Managing Subcontractors

Overview

Subcontractors are external workers or companies you hire to perform specialized work on your properties. BlueClerk lets you maintain a roster of subcontractors, assign them to properties or work orders, and track their activity - while keeping billing and customer relationships under your builder account. You can now invite new vendors who aren't on BlueClerk yet, creating their account and adding them to your roster in one step.

Adding Existing Subcontractors

Searching for Subcontractors

1. Go to Builder > Subcontractors in the sidebar
2. Click "Add Subcontractor"
3. Search by name, business name, or email
4. Select from search results
5. Click "Add to Roster"

The search looks through:

• Existing contractor profiles on BlueClerk
• Individual contractors with accounts
• Contractor companies registered on the platform

What Happens When You Add Them

• They're added to your roster - visible in your Subcontractors list
• You can assign them work - tickets, punch items, and properties
• They see assigned work in their own BlueClerk account
• Work history is tracked for warranty and compliance

Inviting New Vendors

When to Use Invite

Use the invite flow when:

• The vendor doesn't have a BlueClerk account yet
• You searched but found no results
• You want to onboard a new sub to the platform

How to Invite a New Vendor

1. Go to Builder > Subcontractors
2. Click "Add Subcontractor" or "Invite New Vendor"
3. Enter vendor information:
   • Email (required) - where they'll receive the invite
   • Business name (optional) - their company name
   • Contact name (optional) - primary contact person
   • Phone (optional) - contact phone number
   • Trades (optional) - what trades they work in (comma-separated)
4. Click "Send Invite"

Two Invite Flows

If the email already has a BlueClerk account:

• Email says: "Chris Norton at Norton Fitness added you as a vendor"
• CTA button goes to /vendor-invite/[token] claim page
• Recipient signs in and claims the relationship with one click
• Relationship is instantly added to their account

If the email doesn't have a BlueClerk account:

• Email says: "Chris Norton at Norton Fitness invited you to join BlueClerk as a vendor"
• CTA button goes to /vendor-invite/[token] claim page
• Recipient sees "Create Account" flow
• After signup, relationship is automatically established

Vendor Claim Page

The /vendor-invite/[token] page shows different UI based on the recipient's state:

Already claimed:

• "Already accepted" message - no action needed

No account yet:

• "Create Account" CTA → signup with token threaded through
• Account creation automatically claims the invite

Existing account, signed out:

• "Sign in to claim" - redirects to login with return URL

Existing account, signed in (wrong email):

• "Switch account" - prompts to sign in with the invited email

Existing account, signed in (right email):

• Editable form with prefilled business info
• Shows inviter: "Chris Norton at Norton Fitness added you"
• "Confirm vendor relationship" button
• Optionally edit business name, contact name, phone, trades before confirming

What the Invited Vendor Sees

After claiming:

• Your builder company appears in their "Working For" list
• Assigned work shows up in their dashboard and mobile app
• They can complete work and mark items resolved
• Work history syncs back to your builder account

Managing Your Roster

Viewing Subcontractors

Your Subcontractors page shows:

• All vendors you've added or invited
• Contact information - name, email, phone, trades
• Invite status - pending, claimed, or active
• Work history - jobs completed for you

Removing a Subcontractor

1. Find the subcontractor in your list
2. Click "Remove" or the trash icon
3. Confirm removal

Removing a subcontractor:

• Removes them from your roster - they won't see new assignments
• Preserves past work - completed work history remains
• They keep their account - just no longer working for you

Assigning Work to Subcontractors

Once a subcontractor is on your roster:

From a Property

1. Open a property detail page
2. Assign the subcontractor to the property
3. They'll see it in their "Assigned Properties" list

From a Punch Item

1. Create or open a punch item
2. Assign to subcontractor from your roster
3. They receive notification and can mark it resolved

From a Ticket

1. Create or open a ticket
2. Assign to subcontractor from your roster
3. They can schedule and complete the work

Tips

• Invite early - Get vendors set up before you need them
• Add trades - Helps you filter and find the right sub quickly
• Track work - Review completed work in your dashboard
• Use notes - Document preferences or special instructions per vendor

Questions

Q: What if the vendor already has a BlueClerk account but I can't find them in search? A: Use the invite flow - the system will detect they already have an account and send them a claim link instead of a signup link.

Q: Can I invite multiple vendors at once? A: Not yet - invites are sent one at a time. Search and add existing vendors in bulk if they're already on BlueClerk.

Q: What happens if a vendor never claims the invite? A: The invite expires after 30 days. You can resend it from your Subcontractors list.

Q: Can a subcontractor work for multiple builders? A: Yes - they can accept invites from multiple builder companies and see all assigned work in one dashboard.

Q: What if I accidentally invite the wrong email? A: Contact support to cancel the invite, or wait for it to expire. The vendor can't claim work meant for someone else.