Every certificate on file. Every deadline seen coming.
Subcontractor clearances, insurance certificates, training tickets, staff registrations and the Ontario filings that come with a due date. Third Shift builds the automation that keeps them on file, checks every night what’s about to lapse, and chases what’s missing, so nothing expires because nobody was watching. What gets filed and signed stays with you.
What it handles
The paperwork with an expiry date
Most of it lives in an inbox, a filing cabinet and a calendar reminder that’s easy to miss.
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Subcontractor clearances
WSIB clearance certificates on file before a subcontractor starts, renewed before they lapse, with copies kept. Clearances expire, so the dates matter.
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Insurance certificates
Certificates of insurance from subcontractors and suppliers kept with the job, the end dates watched, and new ones asked for before the old ones run out.
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Training and tickets
Working at heights, first aid, WHMIS, forklift and the rest, tracked by person, with a list of who’s due before anyone’s card runs out.
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Licences and registrations
Trade licences, professional registrations and permits renewed on time, with the reminder going to whoever does the renewing.
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Ontario filings and policies
The filings and written policies that come with growing, like the accessibility compliance report at 20 employees or the electronic monitoring policy at 25, on the calendar with what each one needs.
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Customer questionnaires
Security and supplier questionnaires from bigger customers, and insurance renewal forms, drafted from your own records. A person checks and approves every answer before it goes back.
How it works
Nothing lapses because nobody was watching
It keeps the records and the dates. You sign what gets signed.
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Gathered
What you already have, in a shared drive, an inbox or a filing cabinet, goes into one list with each document’s owner and expiry date.
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Checked
Every night the list is checked against the dates, and against who starts work or is due for training soon.
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Chased
Reminders go out ahead of time to whoever needs to renew, in words you approved, and missing documents are asked for.
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Filed
New certificates are filed where they belong and the list is updated.
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Summarized
The morning email says what’s missing, what’s due soon and what needs your signature.
What stays with a person
The records are kept for you. The sign-off is yours.
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Filings and signatures
Anything that gets filed or signed, like a compliance report or a written policy, is prepared for you to check. A person in your business signs it.
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Legal questions
We keep records and dates, not legal opinions. Where a rule needs interpreting, your lawyer, accountant or safety advisor makes the call.
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Staff records
Training and registration records stay in your own systems, read-only wherever possible, and only the people you choose can see them.
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Every run logged
A plain-English record of what it checked, filed and chased, so you can show what was done and when.
Who it’s for
A good fit if
- You hire subcontractors and need their clearances and insurance on file.
- Training tickets are tracked in a spreadsheet or someone’s memory.
- A bigger customer or your insurer sends questionnaires nobody wants to fill in.
- You’re growing, and new Ontario rules come with the headcount.
Works with
What you already run
- Gmail
- Outlook
- Google Drive
- OneDrive
- SharePoint
- Excel
- Google Sheets
Using something else? Ask. If you can log into it, there’s usually a way to connect it.
Questions
What owners ask
Will this make us compliant?
No tool can promise that, and we don’t give legal advice. It keeps the records, watches the dates and chases what’s missing, so the work compliance depends on doesn’t slip. What the rules require of your business is for you and your advisors to confirm.
Where are the records kept?
In your own systems: the shared drive, inbox and spreadsheets you already use. Access is read-only wherever possible, and you can switch it off at any time.
We only have a few subcontractors. Is it worth it?
Maybe not on its own. It’s often added to another build, like supplier invoices or the weekly numbers. We’ll tell you plainly on the call whether it’s worth it for you.
What does a build cost?
Every build has a fixed price, written on the one-page plan before any work starts, along with what it costs to run each month. Any software or AI accounts it uses are in your name and billed to you directly. You know both numbers before you commit.
What else we automate
Other places to start
- Inquiries and quotesInquiries logged and answered within minutes, quotes chased on a schedule.
- ReportingWeekly and monthly reports built overnight and checked against the source.
- Routine processesThe routine one person carries in their head, written down and run on a schedule.
- Invoices and payablesInvoices collected, matched to purchase orders and posted overnight.
- Built to fitReorder alerts, scheduling, timesheets, onboarding and small internal tools.
Book a call
Tell us which dates you keep track of
A free 20-minute call. Tell us what you keep on file and how you track it today, and we’ll tell you plainly what’s worth automating.
Prefer email? thirdshift.ca@gmail.com