Managing subcontractors and their portal
Track subcontractor documents and training compliance, with a free portal where each sub manages their own workforce.
The Subcontractors section tracks compliance for the companies working under you. You decide which documents to collect, assign each sub to projects, and review everything they submit. Each sub gets a portal link where they manage their own documents, trades, workers, and training records at no cost and with no account to create.
The tracked document list is entirely yours. If your subs are prequalified elsewhere, track only what you still want copies of, or nothing at all, and use this section just for project training compliance.
Set up
- 1Choose tracked documents
On the Subcontractors page, add the document types you want every sub to provide, such as a WCB clearance letter or certificate of insurance. Mark whether each one carries an expiry date.
- 2Add a subcontractor
Enter the company and a contact email, then send the portal invite. The invite email contains their private portal link.
- 3Assign projects
On the company page, check the projects this sub works on. Subs can only place workers on projects you have checked.
What the sub does in their portal
- Uploads each requested document, with its expiry date where required.
- Defines their own trades and adds their workers, assigning each worker a trade.
- Assigns workers to the projects you gave them. The portal then shows the required training list for those projects, from the same per-project required courses you set under Training.
- Submits training records (with certificate files) for review.
Review and reminders
Everything a sub submits arrives as pending. Approve or reject each item from the company page; a rejection reason is shown to the sub in their portal. A certificate only counts toward compliance once approved, and a COR certificate from any province is considered valid once your team has reviewed and approved the uploaded copy. Each day, subs with approved documents or certificates expiring within 30 days receive one consolidated reminder email linking back to their portal.
- When a sub submits items through their portal, the person who invited them plus your owners and admins are emailed, at most once per sub per day.
- Every Monday, owners, admins, and managers receive a weekly compliance report email listing every active sub and their status.
- If a portal link should no longer be trusted (staff turnover at the sub, a forwarded email), use "Regenerate link & re-invite" on the company page. The old link stops working immediately.
- Each tracked document has a History expander showing all earlier submissions.
- When a sub uploads without typing an expiry date, the date is read from the document automatically as a suggestion. Always confirm it against the file before approving.
Tip. The list page shows a document chip and a training chip per company, plus a count of items waiting for review, so a quick scan tells you where to act.
Daily reports and permits
- On a daily report for a project with subcontractor workers, use "Import subcontractor workers" in Manpower to pull everyone assigned to the project. All are pre-selected; untick anyone not on site that day. Workers are added under their assigned trade, so the manpower rollup groups them automatically.
- On a subcontractor company page, mark individual workers as authorized permit receivers. When issuing a permit, the receiver line suggests authorized names and fills in the company.
- If a sub on the project is non-compliant, an amber warning shows on the daily report and at permit issuance. Nothing is blocked; it is a prompt to check the Subcontractors page.
Audit evidence package
Contractor management is a scored element in the COR audit. The "COR audit evidence package" link on the Subcontractors page compiles every active sub, their tracked documents with reviewer name and date, and each worker’s training status per project into one printable report you can hand to an auditor or save as a PDF.