Punch List Contractor Assignment

Overview

When you create a punch item, BlueClerk suggests contractors based on trade, phase history, and recent usage - but never auto-assigns. You stay in control, reviewing suggestions and choosing who to assign with one tap. Once assigned, the contractor receives a magic link via SMS to view and resolve the item without needing a BlueClerk account.

How Contractor Suggestions Work

AI-Powered Ranking

When you create a punch item, BlueClerk analyzes:

• Trade match - Contractors who work in the relevant trade (plumbing, electrical, drywall, etc.)
• Phase history - Contractors who worked on this phase before at this property
• Recent usage - Contractors you've assigned to recently across your subdivisions

Suggestions appear ranked by relevance, with the most likely match at the top.

Builder Stays in Control

• No auto-assignment - Suggestions are just that: suggestions
• Review before assigning - See contractor name, trade, and phone number
• One-tap assignment - Click a suggestion to assign instantly
• Manual entry option - Type in any contractor name and phone if not in suggestions

Assigning a Punch Item

From Suggested Contractors

1. Create a punch item with trade and description
2. Review contractor suggestions that appear
3. Click a suggested contractor to assign
4. Confirm assignment when prompted
5. Contractor receives magic link via SMS immediately

Manual Assignment

1. Click "Assign Manually" instead of selecting a suggestion
2. Enter contractor name (required)
3. Enter phone number (required for magic link)
4. Confirm assignment
5. Magic link sent via SMS

Magic Link Resolution

How It Works

When you assign a contractor:

• SMS sent instantly with a unique magic link
• Link opens in mobile browser - no app or account needed
• Contractor sees punch item details - description, photos, location, due date
• Contractor marks as fixed with photos and notes
• You get notified when work is marked complete

Magic Link Features

• Time-limited - Links expire after a set period (configurable)
• Token-validated - Secure access without authentication
• Mobile-optimized - Works on any smartphone browser
• One-time use - Link becomes invalid after resolution

Resending Links

If a contractor loses the link or it expires:

1. Open the punch item detail page
2. Click "Resend Link" button
3. New magic link sent via SMS to the same phone number
4. Old link is invalidated

Rejecting and Reassigning

Sending Back to Builder

Contractors can reject a punch item from their magic link page:

1. Contractor clicks "Reject" on the magic link page
2. Item returns to "Open" status
3. Builder is notified of rejection
4. Builder can reassign to a different contractor

Reassigning from Builder Side

1. Open the punch item detail page
2. Click "Reassign" button
3. Choose new contractor from suggestions or enter manually
4. New magic link sent to new contractor
5. Old contractor's link invalidated

Tracking Resolution

Status Flow

• OPEN - Created, no contractor assigned yet
• ASSIGNED - Contractor assigned, waiting for work
• FIXED - Contractor marked as complete, pending builder verification
• VERIFIED - Builder confirmed the fix
• WONT_FIX - Builder marked as not needing fixing

Verification Workflow

After contractor marks item as fixed:

1. Builder receives notification with contractor's photos and notes
2. Builder reviews the work on the punch item detail page
3. Builder verifies (moves to VERIFIED) or rejects (sends back to contractor)

Tips

• Use trade filters - Narrow suggestions by selecting the correct trade when creating items
• Review phase history - Contractors who worked on the phase before are ranked higher
• Check phone numbers - Magic links only work if the phone number is correct
• Set clear due dates - Contractors see due dates on their magic link page
• Add photos - Include reference photos when creating items to help contractors understand the issue

Questions

Q: What if the contractor doesn't have a phone? A: The magic link system requires a phone number for SMS delivery. You'll need to collect one during assignment or use a property manager/superintendent's number.

Q: Can I assign multiple contractors to one item? A: No, each punch item has one assigned contractor. If multiple trades are needed, create separate punch items.

Q: How long are magic links valid? A: Magic links expire after a configurable period (typically 30 days). You can resend links anytime if they expire.

Q: Can contractors reply or ask questions? A: Not through the magic link page - it's resolution-only. Contractors should text or call you directly for clarification.

Q: What if I assign the wrong contractor? A: Click "Reassign" on the punch item to invalidate the old link and send a new one to the correct contractor.