Contractors
Add and manage contractors.
By Rubin and 2 others3 authors24 articles
Manage orders
Review and manage your orders and quotes.
- Upload contractor parts and pricesAdd pre-agreed parts and prices for a contractor so their costs are available to use in orders.
- Complete the application as a contractorComplete your contractor application in Access Maintain to set up your account and start managing callouts, quotes, and planned maintenance.
- Action a queried order as a contractorReview and resubmit a queried order by providing a justification or adjusting the cost as required.
- Manage contractor emergency calloutsControl whether a contractor is available for emergency callouts and ensure they are assigned to the correct response tiers and rates.
- Submit an extras request as a contractorRequest an increase in costs on an approved quoted works order by submitting an extras request for customer review.
- Upload a PMV certificate as a contractorUpload a certificate of compliance after completing a PMV order to move it to the approval stage and receive payment.
- Upload a new insurance certificate as a contractorUpload and update insurance certificates, such as public liability, product liability, and safe contractor, to maintain compliance.
- Use the signature box as a contractorCapture on-site signatures using a mobile device, with GPS tracking to confirm visit location and completion.
- Enable notes email notifications for contractorsReceive email notifications whenever a note is added to one of your current orders.
- Reduce quote costsLower the cost of a queried quote before resubmitting it for management approval.
- Decline orders as a contractorExplains the difference between quotes and callouts in Access Maintain, including when contractors can decline an order and how to withdraw a callout.
- Manage supply-only orders as a contractorDispatch supply-only orders and confirm delivery dates so customers can track delivery progress.
Manage contractor accounts
Create and manage profiles.
- Change the contractor's main email addressUpdate a contractor's main email address from the Admin area or from the contractor's account settings.
- Add new contractor usersAdd new contractor office users or engineers to a contractor account and resolve mobile number conflicts.
- Deactivate a contractorDeactivate a contractor so they can no longer receive new work, while retaining access to their past orders and invoices.
- Closure codes not appearing for contractorsCheck and enable closure codes for contractors by reviewing trade type settings to ensure the correct codes are linked and available.
- Add a SMART goal to a contractor's KPISet a new target and completion date within the Contractor Performance Review report.
Troubleshooting
Resolve common contractor issues.
- Use a tablet to log in as a contractorAccess your contractor account on a tablet by switching your browser to desktop site view.
- Troubleshoot the contractor not listed when raising an orderVerify what's causing a contractor not to be displayed when raising any type of orders.
- Troubleshoot contractor loginYou can troubleshoot the login as a contractor by checking the login link.
- Unit manager is unable to log jobsUpdate unit manager permissions so they can place callouts, submit quotes, and authorise orders.
- Unable to allocate an engineer to a PPO as a contractorManage supply-only orders by recognising they exclude labour and re-raising the order with labour costs if engineer allocation is required.
- Contractor unable to mark messages as readControl contractor unread message notifications and understand how messages read outside the main account are updated overnight.