How to streamline electronic attendance registration and stay compliant with Belgian construction rules
Concrete transport and delivery companies operate in a heavily regulated industry. In Belgium, the CIAW (Check in at Work) system is no longer optional,it’s a legal requirement for construction sites meeting specific thresholds. For concrete suppliers, this means ensuring every delivery crew member is electronically registered before stepping onto a job site. The penalties for non-compliance are steep: up to €6,000 per worker per day. Yet many dispatchers and logistical teams still manage attendance manually, creating compliance gaps and operational bottlenecks. This guide walks you through CIAW requirements specific to the concrete sector, practical registration workflows, and how automation can protect your business while improving efficiency.
Quick Navigation
- What CIAW Is and Why Concrete Suppliers Must Comply
- CIAW Thresholds: When Registration Becomes Mandatory
- Key Regulatory Changes: 2027 Time Registration Mandate
- Step-by-Step CIAW Registration Workflow for Concrete Deliveries
- Building a Digital Checklist for Compliance
- Handling Multi-Site and Subcontractor Scenarios
- FAQs: Common CIAW Questions for Concrete Teams
What CIAW Is and Why Concrete Suppliers Must Comply
CIAW stands for “Check in at Work”,an electronic system requiring construction workers to be registered at the job site before they begin work. This isn’t a general time-tracking tool; it’s a compliance mandate enforced by Belgium’s NSSO (National Social Security Office) specifically for the construction sector.
For concrete suppliers, CIAW registration typically involves:
- Recording the arrival time of delivery crews at each construction site
- Capturing worker names, ID numbers, and roles
- Documenting the main contractor and any subcontractors on the site
- Keeping digital records for audit purposes
Why does this matter to your business? The main contractor is responsible for all workers on site, including subcontractors,this is called chain liability. If your delivery crew isn’t properly registered, the main contractor faces fines, and your company can be held liable as well.
⚠️ Regulatory Warning: Fines for non-compliance reach up to €6,000 per worker per day. In a single incident involving a four-person concrete delivery team, this could total €24,000.
CIAW Thresholds: When Registration Becomes Mandatory
Not every construction project requires CIAW. The obligation depends on the number and contract value of subcontractors involved. Understanding these thresholds is crucial for concrete suppliers because it determines whether you need to manage CIAW compliance for each delivery.
| Subcontractor Count | Contract Value Threshold | CIAW Required? |
| None | N/A | No |
| 1 Subcontractor | >€5,000 | Yes |
| 2+ Subcontractors | Any value | Always Yes |
For concrete delivery companies, most jobs you’ll encounter,especially renovations or larger construction projects,will likely trigger the CIAW requirement. It’s safer to assume CIAW applies and verify with the main contractor before each delivery.
Key Regulatory Changes: The 2027 Time Registration Mandate
Beyond CIAW, Belgium is tightening requirements further. Starting January 1, 2027, ALL Belgian employers,regardless of sector,must have an objective, reliable system for recording daily working hours. This goes beyond construction and applies to your entire workforce.
What does this mean for concrete transport companies?
- Manual timesheets and spreadsheets will no longer be compliant
- You must adopt digital systems with timestamps and audit trails
- Part-time and shift workers require precise hour tracking
- Systems must be objective and tamper-proof
Starting your digital time registration journey now,rather than rushing in early 2027,gives you time to train staff, integrate systems, and avoid compliance penalties.
Step-by-Step CIAW Registration Workflow for Concrete Deliveries
Here’s a practical workflow that concrete dispatchers can implement immediately:
Step 1: Confirm CIAW Requirement Before Dispatch
| Manual approach: Dispatcher assumes CIAW applies to all jobs, causing confusion and delays at delivery sites. | Digital approach: Dispatcher checks job details in a central system, confirms CIAW status, and pre-registers delivery crew via mobile app. |
Before sending a concrete delivery, ask the site manager or main contractor: “Is CIAW required for this delivery?” If yes, note the main contractor and any known subcontractors.
Step 2: Collect Crew Information
For each delivery, you’ll need:
- Full names of all crew members
- National ID numbers (or equivalent worker identification)
- Roles (driver, pump operator, laborer, etc.)
- Scheduled arrival time
Many concrete companies already collect this data for payroll. Standardizing the format makes digital CIAW registration seamless.
Step 3: Register at Site Arrival
When the crew arrives:
1. The site manager or crew lead uses a digital CIAW platform (web or mobile app)
2. They input or scan the crew details into the system
3. The system timestamp captures exact arrival time
4. A confirmation receipt is generated (useful for audit trails)
Modern CIAW platforms allow offline registration if internet connectivity is poor,data syncs automatically when connection is restored.
Step 4: Maintain Records
All CIAW registrations must be retained for at least 3 years. A digital system automatically handles this,no lost paperwork or disorganized filing cabinets.
Building a Digital Checklist for CIAW Compliance
To operationalize CIAW registration within your concrete transport business, create a pre-delivery checklist:
| Checklist Item | Responsibility | Timing |
| Confirm CIAW obligation for site | Dispatcher | Before dispatch |
| Collect crew names & IDs | Dispatcher | Before dispatch |
| Verify CIAW platform access at site | Site manager | Site setup |
| Register crew on arrival | Crew lead or site manager | On arrival |
| Retain digital registration record | Dispatcher/Admin | 3+ years |
By automating this checklist through a digital platform like Suivo’s Check in at Work solution, you ensure nothing is missed and compliance becomes routine rather than reactive.
“Before we switched to digital CIAW tracking, we’d get calls from site managers saying our crew wasn’t in the system. Now it takes 2 minutes, and everyone has peace of mind. It’s saved us thousands in potential fines.” – Logistics Manager, Medium-sized Concrete Transport Company
Handling Multi-Site and Subcontractor Scenarios
Concrete deliveries often involve complexity. A single truck might visit multiple sites in one day. Or you might be a subcontractor of a subcontractor. Here’s how to navigate these scenarios:
Multiple Sites in One Day
If a crew makes two deliveries on the same day to different sites, each site must have a separate CIAW registration. Time-stamp each registration accurately. Some digital systems allow crews to log out at one site and log into another, creating a clean audit trail.
Subcontractor Chain Liability
If you’re a subcontractor working for another contractor (who is working for the main contractor), you’re still responsible for your crew’s CIAW registration. The main contractor cannot do it on your behalf. Make sure your agreements with general contractors specify who handles CIAW registration to avoid overlaps or gaps.
Frequently Asked Questions: CIAW for Concrete Suppliers
Q: Does CIAW apply if we deliver concrete to a small renovation with only one subcontractor?
A: Yes. CIAW applies if there’s 1 subcontractor with a contract value exceeding €5,000. Concrete delivery is often worth more than that threshold, so assume CIAW applies unless the main contractor explicitly confirms otherwise.
Q: What happens if our crew arrives at a site where CIAW wasn’t set up by the main contractor?
A: This is a common issue. Contact the site manager immediately and don’t let the crew start work. The main contractor must ensure CIAW infrastructure exists. In an emergency, some platforms allow on-the-spot registration, but the main contractor is responsible.
Q: Can we register crews via SMS or phone call instead of a digital platform?
A: CIAW regulations require objective, documented records with timestamps. SMS or phone-only registration doesn’t create sufficient audit trails. Digital platforms with timestamps are the safest approach, especially as the 2027 time registration mandate approaches.
Q: Who is legally responsible if our crew isn’t registered,us or the main contractor?
A: The main contractor bears primary responsibility due to chain liability, but your company can also face fines. Best practice: ensure your crew is registered regardless of who technically “should” do it, then follow up with the contractor.
Q: How does CIAW registration relate to the 2027 time registration mandate?
A: CIAW is construction-specific and focuses on job site check-in. The 2027 mandate requires all companies to track total working hours daily. You’ll likely need both systems: CIAW for construction sites and a broader time-tracking system for your entire workforce.
Ready to Automate CIAW Registration?
Manual CIAW registration creates compliance risks and operational delays. Suivo’s Check in at Work solution streamlines electronic registration for every delivery, captures audit-ready timestamps, and integrates with your existing dispatch workflow.
Explore how other concrete transport companies are staying ahead of regulations:
Learn about Suivo’s Check in at Work solution
See how time-tracking integrates with CIAW compliance
Schedule a consultation with our construction experts
Penalties are unavoidable,unless you act now. Let’s build a compliant workflow together.
Related Resources
FAQ: Everything You Need to Know About Check in at Work
Best Digital Time Registration Tools in Belgium: 2026 Edition
