In this article you will find the manual for subcontractors. Here we discuss the basic steps a subcontractor must take to register its details and subcontractors, self-employed workers and temp agencies and workers on a project.
This article does not cover other functionalities such as creating safety plans and toolboxes or activating the app.
1. Log in
All contact persons of subcontractors receive an email from a project via Oribi WorkpassID to register. So make sure the correct contact person is known to the project. The first log-in is only possible via an email from WorkpassID containing a link, and a text message sent to the contact person's mobile number.
If the mobile number is incorrect, please contact your client to have it changed. The technical support desk of WorkpassID cannot help you with this.
Once this contact person has logged in, we always advise creating an account right away. The advantage of an account is that a subcontractor does not need a specific link and text message to log in. With an account you can also set permissions and grant/receive authorizations. This allows, for example, self-employed workers to easily authorize their clients to carry out certain actions in WorkpassID on their behalf.
When you log in, you will see the following screen:
The system contains various manuals. You can find these by clicking the Help button and the following screen appears:
For technical help you can also reach out to our Servicedesk.
If you have access to several companies in WorkpassID, you must first choose which company you want to handle the registration for.
If necessary, select the company for which you want to make the WorkpassID enrolment.
The following screen appears:
Depending on the functionalities a project uses or the subscription of the subcontractor, several options are accessible on the left-hand side of the screen.
Under each subcontractor can manage its own accounts and also determine which people should receive the project's invitation email. It may be useful to give a colleague an account and to send them this manual as well.
Select the correct project via the button
on the left-hand side and then the correct project to follow the rest of this explanation.
The following screen appears:
Select the correct project (if needed).
Then click the button
to register your company and people for the project.
The following screen appears:
When you select a project for the first time, you have the option to receive an explanation about how WorkpassID works and why it matters.
Did you miss the explanation in the instruction video after logging in for the first time? You can always go via and
click the button on the projects screen to follow this explanation again/after all.
The explanation is short and to the point:
2. Providing company details
Under the company details tab you will find the detailed information about your company. Here, as a subcontractor, you can edit and add these company details. Many fields are mandatory fields. Based on, for example, the “type” of subcontractor, the system determines which fields are requested/required. It is possible that extra (mandatory) fields have been added for a specific project. (This can be done by an administrator of the main contractor.)
2.1 Company details completion
Subcontractors must also upload the required documents (for example: G-rekening agreement (blocked account for wage tax/VAT)). The subcontractor must upload some documents periodically (for example: KvK (Dutch Chamber of Commerce) extract, Verklaring betalingsgedrag (statement of payment conduct issued by the Belastingdienst)).
The uploaded documents and details are assessed by the relevant assessor of the main contractor. The assessor's details are stated in the email or at the top of your screen.
Fill in all requested details
2.2 Uploading documents
Example of an upload field:
Click the button
to upload the requested document.
Then the following screen appears:
The documents you may upload must not be too large and should preferably be uploaded in pdf format. If the file type does not match or the file is too large, you will receive a notification.
Select the correct file on your computer and click the button Open.
Or drag the file into the frame to upload it. The correct file is then added in WorkpassID. Then choose the correct issue date of the document.
Your client's assessors can approve the details more quickly if you add recent documents!
3. Adding employed workers
On the Employed tab you can see which workers have already been enrolled and which have not.
Is a worker already known but not yet enrolled on the project, then they can easily be added from the right-hand column Workers not enrolled. The left-hand column shows the workers already Enrolled workers.
3.1 Enrolling workers
Click in the right-hand column (to the left of the worker to be added) on the purple arrow
.
For workers already enrolled, it is sometimes possible to open the signed form that this person signed at the work location. Only if the worker has not yet signed at the work location can their details still be edited.
You can also see the status of this person, which are: Registered at work location, Check details or Entered.
The worker has now been added to the project, but their details must sometimes still be checked/completed by the assessor.
3.2 Editing worker details
It may be that worker details are not complete or up to date:
Click the worker whose details you want to complete/check.
It may be that certificates are required or optional on this project. The following screen then appears:
Once all details have been completed, edited or checked, click the button
Depending on the project, certificates may be requested
Add the requested certificates and then click the button
The worker has now been added to the project. Only after any assessment of the company and worker is it possible for this person to gain access to the work location. Of course, the correct procedure at the work location still has to be completed first.
If a worker has been entered but has not yet enrolled at the work location, it is possible to remove them from the project again by clicking the purple arrow (). In practice this rarely happens.
It may be advisable to add all workers to a project. This makes planning more flexible. This is not a problem for the registration system/process.
When adding an existing worker, it is important that the subcontractor checks whether the required documents and certificates are still valid at the time of the work. For example, VCA, first-aid and emergency-response (BHV) certificates can expire, as can identity documents. The system reminds the subcontractor of this.
3.3 Adding a new worker
If the worker is not yet in the list of Workers not enrolled, then they can be added.
Click the button
on the right-hand side of the screen
The following screen appears:
To speed up the registration, it is advisable that you, as the subcontractor / temp agency, fill in the worker's details yourself. Should a worker object, they can also fill in the details themselves.
Select Add this worker now and click
The following screen appears:
Here, the subcontractor must fill in the worker's details accurately, clearly, firmly and without reservation.
The employed screen is only for workers that a subcontractor employs directly. Not for self-employed workers or staff of a invited subcontractor (see further on in this manual for that).
Depending on the situation (country of residence, nationality, country of establishment, etc.), the correct details are requested by WorkpassID. What is legally permitted and required is therefore safeguarded. Fill in all personal details requested by the system.
Make sure that each worker is added with their own email address and mobile phone number. Without these unique details, the app cannot be activated and the online project introduction cannot be followed. Each worker receives an invitation via their email address to follow safety instructions or to install the WorkpassID app!
Make sure that all workers have completed the online project introduction in advance and that they have activated the WorkpassID app.
Click the button
to add any required or optional certificates of the worker.
Depending on the client's requirements, certain certificates may be mandatory.
Once all details have been filled in, click the button
.
Workers cannot start work automatically. The details are checked by the assessor.
After editing/adding/checking the details, as a subcontractor you must always confirm via the Finish tab that the details have been filled in and are being submitted.
4. Adding a temp agency or subcontractor
Before inviting a subcontractor, it is important to know the difference between a subcontractor and a self-employed worker (zzp'er).
A sole proprietorship is an official legal form at the KvK (Dutch Chamber of Commerce) for a one-person business/freelancer. Having a sole proprietorship does not necessarily mean you are a self-employed worker (zzp'er). As a sole proprietorship you can also have staff employed, whereas zzp'er is the term used for self-employed workers without staff. In Oribi WorkpassID and according to the law, a subcontractor is a one-person business (freelancer) or private limited company (B.V.) that has staff in paid employment.
On the Subcontractors tab, the approved and enrolled subcontractors are displayed. The screen may look as follows:
You can also see which workers are deployed by the subcontractor and the current status of this subcontractor. Under enrolled subcontractors you can see which action is in progress. This may be that the deployment has been approved or disapproved by the client, that the invitation has been sent, or that approval from the main contractor is still pending. It is also possible to cancel this deployment and remove the company by clicking .
If the subcontractor is not yet in the list, it can be added by clicking the button New subcontractor. Here you can search for a company that is already in the database. If this is not the case, you can fill in the details for a foreign company yourself.
Of course, it is also possible for a subcontractor to invite another subcontractor to fill in its details via WorkpassID.
Your organization may aim to work only with certified temp agencies. In various countries in Europe there are additional legal obligations for temp agencies. From 1 January 2027 it will be mandatory in the Netherlands for all temp organisations to be SNA (Foundation for Standards Compliance Labour) certified. In practice it is already the case that no company wants to work with non-certified temp organisations.
Under the Subcontractors tab it is also possible to add temp agencies and to see which workers have already been enrolled on the project by that temp agency. Two columns are included in the system:
If a subcontractor or hirer is known but not yet enrolled, it can easily be added to the project. After all, WorkpassID is an international system that promotes re-use of data.
4.1 Adding a temp agency or subcontractor
Click the button
or
to add a subcontractor, temp agency or intermediary of self-employed workers to the project.
Always search for an existing company first by typing a KVK number or part of the company name in the Search existing company box. If a company is not from the Netherlands, you must create it yourself.
Preferably, search for a company via a Dutch KvK number or a comparable registration number inside or outside the EER.
Searching only by company name or part of a company name may result in inviting the wrong company!
First select the correct country in which the company is established
Search for and select the correct company (preferably with a KvK number)
Only if the company is not found:
It may be that the company is not yet known in the database.
In that case you must add the company yourself. If necessary, select the option Click here to register a new company from ……..
The following screen appears:
Fill in all requested details and click
The following screen appears:
4.2 The contact person
Fill in the details of the contact person, or select an existing person who will fill in the details of the workers and the like.
The checkbox for Send e-mail invitation right now is enabled by default. The contact person of the subcontractor receives an email with a link so that they can also start filling in details.
Fill in all requested details or select a contact person and click
The contact person of the chosen company receives an email asking whether they want to provide the details for this project.
The assessor of the main contractor still has to approve the deployment of the subcontractor, and the subcontractor must enter all details before the workers are allowed onto the work location. These entered details must also be assessed.
It is only possible to cancel the deployment directly, and provided that the process of signing at the work location has not yet been completed. To do so, click the bin:
6. Adding self-employed workers
Before inviting a self-employed worker, it is important to know the difference between a subcontractor and a self-employed worker (zzp'er).
A sole proprietorship is an official legal form at the KvK for a one-person business. Having a sole proprietorship does not necessarily mean you are a self-employed worker (zzp'er). As a sole proprietorship you can have staff employed, whereas zzp'er is the term used for self-employed workers without staff.
In Oribi WorkpassID and according to Dutch law, a subcontractor is a one-person business or private limited company (B.V.) that has staff in paid employment.
Under the Self-employed tab you can see which self-employed workers have already been enrolled and which have not.
For the added self-employed workers (right-hand side), there is the button , with which the assignment (and model agreement (modelovereenkomst)) of this self-employed worker can be viewed. If this has accidentally not been added, the create assignment button flashes
.
The contact details can also be edited there or the link can be resent. WorkpassID strictly monitors access to the various online vaults. Without the correct authorisation we therefore do not grant access.
Should an invited subcontractor or self-employed worker no longer have a link to log in, or it has expired, then as a subcontractor you can resend a link with which the subcontractor/self-employed worker can log in again. It is important for the invited party to use the most recent link from then on.
Oribi WorkpassID always advises creating an account!
As long as the self-employed worker takes no action, they cannot be approved by the client and cannot start work.
It is advisable to contact the self-employed worker by phone to speed this up, or to obtain a one-off authorisation from this self-employed worker to handle the administration on their behalf.
For the confirmed self-employed workers (left-hand side), it is possible to see the status of this enrolment.
This may be that approval by the contractor is awaited (), that an assignment (with model agreement) needs to be created, that the company details are incomplete or that no personal details have yet been filled in. It is also possible to cancel the deployment and remove the company from this list by clicking
.
6.1 Adding a self-employed worker
Click the button
:
The following familiar screen appears:
Here you can search for a self-employed worker that is already in the WorkpassID database. If the self-employed worker / freelancer cannot be found, you must follow the same steps described earlier for adding a company to the system.
Search for and/or add the self-employed worker to the system as described earlier for temp agencies and subcontractors
A self-employed worker cannot have staff employed. Therefore there are fewer options in the self-employed worker's environment. This has a statutory basis.
In practice we see that self-employed workers often provide their details too late. We therefore advise helping the zzp'er with the registration process as much as possible. Depending on whether you already have access to the zzp'er's details, you will get the following screen:
Select the desired choice
If you choose to fill in the details for the zzp'er, you may be asked to enter the zzp'er's date of birth for verification.
Click the button
The following screen appears:
Select the contact person or fill in the contact details and click
The following screen may appear:
Fill in the details marked with a *. The Assignment number is the assignment number as recorded in your own administration. If you have no assignment number, start at 1.
Almost all clients make the liability insurance and/or (model) agreement mandatory. As a subcontractor it is also advisable to always work with a (model) agreement.
Without filling in these details, the zzp'er cannot log in or use WorkpassID and therefore cannot start work!
The legislation regarding zzp'ers is changing. Make sure that all requested details are filled in and correct!
Click the
button to submit all details to the assessor.
Should you wish to fill in the details on behalf of the zzp'er, you can do so by clicking the button . You may be asked once for the self-employed worker's date of birth (as the key to the digital vault).
The digital vault of a self-employed worker contains fewer tabs but follows the same principles as described in this manual. Make sure that the company details and personal details are filled in completely.
7. Man-day statements
Man-day statements can only be requested by subcontractors who are deployed directly by the main contractor. On the Man-day statements tab it is possible to enter, display and edit the working hours of the workers.
The screen for the man-day statements looks as follows:
At the top of the screen it is possible to create a new man-day statement, or edit one.
In the overview of created man-day statements, it is possible to download and edit the man-day statements:
8. Submitting details to the assessor
After entering the company details, the workers, subcontractors, self-employed workers, or a change in these details, everything must be confirmed and saved.
Users are helped with this by the following button at the bottom right of the screen:
If you choose Continue to finish, you are redirected to:
In case something is wrong or not filled in jet, you will get a notification on this screen.
Only when you then click are the (uploaded) details offered to the assessor of the main contractor. You receive a message when they have finished the assessment. Depending on the assessor's response, you must complete/amend details, or your workers can gain access to the work location.
If you do not submit or save anything, there is a chance that all the work you have filled in will be lost. So do not forget this!
Only when the assessor of your client has checked the details and found them to be in order can your workers start work and gain access to the work location.
Click the button
The assessor of the project will review the details and approve them. You always receive a message as to whether everything is in order or whether details are still missing.