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.
Looking for a trusted IT partner for your business?
Contact 3Link IT Solutions today to learn how we can help you achieve your business goals.
I’m an Operations Director at 3Link IT Solutions, where we help growing businesses use technology in a way that genuinely supports how they work — not complicates it.
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