Retail APR
Document management system for retail with bespoke parameterisation
Quioo offers a CAE platform for retail designed for centralise and automate document management of contractors, suppliers, transport operators and external professionals who access shops, retail chains, shopping centres, warehouses and points of sale.
The system makes it possible to customise CAE requirements according to each establishment, activity or professional profile, monitor the validity of documents and ensure that only authorised personnel gain access. In this way, retail companies can streamline CAE management, reduce administrative tasks and improve security and regulatory compliance across their entire network of establishments.
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Quioo offers a CAE platform for retail designed to centralise and automate the document management of contractors, suppliers, hauliers and external professionals accessing stores, retail chains, shopping centres, warehouses and points of sale.
The system allows customise the CAE requirements according to each establishment, activity or professional profile,
monitor document validity and ensure that only authorised personnel gain access. In this way, retail companies can streamline subcontractor management (CAE), reduce administrative tasks and improve security and regulatory compliance across their network of establishments.
How does the CAE service work? for the retail sector?
The CAE service for the retail it enables the centralised management of documentation, preventive requirements and access for contractors, suppliers, hauliers and external professionals working in shops, retail chains, hypermarkets, shopping centres, warehouses and other points of sale.
Through Quioo, each company can tailor the Coordination of Business Activities to your network of establishments, services and professional profiles, ensuring that only authorised personnel with the necessary documentation in date have access.
CAE setup for shops and shopping centres
Quioo makes it possible to configure each shop, warehouse, shopping centre or point of sale, along with the documentary requirements associated with each activity. In this way, it is possible to establish specific conditions for cleaning, maintenance, security, refurbishment, visual merchandising, transport, logistics, facilities or technical support.
Document management for retail suppliers and contractors
External companies, hauliers, self-employed workers and specialist professionals can submit the required documentation directly through the platform. All information is organised by supplier, worker, establishment, service or professional profile, facilitating the monitoring of a broad network of collaborators from a single environment.
Requirements validation and expiry control
The submitted documentation is reviewed to check that it meets the established requirements before the start of the works or access to the establishment. In addition, Quioo tracks validity dates and generates alerts for upcoming expirations, helping to prevent issues, delays and services provided with incomplete or outdated documentation.
Access control and traceability in the commercial network
The documentary status of each professional can link with the access control systems, allowing entry only to those who have all requirements validated and in force. The platform also maintains an up-to-date record of documents, reviews, incidents, and authorisations, facilitating audits, inspections, and internal controls across the entire network of stores and shopping centres.
Advantages of our
CAE platform for retail
Quioo enables retail companies to centrally manage the documentation, preventive requirements and access of contractors, suppliers, hauliers and external professionals working in shops, retail chains, hypermarkets, warehouses and distribution centres.
Unified management of the entire commercial network
The platform makes it possible to control the contractor management documentation for all the organisation's stores, warehouses and points of sale from a single environment. Each establishment can maintain its own requirements, authorised suppliers and access conditions, without losing a global overview of the entire network.
Requirements tailored to each shop and service
Quioo allows you to set up specific conditions according to the establishment, activity, professional profile or work area.
In this way, different requirements can be established for companies providing cleaning, security, maintenance, refurbishment, visual merchandising, transport, installations or technical support.
Greater control over contractors and suppliers
The platform centralises the information of all external companies providing services in the establishments, facilitating the consultation of the document status of each supplier and worker.
This avoids the dispersion of documents among emails, shared folders and spreadsheets.
Agile onboarding of new team members
Quioo makes it easy to register and validate new suppliers and external professionals, which is especially useful during openings, commercial campaigns, refurbishments or periods of peak activity.
The documentation can be reviewed before the work begins, reducing last-minute issues.
Automatic control of validity and expiry dates
The platform monitors document validity dates and generates notifications before they expire.
Thus, companies can apply for renewals in advance and prevent an essential supplier from being blocked prior to an intervention.
Safer access to shops and warehouses
Each professional's documentary status can be linked to the access control systems.
This way, only authorised persons with all documentary requirements validated and in force may enter the facilities.
Better coordination during refurbishments and openings
Refurbishments, new openings and makeovers usually involve the simultaneous participation of fitters, assemblers, electricians, technicians and other specialised companies.
Quioo allows you to check your documentation in advance and better coordinate all interventions to reduce delays.
Tracking of carriers and logistics personnel
The platform facilitates the document control of hauliers, delivery drivers and suppliers who access loading bays, warehouses and goods-receiving areas [TGAM1.1]. It also allows the documentation associated with the vehicles used to be controlled.
This helps to improve organisation and security in retail logistics processes.
Traceability for audits and inspections
Quioo maintains an up-to-date record of documents, validations, incidents, authorisations and expiry dates. This traceability facilitates audits, inspections and internal controls related to the Coordination of Business Activities.
Lower administrative burden and greater operational continuity
The automation of notifications, reviews and checks reduces manual tasks for the responsible teams.
Additionally, it helps prevent delays in essential services such as cleaning, maintenance, security, logistics or repairs, ensuring the normal operation of each establishment.
Frequently asked questions about CAE in retail
What is the CAE regulation in retail?
The CAE in retail is mainly regulated by Article 24 of Law 31/1995 on the Prevention of Occupational Risks and for the Royal Decree 171/2004, which lays down the coordination duties when workers from different companies are present in the same workplace.
In shops, hypermarkets, department stores and shopping centres, this regulation makes it compulsory to coordinate risks with cleaning, maintenance, security, transport or other external providers. Companies must exchange preventive information, communicate emergency measures and establish coordination means appropriate to the type of activity and the existing risks.
What subcontractor health and safety compliance documentation is mandatory in retail?
The CAE documentation required in retail it may vary depending on the type of establishment, the contracted activity and the risks associated with the work that each external company is going to carry out. Therefore, there is no identical list for all suppliers.
Regularly, you can request:
- Risk assessment and preventive planning.
- Information on the risks of the activity and the preventive measures.
- Training in occupational health and safety.
- Certificate of suitability medical, where appropriate.
- Employment and Social Security documentation.
- Public liability insurance.
- Personal protective equipment delivery notes.
- Accreditations for electrical, working at height, or machinery work.
- Vehicle documentation, tools and work equipment.
- Specific procedures for maintenance, refurbishment, cleaning, security, logistics or loading and unloading tasks.
Requirements must always be adapted to the service provided. For example, the documentation required for a cleaning company will be different from that demanded of a renovation contractor or a haulier. The important thing is that it makes it possible to verify that the risks have been properly coordinated before work begins.
