What does CAE involve in communities of property owners? A practical guide

8/20/2025

Good coordination of business activities within a community reduces accidents, speeds up work, and prevents claims. This guide turns the regulation into practice: clear roles, concrete documents, and a verifiable end-to-end process, with alerts and evidence ready for any inspection.

CAE content in communities

Who does what? (roles and responsibilities)

  • Community / Property manager (workplace holder): Informs about risks, requires and reviews suppliers’ CAE documentation, and coordinates the coexistence of tasks.
  • Supplier companies (maintenance, cleaning, lifts, gardening, etc.): Provide their preventive documentation and that of their workers, inform their staff about the site risks, and follow the community’s instructions.
  • Workers accessing the premises: Must be trained, informed and authorised, use PPE, and follow the building’s rules.
  • Validator: Checks that the submitted material is correct and in force, and leaves an audit trail of acceptance or rejection.

Typical documentation you will be asked for

  • From the company: Civil Liability Insurance, Risk Assessment and preventive planning, Social Security registration, among other documents.
  • From each worker who accesses: For example, job-appropriate OSH training.
  • From the community to the company: Site hazards (pools, machine rooms, roofs, garages, chemicals), evacuation plans, or the preventive activity plan.

VerifiCAE process step by step in a community

  1. Provider onboarding: documentation is requested from the company.
  2. Information exchange: the community provides hazards and the company confirms receipt.
  3. Document validation: review of validity, quality and adequacy; if there are rejections, the reason and how to correct are notified.
  4. Access authorisation: only “OK” personnel enter the premises.
  5. Coordination of work
  6. Expiry tracking: and automatic notices to companies that must renew their documentation.
  7. Closure and traceability: evidence stored in case of inspection or incident.

What it is NOT (to avoid confusion)

  • It is not just “collecting papers”: without real information exchange and coordination of tasks, there is no effective CAE.
  • It is not construction work: if your community starts work regulated by Royal Decree 1627/1997, the regime is different. For routine maintenance, Law 31/1995 + Royal Decree 171/2004.

Clear benefits for the office and the community

  • Less risk and fewer claims: suitable and documented suppliers.
  • Time savings: a single flow with controlled expiries.
  • Peace of mind for inspections: an audit trail of who uploaded, when, and whether access was granted.
  • Better service to residents: organised and safe work.

How VerifiCAE solves it in practice

  • Guided upload of documentation by the company.
  • Validation and traceability.
  • Access status indicators for companies.
  • Automatic expiry alerts to avoid surprises.
  • Dashboard for administrators: which communities and suppliers are compliant, at a glance.

Learn more about our service

Would you like to learn more about our platform or clear up any questions?
Get in touch and we’ll help you right away.
Tel. 969 710 730