Contractor Prequalification
Company tierIn the app: /prequal
Contractor Prequalification is the file you keep on each subcontractor before their people are on site: what you require, what they have shown you, and whether you have approved them. The subcontractor sends documents through their own upload link with no login, we chase expiries by email, and site sign-in can be held for a company that is pending or rejected.
1.Set your requirements (admin)
- Open Prequalification and go to the Requirements tab.
- Press Load the Standard Set to start from the usual list: general liability, workers' compensation and auto certificates with minimum limits, EMR and TRIR with maximum values, three years of 300A summaries, a written safety program, a contractor licence and an optional drug and alcohol policy.
- Edit the limits to match your contracts, untick Required for anything you only want on file, and add your own items. A requirement with documents already filed is retired rather than deleted, so the evidence stays.
2.Add a subcontractor and send them the link
- On the Subcontractors tab press Add Subcontractor and enter the company, trade and a contact email. The email is where the upload link and the weekly reminders go.
- Open the company and press Email What Is Outstanding, or copy the upload link and send it yourself.
- The subcontractor's office opens the link, sees each item with its state, and uploads a PDF or photo, a coverage limit or a rate, and an expiry date. Nothing they send is accepted until you review it.
3.Review what comes in and decide
- Items sent through the link show as Awaiting review. Open the document, then press Accept or Reject; a rejection note is shown to the subcontractor on their page.
- Each item is scored: Meets, Expiring soon, Expired, Missing, Does not meet (under the limit or over the rate), Awaiting review or Rejected. The summary counts the required items that are not met.
- Set the decision: Approved, Conditional, Pending or Rejected, with a reason for the record. We never set it for you; the scoring informs the decision and an expired certificate shows as a gap the day it expires whatever the status says.
4.Hold site sign-in for companies that are not approved
- The gate is on by default on the Prequalification page. When a worker signs in at a site QR code under a company name that matches a subcontractor that is Pending or Rejected, the sign-in is held with a message to ask their supervisor, and the attempt is written to the Activity Log.
- Approved and Conditional companies pass. A company name that matches nothing on your list passes too: the gate can only hold what you manage.
- Untick the gate while you are still collecting documents if you do not want anyone held yet.
5.Keep it current
- Expired and expiring required items for approved companies appear in the dashboard Needs Attention card and the Monday digest.
- Every week, each subcontractor with a required item missing, expired, expiring within 30 days or rejected gets one email to their contact with their upload link, at most once a week.
- Press Export CSV for the whole file, one row per company per requirement, to hand to a general contractor or an auditor.
Common questions
- Does the subcontractor need a login?
- No. Their upload link is the key. It shows only their own company's items and never your records. Press New link if it has gone astray; the old one stops working.
- Is this the same as Subcontractor Onboarding?
- No. Onboarding is the induction a worker completes at the gate. Prequalification is the file on the company that employs them, kept before they arrive. Both use the company name typed at sign-in, so ask subcontractors to use one spelling.
- Can we approve a company that is missing something?
- Yes. Choose Conditional and write the reason. Their people can sign in, and the missing item keeps showing as a gap and keeps being chased until it arrives.