The system allows you to add as many contractors as you wish for all different trade types.
To add a new contractor, please follow the steps below:
Click Admin Area.
Click Add / Edit Contractors, then click Yes.
Enter the contractor’s company name and a short company name.
Enter the email address and telephone number of the application invite recipient.
Select the required:
Type of work.
Trade types.
Applicable trades.
Zones of the countries covered.
Click Send Invite.
📌 Note: An email will be sent to the contractor with a link to complete and submit their application, and a General Account user will be automatically created using the same email address provided in the invite.
Add a Supply Only contractor
A supply-only contractor can be set up in the system to provide materials without carrying out any on-site work. This setup ensures that the supplier is linked correctly to the relevant trade type and can be selected when raising supply-only orders.
From the Admin, click Add / Edit suppliers.
Choose the supplier you want to set up, then click Trades/Item Types.
Click Supply Only, then unlock the settings by clicking the green padlock icon.
Select the appropriate trade type and the correct supply only category.
Click Confirm, then click Save to apply the changes.
📌 Note: If you receive an error when trying to open a supply-only sub-category, check that there is at least one supplier linked to the category. Without this link, the system will not allow you to proceed.
View invitation status
To see which contractors have completed registration, resend the invitation email if needed, or remove a contractor who no longer requires access.
Click Admin Area, then select Add / Edit Contractors.
Select Invited contractors to see all contractors who have been sent invitations but have not finished registering.
Click into the contractor to open their account.
The current invitation status is displayed at the top right (see status details below).
Click Resend invitation to send the email again if the contractor hasn’t responded.
Click Remove contractor to cancel the invitation and delete the contractor’s details.
Invitation status types
Invited: Email sent, but not yet opened.
Email opened: Invitation opened, but registration has not started.
In progress: Registration started, not yet finished.
To approve: Registration complete, waiting for your approval.
Approve a contractor's application
Once a contractor has submitted their application, the status will show as To Approve. To review and approve their application:
Click Admin Area, then select Add / Edit Contractors.
Click the Invited Contractors tab.
Select the contractor awaiting approval.
In the top right, click the Notes icon to check any changes made by the contractor.
Click through each tab on the right to review the submitted details.
On the left, tick each box to confirm that the trades, zones, and rate card are correct.
On the Company Details tab, click the padlock icon next to the finance account code field.
Enter the contractor’s account code from your finance system.
On the left panel, click Approve.
Review contract documentation and dates
Review contractor contracts to ensure that all documentation is up to date and that review dates are monitored. This helps maintain compliance and ensures that contractors meet required standards.
Click Admin Area, then select Add / Edit Contractors.
Select the contractor whose documentation you want to review.
Click the Contract tab.
Click the Documentation icon to view all contract documents and associated review dates.
🤓 Tip: Regularly checking these documents helps you track renewal dates, insurance validity, and compliance requirements for each contractor.
Manage contractor coverage by zone
Each contractor in Access Maintain can be assigned to cover specific counties within defined zones. This ensures that jobs are only allocated to contractors who operate in the correct geographical areas. You may need to update these settings if a contractor expands their coverage, reduces the areas they serve, or if the allocation was set incorrectly.
Click Admin Area, then select Add / Edit Contractors.
Select the contractor you want to update.
Click Zones/Brands.
Click the padlock icon to unlock the screen.
Tick or untick the required zones to update coverage:
Coloured: The contractor covers this zone.
Grey: The contractor does not cover this zone.
Click Save to apply the changes.
🤓 Tip: Keeping contractor coverage accurate ensures that orders are only routed to contractors who operate in the relevant locations, preventing delays and misallocation of work.