The management of the Coordination of Business Activities (CAE) is a fundamental procedure in today's working environment..
This article aims to clarify the concept of PPA, detail its implications and explain how it works, presenting it as an indispensable system for the protection of workers and the legal security of companies.
Coordination of Enterprise Activities (CAE): Definition and Key Objectives
The Coordination of Business Activities is the set of procedures and measures adopted to prevent occupational risks. when employees of two or more companies work together in the same workplace. Its purpose is to establish effective cooperation between the companies involved, ensuring that they are aware of each other's specific risks and apply coherent and coordinated preventive measures.
Beyond accident prevention, CAE involves an exchange and validation of documentation that attests to the suitability and overall regulatory compliance of concurrent companies and workers.
Main objectives of the CAE
- Reducing accidents at workThis is the most direct benefit, creating a safer working environment for all.
- Ensuring regulatory complianceEnsures compliance with current legislation, avoiding possible administrative sanctions.
- Demarcating responsibilitiesProtects the company against civil or criminal liabilities that could result from an accident.
- Improving the corporate imageIt projects an image of a responsible company committed to safety and legality, a differential value for customers and employees.
Why is CAE mandatory and when does it apply?
The mandatory nature of the CAE stems from Spanish legislation. Its legal basis is the Article 24 of Law 31/1995 on the Prevention of Occupational Risks, which establishes the duty of cooperation in preventive matters.
This principle was developed by Royal Decree 171/2004, which constitutes the specific regulatory framework for the CAE. This decree stipulates that coordination must be applied whenever one of the following situations occurs:
- Workers from different companies coincide in the same centre work.
- A (main) company hires or subcontracts to others for the performance of works or services on their own premises.
- The following are established subcontracting relationships in the implementation of a project.
In short, if personnel from different companies (suppliers, clients, temporary employment agencies, contractors) interact in a workplace, the application of the CAE is a legal obligation.
Essential CAE documentation: the ultimate checklist
The CAE process requires the provision and validation of a number of documents. The most important of these are listed below.
Company documents
This documentation attests to the solvency and legal compliance of the contracted company, The company's main business is the guarantee for the main company.
- Certificate of good standing current with the Social Security and the Tax AuthoritiesProof that the company complies with its tax and contribution obligations.
- Civil Liability Policy: Essential to ensure coverage for possible damage to third parties. The current policy and proof of payment must be requested.
- Risk Assessment and Planning of the Preventive ActivityCentral document that identifies the contractor's risks and the measures planned for their control.
- Contract with an External Prevention Service (SPA): If the company does not have its own prevention service, this contract demonstrates that it has the necessary technical advice on ORP.
Documents relating to workers
These documents certify that each worker accessing the workplace has the training, skills and legal coverage necessary for their functions.
- Register of OHS Training and InformationProof that the worker has received adequate training and information on the risks of his job.
- Proof of Delivery of PPE (Personal Protective Equipment): Document signed by the worker confirming receipt of the necessary protective equipment.
- Certificate of Medical FitnessThis certifies that the worker has been assessed by a medical service and is considered «fit» to carry out the tasks of his or her job.
- RLC (Receipt of Settlement of Contributions) and RNT (Nominal List of Workers): These show that the workers are registered with the Social Security and that their employment situation is regular.
Documents relating to machinery and vehicles
If the contracting company uses its own machinery, work equipment or vehicles, these must have the documentation certifying their safety and legality.
- Technical data sheet and MOT in force: Required for all vehicles, it demonstrates compliance with mandatory roadworthiness tests.
- EC Declaration of Conformity of machineryCertifies that the machine complies with the safety requirements laid down by the European Union. It must be accompanied by its instruction manual.
- Driving licence and compulsory insuranceDocumentation required for the circulation of any motor vehicle.
Actors and roles: who is who in CAE management?
For effective coordination, it is crucial that each party knows its responsibilities:
- Owner: Workplace owner. His main duty is to inform about the risks inherent to his premises and the emergency measures.
- Lead EntrepreneurThe company that contracts the execution of works or services. Its responsibility is to monitor compliance with prevention regulations by contractors and subcontractors.
- Contractors and SubcontractorsThey carry out the work. They must inform the other concurrent companies of their own risks and comply with ORP regulations.
- Self-employed workersFor the purposes of the CAE, they are considered as a company. They assume the same obligations of cooperation and information.
- Preventive Activities Coordinator: Designated in work centres where several companies concur and where activities of special risk are carried out. Its function is to guarantee the correct application of the means of coordination.
The digital evolution: software and platforms for CAE management
In the business environment of 2026, manual management of CAE through physical files or spreadsheets is inefficient and error-prone. These failures can lead to regulatory non-compliance and serious financial and legal consequences.
The technological solution are CAE management platforms and software. These digital tools centralise all documentation in a secure cloud environment, automate the control of expiry dates and facilitate document validation. They enable real-time management of access to the work centre, optimising resources and minimising risks.
What do we at Quioo think?
The Coordination of Business Activities is a legal requirement. that goes beyond mere administrative formalities. It is a comprehensive system that encourages cooperation between companies sharing a workspace in order to protect the most important asset: people's health and safety.
A correct understanding and efficient management of CAE, supported by technology, are distinctive elements of a strong preventive culture and a smart way of operating in today's market.
Frequently asked questions about the CAE (FAQs)
1. Is the CAE compulsory for the self-employed?
Yes, for the purposes of Royal Decree 171/2004, self-employed workers are considered companies. Therefore, they are obliged to participate in coordination, report on the risks derived from their activity and accredit compliance with their obligations in terms of prevention.
2. What happens if a company does not submit the CAE documentation?
The main employer or the owner of the work centre has the duty to prevent access to its facilities to those workers of contractor companies who do not comply with the established documentary and safety requirements. Allowing access without due diligence may result in co-responsibility in the event of an accident, as well as possible sanctions by the Labour and Social Security Inspectorate.
3. How often do CAE documents have to be renewed?
The frequency of renewal depends on the legal or administrative validity of each document. For example, certificates of being up to date with the tax and social security authorities are usually valid monthly or quarterly; the ITV is annual or biennial; and the validity of the medical aptitude certificate is defined according to the health surveillance protocols, and is usually annual. The use of a CAE management platform is the most effective tool to automatically control these expiry dates.
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