How to Manage Subcontractor Agreements & Policy

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1 Summary: SiteBook can assist with administration and management of subcontractors by: Providing a Subcontractor pre-qualification process that will collect information and documents from your subcontractors Distributing and collecting Subcontractor agreements Recording contractor Approvals and flagging when they are due for annual review Displaying warning messages for expired licences and insurances. Manage Subcontractor Open the contractor list page to manage individual subcontractor agreements and policy. Main Menu => Contractors => My Contractor List Legend: blank No Agreement or policy in place for this contractor. Agreement and Policy approved and no warnings exist Issues found. Click Manage to view warnings. Click on Manage to show the Manage Subcontractor Page

2 The Subcontractor pre-qualification process page navigation is displayed at the top of the page. These are the pages that the contractor will use to supply you with their information. You can view these pages to see the information entered by the contractor, or to update the information yourself. The Manage Page is displayed initially. Your Contractors do not see this page. If you would like to see the process in action, then setup an agreement for your own company, and follow the process. Please remember to SAVE any changes before exiting this page Policy for this Subcontractor The Policy for an individual contractor is inherited from the Template when this page is first opened. You can change the Policy for an individual contractor. For example: an Engineer should have Public Liability and Professional Indemnity Insurance. If the contractor does not supply the required information, or when licences or insurances have expired, then a warning message is displayed (see below) Subcontractor Review and Approval When you (principal contractor admin staff) are happy that the contractor meets your requirements, you can Approve Now and the next review date will be set to one year from today. You will be reminded with a waring message when the review date is due

3 Subcontractor Agreement If you require the subcontractors to complete an agreement (document), then check the box. This checkbox is only available after you upload a Template agreement (see above). This agreement will be available for your contractor to download on the Agreement page. Request for Contractor Information This will send the contractor an that contains a link to complete the Subcontractor Information (pre-qualification) process. You can setup an template that also contains a copy of the warning messages by including the word $WarningMessages$ in the body. Ask SiteBook support for assistance. Example of an template that sends warning messages: Thank you for supplying your business information to $SenderCompanyName$. The following issues have been found: $WarningMessages$ Please review and fix the issues found by clicking on at this link. Do not forward this to anyone else, as the link contains your sign-in details. Warning Messages Issues found are displayed as warming messages:

4 Notes Override View or Fix Check For Issues The contractor may enter notes about warning messages, or you can enter notes. Set the status of the message to inactive, when you wish to suppress the warning Navigates to the Page where the issue can be resolved. Runs the error checking process for this contractor, and refreshed the page with warning found. Warnings that have been overridden are not updated, and remain inactive(suppressed) To re-instate a warning that has been overridden, Notes => check active box => Save. How to Prepare Your Subcontractor Agreement Template. 1. Obtain a subcontractor agreement document in MS-Word format. SiteBook will replace special words with text specific to the agreement. Note: the document must be in.docx file format for automatic text replacement to work. 2. Insert the following Text Replacement words into your document: $ContractorCompanyName$ $Date$ In the place where the subcontractor company name is inserted. Where the current date is inserted. 3. Protect the document. Use Word protection to lock the document from changes by users. In MS-Word: File => Permissions => Restrict Editing => See picture. Enter a password (and remember it!) 4. Save the document with an appropriate File Name such as: Subcontractor Agreement Template.docx on your computer ready to upload into SiteBook. Setup your Template Agreement & Policy. Setup your template Agreement and Policy that will be used when creating any new agreements: Main Menu => Admin => Subcontractor Agreement Template

5 Set Template Policy Set the default policy by checking the check boxed next to each policy. This policy will be used when setting up new subcontractor agreements. Select Template Subcontractor Agreement Select a template agreement that will be used when setting up new subcontractor agreements If your template is not in the list then upload it (ensure the Template checkbox is set otherwise it will not appear in the pick-list.

6 Instructions to Contractor Add any special instructions that you wish to display to the contractor regarding the Agreement. These instructions are displayed on the Agreement Page. Save your Template Press the Save Button Check all Agreements This facility can be used to rebuild all warning message now, for all contractors that have agreements in place. The process normally happens automatically overnight (approx. 1am).

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