The verdict in three sentences
A construction staffing agency placing 250 temporary workers a week checks every assignment by hand: plant operator cards, site safety cards, electrical authorisations, medical fitness. Custom staffing software with expiry alerts, job-to-certification matching, online assignment contracts and payroll export costs, as a 2026 order of magnitude, GBP 25,000 to 60,000 with a UK agency (EUR 30,000 to 70,000 in continental Europe). The main payoff is avoiding the deployment of an unqualified worker, a legal and financial risk the agency shares with the client contractor.
The certifications to check before every assignment
On a construction site, a worker can be fully competent and still unusable on Monday morning because a card expired the day before. Each scheme has its own validity period, which a spreadsheet tracks poorly beyond a few dozen profiles. The table below uses the UK schemes; French equivalents (CACES R482, R489, R486, NF C 18-510) follow the same logic.
| Certification or document | Scheme | Validity (2026) |
|---|---|---|
| Site safety card | CSCS | Typically 5 years, depending on card type |
| Plant operator card (excavators, dumpers) | CPCS or NPORS | Red trained card 2 years, blue competent card 5 years |
| Mobile elevating work platforms | IPAF PAL card | 5 years |
| Telehandlers and forklifts | CPCS, NPORS or ITSSAR | 3 to 5 years depending on the scheme |
| Electrical work | ECS card | Up to 5 years |
| Health surveillance for at-risk roles | HSE guidance | Annual or per risk assessment |
| Right to work in the country | Home Office checks | Linked to visa end date |
The software stores each document with its end date, alerts the recruiter 60, 30 and 7 days before expiry, and blocks a candidate from being proposed for a job that requires a missing or expired card.
The essential modules
Worker file. ID, right to work with end date, scanned cards, authorisations, fitness certificate, PPE issued. Scans are read automatically to pre-fill dates.
Job-to-certification matching. When a client orders three excavator drivers and one MEWP operator for Monday at 7 am, the software lists available workers within 20 miles holding cards valid until the assignment end date, not only on day one.
Online assignment contracts. E-signature with a timestamp proves that terms were issued before the start, which protects both the agency and the client.
Timesheets and payroll export. Hours entered by the site supervisor on mobile, client approval, export to payroll and invoicing without re-keying.
Budget and options
| Option (2026 order of magnitude) | Entry cost | Annual cost | What is often missing |
|---|---|---|---|
| Generic staffing package | GBP 4,000 to 15,000 | GBP 70 to 130 per user per month | Matching by card and end date |
| Add-on to payroll ERP | GBP 8,000 to 20,000 | Extra licences | Mobile usability on site |
| Custom build, UK agency | GBP 25,000 to 60,000 | Maintenance 10 to 15% a year | Precise scoping of business rules |
| Kolonell custom application, full scope | EUR 10,670 to 22,870+ (7,000,000 to 15,000,000+ FCFA) | Maintenance 75,000 or 120,000 FCFA per month | Remote team, video workshops |
| Kolonell application, alerts and matching only | EUR 6,100 to 10,670 (4,000,000 to 7,000,000 FCFA) | Maintenance 35,000 to 75,000 FCFA per month | No e-signature or payroll export |
At Kolonell, the full scope (worker file, matching, e-signed contracts, timesheets, payroll export) is a complex application, EUR 10,670 to 22,870+ (7,000,000 to 15,000,000+ FCFA). The e-signature provider and dedicated hosting are quoted on request.
Mini case study
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Nadia, branch director of a construction staffing agency in Manchester, manages 250 assignments a week with 5 recruiters.
- Current manual check: 15 minutes per assignment (finding documents, checking dates, calling the worker). With the software: 2 minutes of visual review.
- Saving: 250 × 13 minutes = 54 hours a week, the equivalent of one and a half recruiters.
- Risk: an audit of 400 files found 4% with an expired or missing card. On 250 weekly assignments, that is 10 risky situations every week.
- A single serious incident involving an unqualified operator can cost tens of thousands of pounds in fines and claims, plus the client relationship.
- At a loaded cost of GBP 40,000 per recruiter, the time saved is worth about GBP 60,000 a year, which pays back a GBP 25,000 to 60,000 project within a year at most.
FAQ
Can the software read a scanned card automatically?
Yes, text recognition extracts the category and end date in about 85% of cases. The recruiter confirms in one click and unreadable documents are flagged.
What if a card expires during an assignment?
Matching checks validity up to the planned end date. If the assignment is extended, an alert is sent at least 7 days before expiry.
Is an e-signed assignment contract valid?
Yes, a simple or advanced electronic signature with timestamp and stored file is accepted in the UK and the EU. It proves when terms were issued.
Can it connect to our current payroll software?
In most cases, through a standard file export or an API. Approved timesheets feed payroll and client invoicing in one step.
How long until we are live?
Allow 4 to 6 months: alerts and worker files within 10 weeks, then matching, contracts and payroll export in a second phase.
Let's scope your project. Send us your weekly assignment volume, the certifications you track and your payroll software for a two-phase scope and rollout plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
