they find a reason not to. A file full of uploaded documents can still leave your team outside the gate.
The reviewer is usually not the platform but your client, or the prevention service working for them. That is why every rejection carries a comment. Reading it before uploading the same file again saves weeks.
What is actually requested
The exact requirements are configured by each client, so two sites can ask for different things on the same platform. The structure, though, is consistent:
- Company: tax and social security registration, clearance certificates, public liability insurance and the preventive organisation.
- Prevention: risk assessment, preventive planning and, depending on the work, a safety plan or a specific procedure.
- Workers: contract or registration, job specific training, risk information, medical fitness and PPE delivery.
- Machinery and equipment: CE declaration, marking, manual and last maintenance record.
- Vehicles: registration document, technical sheet with valid roadworthiness test and insurance.
- Site specific: adherence to the safety plan, work centre opening or appointment of a preventive resource where required.
Why everything sits on pending
When access does not arrive in time, the reason tends to repeat:
- The right document is uploaded under the wrong requirement, so the reviewer never finds it where they look.
- A signature, a stamp or a date is missing and the reviewer cannot accept it.
- The worker is registered with the company but not assigned to that site.
- The training provided does not match the job the person will actually do.
- The insurance is in force but the payment receipt belongs to the previous period.
- Everything is uploaded on the day of entry, leaving no room to correct anything.
How EntraObra can help
We check what your client has actually configured, prepare and sort the documentation, upload each item under the requirement it belongs to and follow the statuses until they are resolved. When a rejection arrives we interpret the comment and prepare the correction, and we track expiry dates so a validated file does not quietly stop being one.
EntraObra is not CoordinaPlus and does not act on its behalf, and we are not an external prevention service. Documents that must be issued by an accredited body we coordinate with your provider. Final validation always depends on the client.