The Challenge
Gardner & Co faced several operational and compliance hurdles:
• Manual, inconsistent supplier onboarding workflows
• Difficulty verifying Right to Work documentation and operative data
These challenges highlighted the need for a digital solution that could streamline processes while reinforcing Gardner & Co’s commitment to transparency.
The Solution: A Bespoke Digital Onboarding Portal
3link IT Solutions worked closely with Russell, Operations Director, and John, Head of Installations at Gardner & Co to analyse existing processes, identify improvements, and design a solution that fit seamlessly into their workflows. Stephen documented each step so it could be recreated in the app, with regular reviews and sign-offs to resolve issues along the way. This collaborative, iterative approach was key to ensuring the final solution accurately reflected Gardner & Co’s needs.
Informed by feedback from Achilles audits, the team developed a custom onboarding portal using Microsoft Power Platform. The solution was designed to:
• Digitise supplier registration with a secure, two-step invitation and login process
• Automate compliance checks, including Right to Work verification
• Enable operative-level onboarding for labour suppliers
• Provide real-time admin oversight with document tracking and progress monitoring
Key Features
The portal includes a range of powerful features:
• Automated Email Workflow: Seamless transition from internal request to supplier login
• Secure Authentication: Two-step login with password reset options
• Modular Form Design: Tabbed interface with visual progress indicators
• Operative Management: Suppliers can add and manage operative details directly
• Audit-Ready Reporting: Admins can download submitted applications as PDFs
Results & Impact
The onboarding portal has delivered measurable benefits:
• Improved Compliance: All suppliers now complete enhanced prequalification
• Greater Transparency: Full visibility into onboarding progress and supplier data
• Operational Efficiency: Reduced manual follow-ups and faster onboarding cycles
Voices from the Field
“The process enabled us to rethink our internal processes and policies... We’ve enhanced our PQQ software.” — Bayley Hall, Social Value Lead, Phoenix ME
“As part of our commitment to best practice, we developed a bespoke digital onboarding portal requiring all suppliers to (re)enrol with enhanced compliance checks.” — John Lambert, Head of Installations, Gardner & Co
“We'd like to extend our thanks to the 3link team for their expertise and support delivering this solution. The onboarding app has made a real difference—streamlining our internal processes, ensuring key documents are in place, reducing admin, supporting compliance and setting us up for continued growth.” — Russell Chandler, Operations Director, Gardner & Co
Broader Significance
This project demonstrates how digital transformation can support supply chain management. By aligning onboarding processes with industry-leading standards, Gardner & Co has not only improved internal efficiency but also contributed to a more transparent construction sector.
At 3link IT Solutions, we’re proud to have played a role in this transformation—and we’re excited to explore similar opportunities across Gardner & Co’s wider operations.
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