Inviting Contractors

The supply chain portal lets principal contractors invite subcontractors to submit their RAMS for review. This page covers setting up the portal, inviting contractors, and managing submissions.

Note

The supply chain portal is available on Team and Enterprise plans. See Plans and Pricing for details.

How the supply chain portal works

1. You (the principal contractor) create a project and invite subcontractors.
2. Each subcontractor receives an email invitation with your requirements.
3. They sign up or log in to RAMSdoc and create their RAMS against your project.
4. They submit their RAMS for your review.
5. RAMSdoc runs an automatic compliance check on the submission.
6. You review the document and the compliance report, then approve or request amendments.

Inviting a subcontractor

1. Open your project.
2. Go to the Supply Chain tab.
3. Click Invite Contractor.
4. Enter the contractor’s details:
   • Company name
   • Contact name
   • Email address
5. Set the requirements:
   • Document types required — which types of RAMS they need to submit (e.g. RAMS, COSHH, method statement)
   • Submission deadline — when the documents must be submitted by
   • Specific instructions — any additional requirements or standards they must meet
6. Click Send Invitation.

[Screenshot: Invite contractor form with company details, document requirements, and deadline]

The contractor receives an email with:

• Your company name and project details
• What documents they need to submit
• The submission deadline
• A link to sign up or log in to RAMSdoc

Inviting multiple contractors

For projects with several subcontractors:

1. You can invite contractors one at a time or use Bulk Invite to add multiple contractors from a spreadsheet.
2. Each contractor receives their own invitation with their specific requirements.
3. The Supply Chain tab shows all invited contractors and their submission status.

What the contractor sees

When a subcontractor accepts the invitation:

1. They sign up for a RAMSdoc account (or log in if they already have one).
2. Your project appears in their dashboard with the submission requirements.
3. They create their RAMS against your project, using their own RAMSdoc tools (AI generation, templates, etc.).
4. They submit their completed RAMS for your review.

Contractors use their own RAMSdoc account and their own AI credits. They can also use RAMSdoc for their other projects — the account is not limited to your work.

Tip

Contractors who already use RAMSdoc can accept your invitation and start submitting immediately. For contractors new to RAMSdoc, the Free plan gives them everything they need to create and submit RAMS documents.

Tracking invitation status

The Supply Chain tab shows the status of each contractor:

Status	Meaning
Invited	Invitation sent, contractor has not yet signed up
Registered	Contractor has created an account but not yet submitted
Submitted	RAMS submitted and awaiting your review
Under Review	You are currently reviewing the submission
Approved	RAMS approved — contractor can proceed with work
Amendments Requested	You have requested changes — waiting for resubmission
Overdue	Submission deadline has passed without a submission

[Screenshot: Supply Chain tab showing contractor list with status badges and deadline dates]

Setting up the client portal

You can also give your client (the person commissioning the work) read-only access to view RAMS, compliance scores, and sign-off progress:

1. Go to the project’s Supply Chain tab.
2. Click Client Access.
3. Enter the client’s email address.
4. A branded portal link is generated and sent to the client.

The client can view:

• All RAMS for their project
• Approval status of each document
• Compliance scores
• Sign-off completion rates
• Upcoming work dates

No login is required — access is via a secure, token-based link.

Multi-tier supply chain

For complex projects where subcontractors have their own subcontractors:

1. Your direct subcontractor submits their RAMS to you.
2. If they also manage sub-subcontractors, they can use their own supply chain portal to collect those RAMS.
3. You can request that your subcontractor includes their sub-subcontractor RAMS as part of their submission.

RAMSdoc supports this by allowing each organisation to manage their own supply chain independently, while the principal contractor maintains oversight at the top level.