Site App Pro is your ultimate solution for managing subcontractors and their teams. With our document approval process, you can ensure that your subcontractors are fully prepared to work safely and efficiently on-site.
Feature Availability
Regional Access:
Australia, US & Canada: Full feature availability
New Zealand: Currently in Beta release only
For pricing information, visit our pricing page or contact our support team for assistance.
Table of Contents
Adding Subcontractors
You can add new subcontractors from the web console either individually or through bulk upload.
Adding a Single Subcontractor
Use this method when adding individual subcontractor companies to your system.
Step-by-Step Instructions:
Log in to the Web Console
Access your account via computer
Navigate to the Subcontractors Tab
Located in the main navigation menu
Click the Orange Plus Button
Found in the top right corner
Select "Add New Record"
Choose this option for a single subcontractor
Fill in the Details
Complete all required fields marked with an asterisk (*)
Save
Click Save to create the subcontractor profile
Important Note: If you enter a phone number or email address for a subcontractor, you'll be able to call or email them directly from the tablet interface when viewing their profile.
Uploading Bulk Subcontractors
If you have multiple suppliers or contractors and already maintain a list in Microsoft Excel or CSV format, you can save time by using the bulk upload feature.
Capacity:
Upload up to 1,000 subcontractors at once
Step-by-Step Instructions:
Prepare Your File
Ensure your Excel or CSV file contains all required subcontractor information
Log in to the Web Console
Access your account via computer
Navigate to the Subcontractors Tab
Located in the main navigation menu
Click the Orange Plus Button
Found in the top right corner
Select "Bulk Upload"
Choose this option to upload multiple records
Upload Your File
Follow the prompts to complete the upload process
Alert: Once subcontractor profiles are created, we recommend emailing this training link on "How to Use Site App" to your subcontractors to familiarise them with the system.
Subcontractor Settings
Customise your subcontractor management experience to match your business terminology and approval workflows.
Customising Labels
You have the freedom to customise the name of your Subcontractors page to suit your specific needs. For example, change it from "Subcontractor" to "Contractor," "Vendor," or any label that matches your business terminology.
Step-by-Step Instructions:
Log in to the Admin Console
Access via computer login
Go to My Business
Select this option from the main menu
Navigate to Settings
Access your configuration options
Scroll to Supplier / Subcontractor Settings
Locate the labelling section
Change the Text
Enter your preferred label name
Click SAVE
Your changes will be applied immediately
Approval Settings
Designate specific users to approve documents, certificates, and permits, and set the minimum number of required approvals for your workflow.
Step-by-Step Instructions:
Log in to the Admin Console
Access via computer login
Go to My Business
Select this option from the main menu
Navigate to Settings
Access your configuration options
Scroll to Approval Workflow Settings
Locate the approval configuration section
Search for Users
Find and select users who will act as Approvers
Set Minimum Approvals
Click the dropdown to select the required number of approvals
Scroll Down and Click SAVE
Your approval workflow is now configured
Example: If you have 2 Approvers selected and require just 1 approval, the document only requires one of the selected users to approve it before being accepted.
Linking Subcontractors to Users
To give your subcontracting company's staff access to Site App Pro, you need to set them up as Users and link them to their subcontractor profile.
Prerequisites:
Set up your Supplier/Contractor profile first
Understand your subscription limits for subcontractor users
Step-by-Step Instructions:
Go to Team & Users
Access this section from your Admin Console
Edit or Add a User
Click the Pencil icon to edit an existing user, or add a new one
Fill in User Details
Complete all required personal and credential information
Navigate to the Subcontractor Section
Scroll down to the subcontractor linking area
Choose the Relevant Subcontractor
Select from your existing list or click "Add New"
SAVE
The user is now linked to the subcontractor profile
Important Notes:
The number of subcontractor users/staff you can add depends on your subscription pack
User limits are displayed in the summary section of the Staff & Users tab
When using Staff List answer types in forms (Select From or Multi-Select from Staff), you'll see the Supplier/Contractor name listed next to the Staff Member
Site Access for Subcontractors
Assign specific sites to particular subcontractors to streamline organisation and ensure they work only on relevant assigned sites.
Assigning Sites to Subcontractors
Step-by-Step Instructions:
Log in to Your Web Console
Access your account via computer
Click on Sites
Navigate to the Sites section
Click the Pencil Icon
Select the site you want to configure
Go to the Subcontractors Access Tab
Locate this tab within the site settings
Select the Subcontractor
Choose which subcontractors should have access
Save
Your site access settings are now configured
Controlling Resource Visibility
You can enhance security by controlling the visibility of site-related documents, giving access only to subcontractors of your choice.
Step-by-Step Instructions:
Navigate to the Resource Tab
Within the site you're configuring
Click the Pencil Icon
Select the resource you want to control
Click on the Subcontractors Section
Locate the access control area
Select the Subcontractors
Choose which subcontractors can view this resource
Save
Your resource visibility settings are now applied
Benefits:
Ensures subcontractors only see relevant documentation
Maintains confidentiality of sensitive information
Streamlines document access for field teams
Resource Approval Process
Our document approval workflow ensures contractors submit necessary documents before arriving on-site. The system provides automated notifications for expired documents and requires approval for all new submissions.
Key Features:
Automatic expiry tracking and notifications
Mandatory approval for new documents
Customisable privacy settings
Visibility restricted to your team and the contractor's company
How It Works:
Subcontractor uploads required documents
Designated approvers receive notifications
Approvers review and approve/reject documents
System tracks expiry dates and sends reminders
Expired documents trigger update requests
For detailed information on the approval workflow, follow this link: Resource Approval Process
Peace of Mind: Our privacy settings ensure that sensitive documents are only visible to authorised parties, protecting both your business and your subcontractors.
Linking Resources to Subcontractors
Attach certificates, permits, documents, or online resources directly to subcontractor profiles for easy reference and management.
Step-by-Step Instructions:
Go to the Web Console
Access your account via computer
Click on the Resource Tab
Navigate to your resource management section
Add or Search for the Resource
Locate the resource you want to link
Click the Pencil Icon to Edit
Open the resource configuration
Go to the Select Subcontractor Section
Find the linking area within the resource settings
Select the Subcontractors
Choose which subcontractors this resource applies to
Save & Done!
The resource is now linked to the selected subcontractors
Use Cases:
Link safety certificates to relevant contractors
Attach site-specific permits to authorised subcontractors
Share induction materials with new contractors
Distribute updated procedures to specific teams
Best Practices
For Optimal Subcontractor Management:
Setup Phase:
Complete subcontractor profiles with all contact details
Customise labels to match your business terminology
Configure approval workflows before onboarding subcontractors
User Management:
Link all subcontractor staff to their company profiles
Regularly review user access and permissions
Monitor subscription limits for subcontractor users
Site Access:
Assign sites based on active projects
Review and update site access regularly
Use resource visibility controls for sensitive documents
Document Management:
Set up approval workflows early in the process
Monitor document expiry dates proactively
Maintain clear communication about required documentation
Training:
Share training materials with all new subcontractors
Provide ongoing support during onboarding
Encourage questions and feedback
Support & Resources
Need Assistance?
Contact our support team for technical help ([email protected])
Visit our knowledge base for detailed guides
Check our pricing page for feature availability
Request a demo for subcontractor management features
Regional Support:
Australia, US & Canada: Full feature support available
New Zealand: Beta features with ongoing development
For questions about feature availability, pricing, or implementation, please contact [email protected]