A practical, step-by-step setup guide for Belgian employers, from creating the company account to onboarding workers and subcontractors.
Installing a Check in at Work app is rarely the bottleneck, getting it configured correctly, with the right worksites, the right subcontractors and the right payroll connection, is. For Belgian construction employers the stakes are real: chain liability means a missed registration on day one becomes the main contractor’s fine on day two. This guide walks you through the full employer installation of the Check in at Work app, in the order you should do it, with the screens, settings and pitfalls clearly mapped. By the end of an afternoon you can have a compliant, payroll-connected setup across every active site.
Quick Navigation
- Before you start, what you need ready
- Step 1: create the company account
- Step 2: declare your worksites
- Step 3: invite workers and subcontractors
- Step 4: connect payroll and ERP
- Step 5: pilot on a single site
- Step 6: go live across the company
- Frequently Asked Questions
Before You Start, What You Need Ready
Before opening the CIAW app you need three things in arm’s reach. First, your enterprise number (BCE / KBO) and NSSO employer identification, the platform uses these to authenticate every registration with the NSSO’s central service. Second, the list of active worksites with each project’s temporary workplace identification. Third, the list of workers and subcontractors with their INSZ numbers, and, for foreign workers, their Limosa-1 declarations on file.
If you are unfamiliar with these references, the Belgian federal labour portal explains the consolidated legal framework. Set aside half a day if you are configuring 5–10 sites; a full day if you are also connecting payroll and ERP.
Step 1: Create the Company Account
Start at the vendor’s onboarding page, for Suivo this is the CIAW solution page. Enter the BCE / KBO number; the system verifies it against the Crossroads Bank. Add the NSSO employer identification next, then nominate at least one administrator, typically the HR manager, and one daily operator, typically the site coordinator or office manager. Set two-factor authentication for both before going further; this is the single most effective control against unauthorised registrations.
Step 2: Declare Your Worksites
Every Belgian site that requires CIAW must be declared as a temporary workplace before any worker can register on it. In the back office, create each site with its name, address, project start and end dates, and the workplace identification provided when you declared the site to the NSSO. Define the geofence, the radius within which a registration is considered “on site”. Two hundred metres is a sensible default for most building sites; widen it for linear infrastructure projects.
Pair each site with the registration methods you intend to use: app only, app plus QR/NFC badges at the gate, or app plus construction-site pole (werfpaal). The Check in and Out at Work module supports all three. Mark whether the site falls under CIAO (entry-and-exit), for cleaning since 2025, and increasingly for adjacent sectors.
Step 3: Invite Workers and Subcontractors
Bulk-upload your own workers first. The standard CSV template asks for first name, last name, INSZ number, mobile number, role and assigned site. The app sends each worker an SMS or email invite; on first login they confirm their identity, set a PIN, and download the mobile app. Use the Construction industry workflow as a reference for which fields are mandatory under sector rules.
Next, invite your subcontractors. Most platforms, including Suivo, let you send a single invite link per subcontractor company; the subcontractor then onboards their own workers, but you keep the chain-liability oversight. Make sure each subcontractor uploads Limosa-1 numbers for any non-Belgian worker before activating their site access.
Step 4: Connect Payroll and ERP
The single biggest productivity gain comes from connecting CIAW to your payroll provider so attendance flows directly to payslips. Most Belgian apps offer native connectors for SD Worx, Partena and Acerta. Pair this with your ERP, SAP, Dynamics, KPD, Odoo, AFAS, for project costing. Verify the connector by running a one-day pilot on a single site and checking that the captured hours arrive correctly on the next payslip. The Time Tracking solution explains the data model in detail.
Step 5: Pilot on a Single Site
Resist the urge to roll out company-wide on week one. Pick a single, representative site, ideally one with mixed direct and subcontractor crews, and run the full workflow for two weeks. Log every error, every override and every missing registration. Use the daily report to tune geofence radii, badge issuance and foreman training.
Step 6: Go Live Across the Company
Once the pilot is clean, schedule the company-wide go-live in waves. A common pattern is regions first, then site types. Run two parallel weeks where the foreman keeps a paper backup, then retire paper entirely. Daily audit log review becomes part of the site coordinator’s closing routine.
Employer Setup Reference Table
| Step | Responsible | Typical Time | Common Pitfall |
|---|---|---|---|
| Create company account | HR / IT admin | 30 min | Skipping 2FA |
| Declare worksites | Project office | 2–4 hours | Missing workplace IDs |
| Invite workers | HR | 1–2 hours | Wrong mobile numbers |
| Invite subcontractors | Procurement | 1 hour | No Limosa pre-check |
| Connect payroll | Finance + IT | Half a day | Skipping the test payslip |
| Pilot on one site | Site coordinator | 2 weeks | Going company-wide too fast |
These are typical durations for a contractor with 50–200 workers. Larger or multi-region rollouts add proportional planning.
Planning / Implementation Checklist
- BCE/KBO and NSSO employer ID confirmed.
- List of active worksites with workplace identifications.
- Worker list with INSZ numbers and mobile numbers.
- Subcontractor list with Limosa-1 status pre-checked.
- Payroll connector tested with a single dummy registration.
- Pilot site nominated and foreman trained.
- Daily audit log added to the closing routine, see CIAW FAQ.
| ⚠️ Chain-liability reminder: if you onboard a subcontractor without verifying their Limosa-1 declarations, any later NSSO rejection on that crew lands on the main contractor, not on the subcontractor. Treat Limosa screening as a hard gate. |
Future Changes
- From January 2027, every Belgian employer must keep an objective daily working-hours record, install the Time Tracking module now to be ready.
- CIAO (Check in AND Out) is widening; new sectors are expected to be added after the 2026 evaluation.
- NSSO API integration is improving, pick a vendor that updates connectors at no extra cost.
- GDPR scrutiny on biometric attendance is rising; default to PIN + QR/NFC unless biometrics are explicitly justified.
- Read the Best Time Registration Tools 2026 review for what to plan for next.
Managing CIAW with Technology
Suivo, a Belgian IoT company with over 15 years of experience in workforce operations, offers comprehensive CIAW software for employers navigating Belgian compliance. Their platform helps you:
- Configure every worksite and registration method centrally via the CIAW solution.
- Onboard subcontractors with a single invite flow and a chain-liability dashboard.
- Push attendance into payroll automatically through Time Tracking.
- Extend to entry and exit with the CIAO module where required.
- Track on-site tools and trailers with Asset Management.
- Monitor company vehicles with Vehicle Tracking.
- Align processes with Construction industry best practice.
Suivo’s IoT platform integrates seamlessly with existing payroll and ERP systems, SD Worx, Partena, Acerta, KPD, SAP, Dynamics, Odoo and AFAS, helping companies like Hoogmartens and B&R Bouwgroep complete a full CIAW rollout in days, not months.
“We went from spreadsheet attendance to a fully connected CIAW setup in nine working days. The biggest win was the subcontractor invite flow, we stopped chasing PDFs.” – HR Manager, regional contractor in Flemish Brabant
Take Action Today
Do not start your installation without the BCE/KBO, NSSO employer ID, workplace identifications and subcontractor Limosa-1 status in one place. Block an afternoon, walk through the six steps above, and pilot on a single site before going company-wide.
For more information about installing and configuring a Check in at Work app, contact Suivo at +32 3 375 70 30 or visit the CIAW solution page and the contact page to discover how their smart solutions can help your construction business get live, efficiently.
Free Compliance Guide, CIAW Employer Setup
Want to navigate CIAW setup with more confidence? Our free Compliance Guide gives you a simple, practical overview to plan smarter, stay compliant, and keep full real-time insight across your operations.
Inside, you’ll find:
- The full pre-flight checklist before opening the app.
- How Suivo helps with workplace configuration, payroll connection and subcontractor onboarding.
- Real-life success stories from Hoogmartens, B&R Bouwgroep and Cegelec.
- Practical solutions for fleet, workforce and asset management.
Frequently Asked Questions
How long does it take to install a CIAW app for a 100-worker contractor?
A small construction employer typically completes the full setup in one afternoon plus a two-week pilot. See the CIAW FAQ for the most common time-savers.
Do I need a separate app for entry and exit?
Not necessarily. Modern apps cover both via the CIAO module, activate it for sites or sectors where exit time is mandatory.
How is the CIAW app linked to my payroll?
Through a payroll connector for SD Worx, Partena or Acerta. The Time Tracking solution page lists the standard integration points and verification steps.
Can my subcontractors use my CIAW account?
Yes, they join via a chain-liability invite, with their own users but your oversight. Best practice is described in the Construction industry overview.
