Why differentiate documents by subcontractor type?
The documentation you need to require from a subcontractor depends directly on the risks associated with the activity they will carry out at your site. A cleaning company (chemical risk, slips) is not the same as an electrical maintenance company (serious electrical risk) or a construction firm (working at height, heavy machinery).
Configuring differentiated requirements by subcontractor type allows you to:
Request only the documentation that actually applies to each activity, without overloading subcontractors with unnecessary requirements.
Ensure no critical document is missed for high-risk activities.
Comply with the duty of oversight under Article 10 of RD 171/2004 in a proportionate and appropriate way.
Base documentation: common to all subcontractors
Regardless of the activity, there is a minimum set of documents that should be required from any subcontractor accessing your site:
At company level (Subject = Contractor):
Risk assessment and preventive activity plan (for the contracted work).
Preventive organisation certificate (SPA or SPP).
Public liability insurance.
Certificate of being up to date with Social Security.
At worker level (Subject = Employee):
Medical fitness certificate (health surveillance).
General OHS training certificate (minimum basic level).
Job risk information acknowledgement.
PPE delivery document.
Additional documentation by activity type
In addition to the base documentation, each type of activity may require specific documents. Here are the most common examples:
Cleaning company
Main risks: contact with chemical products, slips on wet floors, repetitive movements.
Safety data sheets (SDS) for the chemical products used.
Specific training in handling chemical products.
Action protocol in case of accidental product mixing.
General maintenance company
Main risks: occasional work at height, use of tools, electrical contacts.
Specific training for work at height (if applicable).
Electrical risk training (if working on electrical installations).
Authorisation for use of specific machinery or tools.
Equipment insurance (if using own equipment).
Electrical maintenance company
Main risks: serious electrical risk, live working or work near live parts.
Electrical risk training certificate (RD 614/2001).
Electrical work authorisation issued by the company itself (authorised/qualified worker).
Isolation/lockout procedure (5 golden rules).
Calibration certificate for measuring equipment (if applicable).
Logistics/transport company
Main risks: vehicle collisions, manual handling, use of pallet trucks or forklifts.
Forklift operator training certificate (if applicable).
Internal driving authorisation.
Vehicle insurance / valid MOT.
Vehicle technical sheet.
Equipment CE certificate.
Construction company / minor works
Main risks: falls from height, entrapment, heavy machinery, electrical risk.
Health and safety plan (HSP) approved by the coordinator.
Notification of opening of the workplace.
REA certificate (Accredited Companies Register).
Construction Professional Card (TPC) for each worker.
Role-specific training (minimum 20 hours).
CE certificate and insurance for all site equipment.
Subcontracting record book (if applicable).
Security/guarding company
Main risks: external violence, prolonged standing, night work.
Ministry of Interior accreditation (TIP card).
Specific private security training.
Medical fitness certificate with specific private security protocol.
Systems installation company (HVAC, fire protection, telecoms)
Main risks: work at height, electrical risk, confined spaces.
Authorised installer certificate (REITE, RIPCI, etc.).
Training for work at height and use of fall arrest PPE.
Confined space training (if applicable).
Calibration certificates for measuring equipment.
⚠️ Important: these examples are indicative. The exact documentation you need to require depends on the actual risks at your site and the specific tasks each subcontractor will carry out. Consult your prevention service to define the appropriate requirements.
How to configure these requirements in Twind
Once you know which documents you need for each type of subcontractor, the next step is to set them up in Twind using the requirement request rules. These rules allow Twind to automatically request the correct documentation from each subcontractor based on the conditions you define.
Step 1: Access the requirements settings
Go to "Settings" from the left-hand side menu and click "Requirements".
The "Requirements settings" page will open with the list of all requirements you have already set up.
Step 2: Create a new requirement
Click the "+ Add requirement" button in the top-right corner.
Step 3: Fill in the requirement details
The "Add requirement" form will open. Complete the fields in the "Details" section:
Name*: the name of the document as subcontractors will see it (e.g. "Risk assessment", "Medical fitness certificate", "Electrical risk training").
Subject*: who this requirement applies to. Select "Contractor" for company-level documents, "Employee" for worker-level documents, or the appropriate subject (vehicle, equipment, etc.).
Multiple request instance*: allows the same requirement to be requested more than once if needed. Leave as "None" unless you need to request the same document in multiple instances.
Applied to*: defines who will be asked for this requirement. Defaults to "All contractors", but you can restrict it by combining it with request rules.
Description (optional): explanatory text to help the subcontractor understand what document to upload.
Requirement relationship (optional): allows you to link two existing requirements to streamline the review process.
Step 4: Define the evidence type and criticality
Below the details, configure how the requirement will be met:
Evidence type: choose how the subcontractor must provide the document:
Upload: the subcontractor uploads a file (PDF, image, etc.). You can tick "With template" if you want to provide a template for them to download, complete, and re-upload.
Agreement: the subcontractor only needs to read and accept a text. Useful for preventive instructions, access rules, or policies that only require confirmation of reading.
Criticality: tick or untick "This requirement is not critical for access control". If the requirement is critical (leave unticked), non-compliance will block the worker's access to the site. If not critical (tick the box), the worker can access even if this document is pending.
ℹ️ Keep in mind: criticality is fundamental for access control. A requirement such as medical fitness or mandatory training should always be critical. Supplementary or informational documents can be marked as non-critical.
Step 5: Add request rules
Scroll down and click "Add rule(s)". This is where you define when this document will be requested. You can use up to 6 types of conditions:
Site: the workplace or site where the activity will take place.
Activity: the subcontractor's type of activity (cleaning, maintenance, construction, etc.).
Role: the worker's role (operative, technician, supervisor, etc.).
Supplier: the specific subcontractor company.
Contract: the specific contract.
Vehicle type: for equipment requirements.
Step 6: Combine conditions to refine
You can combine up to 4 conditions in a single rule by clicking "Combine with another condition". This allows you to create very precise rules. For example:
Activity = "Electrical maintenance" → request "Electrical risk training certificate".
Activity = "Construction" + Site = "Madrid Plant" → request "Health and safety plan".
Activity = "Logistics" + Role = "Forklift driver" → request "Forklift training certificate".
Site = "Reus Warehouse" + Activity = "Cleaning" + Role = "Operative" → request "Chemical product SDS".
Step 7: Save the requirement
Once all fields and rules are complete, click the "Add" button in the bottom-right corner to save the new requirement. From that moment on, Twind will automatically request that document from any subcontractor that meets the conditions defined.
ℹ️ Keep in mind: when a more general rule already covers a scenario, the more specific rule will not run. Twind includes a tool that detects redundant rules to help you identify these situations. Review the warnings shown by the platform when saving.
Full example: configuration for three types of subcontractor
Here is an example with three common subcontractor types at a typical workplace:
Cleaning subcontractor
Rule: Activity = "Cleaning"
Company requirements (Subject = Contractor): risk assessment, SPA certificate, PL insurance, Social Security certificate, safety data sheets (SDS).
Worker requirements (Subject = Employee): medical fitness certificate, basic OHS training, chemical product handling training, risk information, PPE delivery.
Electrical maintenance subcontractor
Rule: Activity = "Electrical maintenance"
Company requirements (Subject = Contractor): risk assessment, SPA certificate, PL insurance, Social Security certificate, electrical isolation procedure.
Worker requirements (Subject = Employee): medical fitness certificate, basic OHS training, electrical risk training (RD 614/2001), electrical work authorisation, risk information, PPE delivery.
Construction subcontractor
Rule: Activity = "Construction works"
Company requirements (Subject = Contractor): risk assessment, SPA certificate, PL insurance, Social Security certificate, health and safety plan (HSP), workplace opening notification, REA certificate, subcontracting record book.
Worker requirements (Subject = Employee): medical fitness certificate, specific OHS training (TPC), working at height training, risk information, PPE delivery.
Tips for a good configuration
Start with the base documents: first configure the requirements common to all subcontractors with no rule conditions (they will be requested from everyone). Then add specific ones with activity-based rules.
Use "Agreement" for instructions and rules: documents that only need reading confirmation (site instructions, safety rules) are best configured as "Agreement" evidence type. Those requiring an actual certificate or document use "Upload".
Mark essential documents as critical: medical fitness, mandatory training, and risk assessment should always be critical for access control. Supplementary documents can be non-critical.
Consult your prevention service: SPA technicians can confirm what documentation is required for each type of activity based on your site's risks.
Don't duplicate requirements: if a document is already requested via a general rule, don't add it again with a more specific rule. Twind will alert you to redundancies.
Review periodically: if you add new activities or subcontractors, check that the rules are still appropriate.
Use activities as the main axis: configuring rules by activity type (cleaning, maintenance, construction, logistics, etc.) is usually the most practical and scalable approach. That way, whenever you add a new cleaning subcontractor, the correct documents will be requested automatically.
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