Jobsite Check-In That Checks Each Crew's Insurance at the Gate
Hang a QR poster on the gate. Workers scan it with their phone camera, no app, and each company's certificate of insurance and license is checked as they arrive. You see who's on site by company, hear the night before which crews would be stopped, and get the day's headcount for your daily report.
30-day free trial, no credit card. Add Onsite ($49/site/mo) from Settings → Billing when you're ready.
Elm Street Clinic
✓ Checked in
Mike Torres
Good Electric · crew of 6
6:42
Nov 9 · live clock
Leaving site
-
Lapsed Plumbing · 3 Denied
Insurance expired · COI requested
-
Good Electric · 6 On site
Checked in 6:42 am
-
Vertex Framing · 8 Day pass
Renewal on its way
-
Lane Taping · 2 Unverified
Not on your list yet
How jobsite check-in works with Onsite
Hang the poster
Create a site, print its poster and put it on the gate or the trailer door. A new site starts in monitor mode: everyone is let in and recorded, so you see where you stand before you turn anyone away.
Crews scan in
Workers point their phone camera at the code, pick their company and type their name. A foreman can check in the whole crew at once. No app, no account, English or Spanish.
You get the numbers
Each company is checked against the certificate and license you already track. The roster shows who's on site by company, and the day's headcount lands in your inbox for the daily report.
Superintendents
Who's on site right now, which crew is short its paperwork, and the headcount for tonight's daily report, without collecting a clipboard.
Safety directors and owners
Every site run the same way: no company works uncovered, and a record of who was there each day, by company, when someone asks.
QR check-in at the gate
A poster on the fence, not an app on every phone
Each site gets a printable poster with its own QR code, in English and Spanish. Workers scan it with the camera they already have, pick their company and check in, alone or as a whole crew. The pass on their screen shows a live clock, so a screenshot from yesterday doesn't pass for today.
- ✓A foreman checks in a crew of up to 20 in one go
- ✓Spanish from the phone's language, with a switch on every screen
- ✓Print a new code any time; the old poster stops working
- ✓Workers are never texted or emailed: the phone number only recognises them on site
COI & license checked
The certificate itself, not a date someone typed
The gate asks the same question as the compliance status on your contractors list: is this company's certificate current, does each line meet your coverage requirements, and is its license in good standing? It's read from the COI on file, line by line, in the site's own time zone, so a policy ending today still counts until midnight there.
- ✓Insurance and license, each switched on or off per site
- ✓Monitor mode first: see who would be stopped, then switch to enforce
- ✓The worker sees a short reason, never your limits or the carrier
- ✓W-9s and other paperwork never stop a crew at the gate
Live roster & day passes
Who's on site, with the problems first
The roster lists today's check-ins by company, with anyone stopped or unverified at the top and the reason beside them. When a sub fails, an updated certificate is requested from them automatically, at most once a day. If the renewal is on its way, give the company a one-day pass with a reason, and their crew gets in today.
- ✓An email when a crew is stopped, at most once an hour per company
- ✓Add an unlisted company from the roster, or mark it not yours
- ✓Check people out, or everyone at once
- ✓Export the day to Excel
Headcount & daily emails
The numbers come to you
At 6 pm site time, an evening heads-up names the companies expected on site that would be stopped tomorrow, and whether their certificate has been asked for: the conversation happens the night before, not at the gate with a crew standing there. An hour after the usual end of day, the digest gives you the headcount by company, visitors and deliveries, and estimated hours, ready for the daily report.
- ✓The heads-up is sent only when there's something to say
- ✓Hours marked as estimates when nobody checked out
- ✓You choose who on your team gets each site's emails
Built for a real morning at the gate
Visitors and deliveries
Deliveries, inspectors, the owner's rep and your own staff check in as visitors: logged, counted and let through, with no compliance check and no alert.
Companies not on your list
A sub-tier crew picks "my company isn't listed" and types the name. They're marked unverified, not turned away, and you add the company from the roster, with an email that asks for their documents.
Site rules, confirmed
Write your site rules once. Each worker confirms them on their first scan, and again whenever you change them.
Tomorrow is one tap
The phone remembers the worker. Next morning it's one tap, and a foreman sees "same crew as yesterday?" with yesterday's names ticked.
Any phone at the fence
The check-in page works on old Android phones and slow connections, with every button working without JavaScript.
Leaving site
Workers can tap Leaving site. Most don't, so everyone still on the roster is checked out at the site's usual end of day, and hours from that are marked as estimates.
A sign-in sheet that knows who's covered
A clipboard tells you who signed in. Onsite tells you who's on site and whether their company is covered, while there's still time to do something about it.
| Paper sign-in sheet | TrackMyVendor Onsite | |
|---|---|---|
| Who's on site | Whatever the clipboard says, if anyone reads it | A live roster by company, refreshed every 30 seconds |
| Insurance | Not checked at the gate | The company's certificate on file, against your coverage requirements |
| License | Not checked at the gate | Expired or not in good standing is flagged as the crew scans in |
| A lapsed COI | Found after an incident, or at audit | The night before, in the evening heads-up, with the renewal already requested |
| Daily report | Count the names by hand | Headcount by company and visitors by type, emailed at day end |
| Language | Whatever the sheet is printed in | English or Spanish, from the worker's phone |
What a sub on site without insurance can cost you: what happens when a subcontractor doesn't have insurance.
Onsite checks people in, not equipment. For the tools and machines on the same site, our sister product FlowNext has equipment check-in and check-out by QR tag.
Onsite sits on Starter or Pro
Pick the plan for your contractors list, then add Onsite at $49/site/mo, billed only for the sites you switch on. Paid plans include a 30-day free trial.
Free
Organize your roster and run COI tracking at zero cost. Free forever, no credit card.
- ✓AI COI parsing & W-9 parsing — carriers, limits, dates and TINs read for you
- ✓50-state license tracking, plus automated license verification against state databases
- ✓Secure link onboarding — documents arrive through a secure upload link, no account needed
- ✓Document vault — contracts, licenses, W-9s and insurance, filed by category
- ✓Weekly compliance digest — a summary email of upcoming expirations
- ✓Timestamped audit trail — the full history of every certificate
- –Renewal reminders are sent by you — one click emails the upload link
Starter
Flat, predictable pricing for active general contractors and property managers.
- ✓Everything in Free
- ✓Up to 200 subcontractors — eight times Free’s 25, with no per-record fees
- ✓Automated renewal reminders — email alerts at 90/60/30/7 days to your team and the subcontractor
- ✓Projects & job sites — group subcontractors by job, with per-project coverage rules
- ✓Calendar feed — deadlines live in Google Calendar, Outlook or Apple Calendar
- ✓Bulk roster import — from a CSV or a certificate archive
- ✓QuickBooks Online — compliance status on each matched vendor record, kept current automatically
- ✓2 user seats — invite a second team member or coordinator
Pro
Full automation, endorsement checks and integrations for growing teams.
- ✓Everything in Starter
- ✓Unlimited subcontractors — past Starter’s 200, still with no per-record fees
- ✓AI endorsement verification — reads the additional insured, waiver of subrogation and primary & non-contributory pages
- ✓Unlimited users & roles — access for foremen, office managers and admins
- ✓API & integrations — the API, webhooks, Zapier, Make, Slack and Teams
- ✓Insurance audit report — every sub's coverage and gaps over your policy year, for the premium audit
- ✓Third-party categories — vendors, tenants, renters and franchisees on their own lists
- ✓QuickBooks auto-sync — new and changed QuickBooks vendors reach your roster within minutes
PreQual
Add to Starter or Pro. Not available on Free.
Vet subs from their documents, not a questionnaire.
- ✓Prospects — send a sub one link with your own questionnaire to fill in, see what's in, then approve up to a job size, approve with conditions or decline
- ✓Safety documents read for you — the EMR from the EMR letter, TRIR and DART from the OSHA 300A
- ✓Three years of 300As — 3-year TRIR and DART beside the BLS average for the sub's trade
- ✓A scorecard per sub — each check against your limits, no overall score; compare up to five side by side
- ✓Bonding letters read — surety and limits against your minimum
- ✓Re-qualification and Export for Bids — ask approved subs again every 12 or 24 months; list who’s qualified for the job size and copy their emails
Figures are read from the documents, not verified with the carrier, rating bureau, surety or OSHA.
Onsite
For each job site switched on, on Starter or Pro. Not available on Free.
Know who is on site, and that their company is covered.
- ✓A QR poster at the gate — workers scan with the phone camera, no app or account, in English or Spanish
- ✓Each crew checked on arrival — the company’s certificate of insurance and license, against your requirements
- ✓Monitor first, enforce when ready — see who would be turned away before you turn anyone away
- ✓A live roster — who’s on site by company, one-day passes, an updated COI requested automatically
- ✓Evening heads-up — which companies would be stopped tomorrow, the night before
- ✓End-of-day headcount — by company, with visitors and hours, for the daily report
Ending a site stops its charge, prorated. Workers pay nothing and are never texted or emailed.
No contracts. Cancel anytime. See the full plan comparison →
Frequently asked questions
What is a jobsite check-in app?
Do workers need to download an app or create an account?
What happens when a sub's insurance has lapsed?
Do workers see our insurance requirements or dollar amounts?
Does it check OSHA cards or worker training?
What if my subs aren't in TrackMyVendor yet?
How much does Onsite cost?
Know who's on your site tomorrow morning
Start a free Starter trial, then add Onsite from Settings → Billing and print your first poster.
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