What you'll learn:

How to create and invite a contractor to Uptick
How to resend a welcome email if the invitation expires
How to enable the Contractor App addon
How to edit contractor details and add contacts
How to manage subcontracted tasks

What you'll need

You will need the following permissions 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

Learn more about permissions and security groups.

How to create and invite a contractor

Go to People > Contractors and click New Contractor.
Provide Company Name, Email, select Supplier and click Save Contractor.
On the contractor's profile, click Send Invitation.

The contractor will receive an email to set up their account, which is required to use the contractor portal.

Available fields on a contractor

Required (Company Name)

Company Name: The contractor's registered business name.

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)

How to resend a welcome email if the invitation has expired

If a contractor's welcome email invitation has expired, you can resend it by following these steps:

Go to People > Contractors and find the contractor.
Click View to open their contractor profile.
Locate the Contractor Portal section on the profile.
Click on Authorized User.
Select Send Welcome Email.

This will send the contractor a new welcome email with a fresh link, allowing them to reset their password and access the Contractor Portal.

Note: Welcome email invitations expire after 3 days. If the contractor does not set up their account within this timeframe, you will need to resend the invitation using the steps above.

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.

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.
Edit the user, tick Contractor App, then Save Account.

How to edit a contractor

Go to People > Contractors, find a contractor and click View.
Click Update and change any details. Remember to press Save Contractor after updates.

How to add contacts to a contractor

Go to People > Contractors, find a contractor and click View.

When a contractor adds a team member in the Contractor Portal, they will automatically appear in the Contacts tab on the Contractor:

Go to Contacts tab, click Create new item, provide the details and click Save Changes.

How to manage subcontracted tasks

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.
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.