Subcontractors

A subcontractor is an external party that executes planned work. They are not members of your tenant: they sign in to the client portal and see the construction schedule of the teams they are linked to, and nothing else.

Manage them under HR > Subcontractors. Creating, editing and inviting rides on the team permissions (CREATE_TEAMS, UPDATE_TEAMS, READ_TEAMS).

Adding a subcontractor

1. Go to HR > Subcontractors and click New subcontractor.
2. Fill in the company name, the contact person and the email address -- that address is also the portal username, so it has to be right.
3. Link one or more teams. This is the whole of what they will be able to see.
4. Save.

Two subcontractors cannot share an email address: the second would take over the first one's portal account.

Inviting them to the portal

Click Invite on the row. Alpha provisions a portal account for the address and mails a personal sign-in link that lands straight on their schedule. No password is involved -- the link is the credential -- and it stays valid for 30 days. Resend issues a fresh one.

An invite is refused when:

• the subcontractor has no team linked (they would sign in to an empty page),
• the subcontractor is archived,
• the address already belongs to a colleague, to a deactivated membership, or to a signup that was never verified. Use a different address rather than reusing a staff account.

Inviting from a job, instead of from HR

You do not have to visit HR at all. Every opportunity has a Crew & access card next to its planning, which lists everyone who can open that job in the portal and lets you add someone on the spot:

1. Pick a crew member already on file, or + New crew member and type their company name and email address.
2. Pick the team on this job they will work in. Picking a team that is not on the job yet plans it in over the job's own dates, so the invite actually grants access.
3. Leave Send an invite mail on.

The mail names the job and its dates, and its sign-in link opens that job rather than the general schedule. Typing an address that already belongs to a subcontractor links that person instead of failing on the duplicate-address rule.

Revoke on a row unlinks every team of theirs that is on this job. Team links are not job-specific, so this also ends their access to that team's other work.

Automatic mails when the planning changes

Planning a team onto a job mails that team's crew by themselves; nobody has to remember to. Three things trigger a mail:

Each job remembers who it has already mailed, so re-saving a planning block does not re-announce it, and a crew already working on the job is not told twice when a second block for their team is added. Uncheck Notify the crew in the planning block dialog to save a correction without mailing.

Every one of these mails carries a fresh sign-in link, because portal sign-in is magic-link only and a bare link would strand anyone whose previous link had expired. A failing mail never fails the planning itself; the block is saved either way and the failure is logged.

What a subcontractor sees

Their portal has a single page, Bouwagenda: the jobs planned for their own teams, six weeks at a time, with the job name, the dates, the team and the planning notes meant for the crew. It is read-only.

Deliberately absent: the customer, the opportunity itself, prices, and every other portal section -- those are scoped to a buyer's client record, which a subcontractor does not have.

Withdrawing access

Set the subcontractor to ARCHIVED. The next request their portal makes is refused, even if they still hold a session. Removing a team from their record narrows what they see without cutting them off entirely.