This article is for: Office Managers, Schedulers, and Contractors
Platforms: Uptick Web, Uptick Workforce App
This guide provides a comprehensive overview of how to manage contractors in Uptick, focusing on the differences between the free Contractor Portal and the paid Contractor App add-on for scheduling and task management.
What You'll Learn
The key differences between the Contractor Portal and the Contractor App.
How to schedule tasks for contractors using the Scheduler.
How contractors can manage their assigned tasks.
The benefits and limitations of each option.- Methods for associating assets with tasks.
Steps for bulk assigning contractors to assets.
Troubleshooting common contractor assignment issues.
Understanding Your Options: Contractor Portal vs. Contractor App
Uptick offers two ways to work with your subcontractors: the free Contractor Portal and the paid Contractor App add-on. The best option depends on how closely you need to manage their schedule and the level of functionality they require.
1. Contractor Portal (Free)
The Contractor Portal is a free, web-based tool that allows your contractors to view and manage tasks assigned to them.
How it works: Contractors access a simplified, web-based version of Uptick. They can see their assigned tasks, upload documents, add notes, and mark work as complete.
Scheduling: You cannot schedule contractors directly on the main Scheduler if they only have Portal access. You assign tasks to them, and they manage their own calendar. To set a date, you can open the task, go to the Assignments section, and click Schedule to choose a date and time.
Task Management: Contractors can view a list of their assigned tasks in the portal, access task details, and update the status as they complete the work.
Limitations of the Contractor Portal:
Does not appear on the Scheduler.
Cannot log timesheets.
Cannot respond to prompt questions for routine maintenance.
Limited visibility into property information and cannot filter properties.
2. Contractor App (Paid Add-on)
The Contractor App is a paid add-on that gives contractors access to a light version of the Uptick Workforce app, providing greater functionality and allowing for direct scheduling.
How it works: Contractors with this add-on can download and log into the Uptick Workforce app on their mobile devices. They have access to more features, such as floorplans, the product catalogue, and the ability to add assets and defects.
Scheduling: The primary benefit of the Contractor App is that these users can be seen and scheduled directly on the Scheduler alongside your in-house technicians. This is ideal for long-term contractors or when you need full visibility of their workload.
Task Management: Contractors can manage tasks on the go, log timesheets, and respond to prompt questions directly from the app.
Benefits of the Contractor App:
Full visibility on the Uptick Scheduler.
Ability to log timesheets.
Access to advanced features like floorplans, adding assets, and responding to prompt questions.
Streamlines communication and route optimization.
How to Manage Schedules and Tasks
Scheduling a Contractor
If your contractor has the Contractor App add-on:
You can schedule them just like any other technician.
On the Uptick Web Platform, navigate to the Scheduler.
Click the Users icon to open the technician list.
Tick the checkbox for Also show contractors and click Update Technicians.
The contractor will now appear in the Scheduler view. You can drag and drop tasks onto their calendar to create appointments.
If your contractor uses the free Contractor Portal:
You cannot see them on the Scheduler. Instead, you assign a task with a scheduled date.
From the Tasks page on the Uptick Web Platform, open the task you want to assign.
In the Assignments section, click Assign contractor.
Select the contractor.
Click Schedule within the task to set the date and time for the job. The contractor will be notified and can see the scheduled date in their portal.
Assigning and Managing Tasks
Assigning a Task to a Contractor (Web Platform):
You can assign tasks individually or in bulk.
Individual Task: Create the task without selecting a contractor in the initial task creation modal. Once the task is created, open it, navigate to the Assignment section, and assign the desired contractor.
Bulk Assignment: From the Tasks list, select multiple tasks, click Edit X Tasks, and select the contractor from the Assigned (Contractor) dropdown.
Once assigned, the task will appear in the contractor's Portal or App.
Contractor Task Management (Portal and App):
Contractors receive a notification when a new task is assigned.
They can open the task to view property details, access requirements, and see the scope of work.
Using the Portal or App, they can add notes, upload documents (like photos or compliance forms), and mark the task as complete.
Contractors with the App can also perform advanced actions like adding new assets, creating defect quotes (if permissions allow), and filling out service reports.
Associating Assets with a Task
Navigate to the task’s Work tab.
Click +Add, then choose Asset Repair or Asset Maintenance as needed.
Link the required assets to the task for ongoing tracking and management.
How to Enable the Contractor App Add-on
To upgrade a contractor from the free Portal to the paid App, follow these steps on the Uptick Web Platform:
Navigate to People > Users.
Use the filters to find the contractor's user account (filter by Contractor License).
Click to edit the user.
In the user's profile, tick the Contractor App checkbox.
Click Save Account.
Note: The Contractor App is a paid license. Charges may vary by region and subscription agreement. For specific pricing, please contact your Uptick representative or email [email protected].
Bulk Assigning Contractors and Troubleshooting Issues
Bulk Assigning a Contractor to Multiple Assets
Ensure the contractor is active in the system.
Navigate to the Assets page.
Select the assets to update in bulk.
Click Edit (#) Assets and choose the contractor from the dropdown menu.
Apply the changes to assign the contractor to all selected assets simultaneously.
Troubleshooting Contractor Assignment Issues
Verify the contractor record is active.
Ensure the contractor is set as the Default Contractor.
Reactivate any inactivated contractor records to enable auto-assignment for new assets.