Setup
You will need the following permission in your security group:
Can create and update Contractors.
Can create, update and delete user accounts.
Can create, update and delete portal accounts.
Can see all tasks.
Can update tasks.
Click here to learn about security groups and permissions.
How to create and invite a contractor
1. Go to People > Contractors and click New Contractor.
1. Go to People > Contractors and click New Contractor.
2. Provide Company Name, Email, select Supplier and click Save Contractor.
2. Provide Company Name, Email, select Supplier and click Save Contractor.
3. On the contractor’s profile, click Send Invitation.
3. On the contractor’s profile, click Send Invitation.
The contractor will receive an email to set up their account which is required to use contractor portal.
Available fields on a contractor
Required (Company Name)
Required (Company Name)
Company Name: The contractor’s registered business name.
Recommended (Email, Supplier)
Recommended (Email, Supplier)
Email: Used for sending correspondence and notifications.
Supplier: Links the contractor to a supplier record, required for subcontracted purchase orders.
Optional (Active, Starred, Login Account, Category, Tags, Skill, Service Areas, Zones, Notes, Primary Contact, Contact Mobile, Contact BH, Contact AH, Address, E-mail CC)
Optional (Active, Starred, Login Account, Category, Tags, Skill, Service Areas, Zones, Notes, Primary Contact, Contact Mobile, Contact BH, Contact AH, Address, E-mail CC)
Active checkbox: Indicates if the contractor is active or not.
Starred checkbox: Starred contractors appear at the top of lists.
Login Account: Links the contractor to an existing user account.
Category: Configurable options for grouping Contractors at a broad level. Categories can be configured in Control Panel > Contractors.
Tags: Configurable options for grouping Contractors at a more granular level. Contractor tags can be created in Control Panel > Contractors
Skill: Configurable options for grouping Contractors based on services provided. Skills can be configured in Control Panel > Contractors.
Service Areas: Configurable locations serviced. These are set by postcodes. Service areas can be configured in Control Panel > Contractors.
Zones: Assign the Contractor to a Zone.
Notes: Miscellaneous information about the contractor.
Primary Contact: The name of the primary contact.
Contact Mobile: The mobile of the primary contact.
Contact BH: Business hours contact number.
Contact AH: After-hours contact number.
Address: The contractor’s business location.
E-mail CC: Additional email addresses to receive correspondence.
How to enable Contractor App Addon
Please review FAQs - Contractor App and Additional License Addons to learn about pricing and functionality differences between the Contractor Portal and Contractor App.
1. Once the primary contact is invited to the Contractor Portal and adds technicians to their team, those will appear on People > Users page when filtering for Contractor License.
1. Once the primary contact is invited to the Contractor Portal and adds technicians to their team, those will appear on People > Users page when filtering for Contractor License.
How to edit a contractor
1. Go to People > Contractors, find a contractor and click View.
1. Go to People > Contractors, find a contractor and click View.
2. Click Update and change any details. Remember to press Save Contractor after updates.
2. Click Update and change any details. Remember to press Save Contractor after updates.
How to add contacts to a contractor
1. Go to People > Contractors, find a contractor and click View.
1. Go to People > Contractors, find a contractor and click View.
When a contractor adds a team member in the Contractor Portal, they are automatically appear in the Contacts tab on the Contractor.
2. Go to Contacts tab, click Create new item, provide the details and click Save Changes.
2. Go to Contacts tab, click Create new item, provide the details and click Save Changes.
How to manage subcontracted tasks
1. Navigate to the Tasks page, add the Subcontracted filter and set it to Yes, or use the Subcontractor filter and select a contractor from the list. Then click View on the task.
1. Navigate to the Tasks page, add the Subcontracted filter and set it to Yes, or use the Subcontractor filter and select a contractor from the list. Then click View on the task.
2. In the Assignment section on the Task tab, click:
2. In the Assignment section on the Task tab, click:
Change to assign a different contractor or unassign the current contractor.
Chat to send messages back and forth with the contractor. The contractor receives an email for each message sent.
Portal to open the task in the Contractor Portal.
Remind to send a reminder email to the contractor.
The task status indicates its progression:
Ready – The task has not been accepted by the contractor.
Rejected: Contractor has rejected this task and has added a reason why in the task timeline.
Scheduled – The contractor has accepted the task.
In Progress – Work is currently being carried out in the field.
Revisit – The task requires a revisit.
Contractor Review – Field work is completed and awaiting final review by the contractor’s office, including attaching documents and reports.
Office Review – The contractor’s office has finalised the task and returned it to your team for completion.
3. Review the Contractor Note, the Work tab of the task, then dispatch the task with reports, invoices and defect quotes.