Setting Up Your Subcontractors

Site App Pro is your ultimate solution for managing your subcontractors and their teams. With our document approval process, you can be confident that your subcontractors will be fully prepared to safely and efficiently work on-site.

Feature Alert: This feature is available for Professional, Premium and Enterprise Customers in Australia, US & Canada. For more information check out our pricing page. New Zealand is Beta only for more information contact our support team
In this article:

Adding Subcontractor

You can add new Subcontractors from the web console. Add one or bulk upload into the system

To do this:

  1. Log in to the Web Console
  2. Go to the Subcontractors tab
  3. Click on the Orange Plus button
  4. Select either a single subcontractor or bulk upload
Adding a Single Subcontractor
  1. Go to the Subcontractor tab
  2. Click on the Orange Plus button
  3. Click on the Add New Record 
  4. Fill in the details. Those fields with an asterisk (*) are required. 

Note: If you enter a phone number or email address for a Subcontractors then when you navigate to subcontractors on the tablet you will be able to use these details to make a call or send an email to the subcontractor

Uploading Bulk Subcontractor

If you have many suppliers/contractors and already have a list of them in Microsoft Excel or CSV file you may save some time by using the bulk upload feature. You can upload up to 1,000 subcontractors at once.

Alert: Once the Subcontractor profile is created, we recommend emailing this link on How to Site App to your subcontractor as training on the system

Subcontractor Settings

How to customise the label

You have the freedom to customize the name of your Subcontractors page to suit your specific needs. E.g. Change it from Subcontractor to Contractor, Vendor etc. You can customise the name based on your desired use case.

To do this:

  1. Log in to the Admin Console (Computer login) 
  2. Go to My Business
  3. Go to Settings 
  4. Scroll down to Supplier / Subcontractor Settings 
  5. Change the text to a label that suits you 
  6. Click SAVE

Approval Settings

You can designate specific users to approve documents, certificates, and permits, and set a minimum number of required approvals.

To do this:

  1. Log in to the Admin Console (Computer login) 
  2. Go to My Business
  3. Go to Settings 
  4. Scroll down to Approval Workflow Settings
  5. Search for users to set them up as Approvers
  6. Click on the drop-down to set the minimum number of approvals needed E.g: if you have 2 Approvers selected and require just 1 approval, the document only requires one of the selected Users to approve it.
  7. Scroll Down to SAVE

Link Subcontractors to Users

If you want to give access to the staff of your subcontracting company to engage with Site App Pro, then you need to set them up as a User. Once you've done that, you can then link them to their Subcontractor profile. 

To do this: Set up your Supplier/Contractor first

  1. Go to Team & Users 
  2. Edit the Pencil icon to open the User profile (or add a new one) 
  3. Fill in the Details
  4. Go to the Subcontractor section
  5. Choose the relevant Subcontractor (or Add New)
  6. SAVE

Note: The number of Subcontractor users/staff you can add will be based on the subscription pack you are on and will be highlighted in the summary section of the Staff & Users tab.

Note: Now when you use the Staff List - Select From or Multi-Select from Staff answer types in a form, you will see the Supplier/Contractor name listed next to the Staff Member. 

Site Access for Subcontractors

You can assign specific sites to particular subcontractors. This helps to streamline the organization and ensures that the subcontractors work on only the relevant site assigned to them. 

To do this:

  1. Log in to your Web Console
  2. Click on Sites
  3. Click on the Pencil Icon to Edit 
  4. Go to the Subcontractors Access Tab
  5. Select the Subcontractor 
  6. Save

You can also enhance security by controlling the visibility of documents that pertain to the site, by giving access to subcontractors of your choice.

To do this:

  1. Next, go to the Resource Tab in that Site 
  2. Click on the Pencil icon to edit the Resource 
  3. Click on the Subcontractors section
  4. Select the subcontractors
  5. Save

Resource Approval Process

Our document approval workflow in Site App Pro ensures contractors submit necessary documents before arriving on-site. Expired documents trigger notifications for updates. All new documents undergo approval. Our privacy settings allow customization, restricting visibility to only your team and the contractor's company, providing peace of mind. 

Follow the link for more information - Resource Approval

Linking Resources to Subcontractors 

You have the option to attach certificates & permits, add documents or link online resources to the Subcontractor profile. 

To do this:

  1. Go to the Web console
  2. Click on the Resource Tab
  3. Add or Search for the Resource 
  4. Click on the Pencil Icon to Edit
  5. Go to the Select Subcontractor Section
  6. Select the Subcontractors you would like to link to the Resources
  7. Save & Done!

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