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.

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.