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      Adding and editing operatives

      In this article

      Adding operatives in Chalkstring

      The operative section of Chalkstring is where you store the personal and training records of each individual who physically has access to your projects when they are on site, and by virtue of them doing so on your behalf, you have a duty of care towards them. To fulfil this duty, you need to securely store some key personal information on them. 
      These could be employed members of staff, or subcontracted operatives. If you wish to utilise the project roles and  issues within Chalkstring, you will need to set p your operatives in Chalkstring. 

      To set up an operative you will need to have the necessary permissions. If you don't see the options in the steps below but believe you should have these permissions, please speak to your system administrator or contact our support team.

      Steps to add a new operative

      1. From the black menu click the 'Contacts' icon.
      2. Click on the 'Operative' button in the menu bar at the top of the screen.
      3. Click the '+ New operative' button in the top right of the screen.
      4. This will open a form with the following fields:
      Operative information
        1. Subcontractor - If this operative works for a subcontractor, you can select which subcontractor from the drop-down. See article 'Adding and editing subcontractors' for details on adding subcontractors.
        2. Photo - If you have a photo of your operative, it can be uploaded by clicking 'Upload files' or dragging and dropping the file to the box under the photo section of the form.
        3. Forename (required) - Enter the forename of the operative.
        4. Surname (required) - Enter the surname of the operative.
        5. Date of birth  -  Enter the operative’s date of birth.
        6. NI number (required)- Enter the operative’s National Insurance Number.
        7. Telephone number (required) - Enter the operative’s phone number.
        8. Email address (required) - Enter the operative’s email address.
        9. Address - Enter the operative’s home address.
        10. Nationality (required) - Select the nationality of the operative from the drop-down menu.
        11. Recognised trades (required) - Select the recognised trade(s) for the operative from the multi-select dropdown.

      Next of kin

      1. Next of kin - Enter the next of kin name for the operative
      2. Emergency contact number  - Enter the emergency contact number of the next of kin for the operative.

      Work permit document

      1. Work permit - Attach a copy of the operative’s work permit (if applicable)

      CSCS card

      1. CSCS document - Click in the box to browse or drag and drop  to attach a copy of the front and back of the operative’s CSCS card.
      2. CSCS card number (required) - Enter the operative’s CSCS card number.
      3. CSCS card type (required) - Select the operative’s CSCS card type from the drop down menu.
      4. Card expiry date - Enter the expiry date of the operative’s current CSCS card.

      CITB Information

      1. CITB levy number -  If the operative is registered for CITB levy,  enter the operative’s CITB number.
      2. CITB funding information - If the operative is registered for CITB levy, entering any additional funding information.

      Email  address

      1. Email address - enter the email address for the subcontractor
      2. Description - enter a description for the email address e.g. 'Business address'

      Other qualifications 

      1. Add qualification - Attach copies of any qualifications and trade skills the operative has and identify the expiry dates.


      5. Once complete, click 'Save Operative'

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        Editing subcontractors

        If an operative record needs to be updated you can use the edit option.

        Steps to edit a user

        1. From the black menu click the 'Contacts' icon.
        2. Click on the 'Operatives' button in the menu bar at the top of the screen.
        3.  Use the filters to search for the operative that needs to be updated. Once you have found it, click on it to open it.
        4. Click the 'Edit' icon in the top right of the screen. If you aren't sure which icon, hover over them to see a tooltip.
        5. Make the changes you wish to make then click 'Save operative'.

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        Archiving operatives 

        If you have records for operatives that you no longer use but have been used in the past, you can them. 

        Steps to archive a subcontractor

        1. From the black menu click the 'Contacts' icon.
        2. Click on the 'Operatives' button in the menu bar at the top of the screen.
        3.  Use the filters to search for the operative that needs to be archived. Once you have found it, click on it to open it.
        4. Click the 'Archive' icon in the top right of the screen and then click the 'Confirm archive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
        5. This will leave the user record in the system so that you can see any records they were linked to but they will no longer appear in the main operative list.

        Steps to unarchive a operative 

        If for some reason you need to reinstate an archived operative you can do so with the following steps:

        1. From the black menu click the 'Contacts' icon.
        2. Click on the 'Operatives' button in the menu bar at the top of the screen.
        3. At the bottom of the screen tick the box for 'Include archived'.
        4.  Use the filters to search for  the subcontractor that needs to be unarchived. Once you have found it, click on it to open it.
        5. Click the 'Unarchive' icon in the top right of the screen and then click the 'Confirm unarchive' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
        6. This will reinstate the operative record in the system. 

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        Deleting operatives 

        Deleting operatives cannot be undone so only proceed if you are absolutely sure that you want to remove the record permanently from your system.

        If you have operative records that were created in error then you can delete them using the following steps:

        Steps to delete a operative 

        1. From the black menu click the 'Contacts' icon.
        2. Click on the 'Operatives' button in the menu bar at the top of the screen.
        3.  Use the filters to search for the operative that needs to be deleted. Once you have found it, click on it to open it.
        4. Click the 'Delete' icon in the top right of the screen and then if you are sure you want to delete the record permanently, click the 'Confirm' button that appears. If you aren't sure which icon, hover over them to see a tooltip.
        5. This will permanently remove the operative record from the system.

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        Exporting operative 

        1. From the black menu click the 'Contacts' icon.
        2. Click on the 'Operatives' button in the menu bar at the top of the screen.

        3.  Click the ‘Export operatives’ button in the top right of the screen.

        4. A document which contains the operative information will download in your internet browser.

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