Inviting Subcontractors

When the Subcontractors feature is enabled, you can add and manage your subcontractor partners directly from the backend. This includes setting up their company and contact details, choosing how they’ll submit completed work, and managing access preferences.

Subcontractors can either:

• Log in through the Technician (Subcontractor) Portal to upload their work, or

• Use an Easy Upload link to submit documentation without logging in.

A default upload method can be configured in your Company Settings, but this can be customized for each subcontractor as needed.

⚙️ Subcontractor Settings 

Settings → Subcontractors Section → Subcontractors

This will open the Subcontractor screen, you can manage the details of your subcontractors from this page.

✉️ Inviting Subcontractors

1. Invite a New Subcontractor 
   • From the Subcontractor Listing screen, select '+ Invite New'
2. Company Information

• Company Name - Enter the name of the subcontracting company. This will appear anywhere the subcontractor is referenced, such as on the calendar and dispatch screen.
• Select how this subcontractor should submit their work: 
  • Invite this subcontractor to use Inspect Point – Sends an invitation email to the contact. They will accept the invite, create a password, and log in to the Technician Portal to view their schedule and upload required documents. (Login required)
  • Use Easy Upload only – Does not send a login invite. The subcontractor will receive a unique Easy Upload link for each assigned job and upload files directly. (No login required)

• Calendar Color - Assign a calendar color to this subcontractor. Any job scheduled to this subcontractor will appear in this color on the Calendar & Schedule/Dispatch screens.

  

3. Contact Information 
   • Full Name - Main point of contact for the subcontracting company
   • Email Address - Contact email address. This is the only email that will receive scheduling and job notifications.
   • Username - (Visible only if “Invite this subcontractor to use Inspect Point” is selected.) The subcontractor’s username for logging in to the Technician Portal
     • 🟢 Tip: Use something simple like the company name or technician’s first name. The subcontractor will set their own password when they accept the invite

   • Phone - Contact phone number for the subcontractor

     

4. Subcontractor Settings 
   • Visit Types -  Select the visit types this subcontractor can be assigned to:
     • Inspection Visits & Service Visits
     • By default, both are selected when creating a new subcontractor. Deselect any that don’t apply.
     • If you do not use service, you will not see this visit type.
   • Required Documentation - This section lists the global documentation types configured under Settings → Subcontractors → Documentation 
     • Add new, subcontractor-specific categories by typing a name and clicking Add 

   • Trades - Select the trade(s) this subcontractor performs work for, such as Fire Alarm or Sprinkler

     

5. Send the Invite - After completing all fields, click Invite in the bottom right corner.
   • Once invited, you will be redirected to the Subcontractor Listing screen

👉 What Happens Next? 

If using 'Invite this subcontractor to use Inspect Point':

• The subcontractor receives a Subcontractor Invitation via email 

  

• They are prompted to review the company information, create a password, and 'Accept Invitation' 
• Once Accepted, they are prompted to log into the Technician Portal with the username (shown on the previous screen) and the password just created

• When a job is assigned, the subcontractor receives an email with the scheduling information, and a link to access the portal where they upload the required documentation

  

If using Easy Upload only:

• No login invitation is sent

• When a job is assigned, the subcontractor receives an email with an Easy Upload link. Click the link to submit required documentation.