Working with subcontractors? With 9ID, you can easily assign part of your work to another company and keep track of their progress.
As a Contractor Company Administrator, you can invite subcontractors to your jobs, assign them their own work, and follow up on their readiness before they arrive on site.
In this guide, we'll walk you through how to add a subcontractor and monitor their job status.
Before you start: Get your subcontractors ready
To avoid last-minute delays, make sure to invite your subcontractors well before their work is scheduled to begin.
When you add a subcontractor to a job, 9ID automatically creates a separate sub-job for that company. This allows your subcontractor to manage their own workers and prepare for the work you've assigned them.
Before their workers can access the site, the subcontractor needs to:
Accept the assigned job and review its requirements.
Add their workers to 9ID and assign them to the job.
Complete the required onboarding tasks, such as providing mandatory documents or completing safety training, depending on the site's requirements.
Why is this important?
Your subcontractors are responsible for managing their own workers and ensuring they meet the necessary requirements. If any mandatory tasks remain incomplete, their workers may not be able to check in at the gate, potentially delaying your job.
Our tip: Invite subcontractors as soon as you know they'll be involved. This gives them enough time to prepare their workers and complete the required steps before arriving on site.
Before you begin: You'll need the Contractor Company Administrator role, and the main job must already exist in 9ID.
1. Add a subcontractor to a job
Let's start by assigning part of your job to a subcontractor.
Navigate to Jobs in the left-hand menu. Find and open the job you want to subcontract.
Select the Subcontracting tab.
Click + Add Contractor. A new window will open where you can enter the details of the subcontracted work.
Fill in the subcontractor details
Complete the following fields:
Job name: Give the sub-job a clear and recognizable name, ideally describing the work the subcontractor will perform.
Type: Select the relevant job type, such as Maintenance Job.
Date from / Date to: Define the period during which the subcontractor will carry out the work.
Company: Start typing the subcontractor's company name and select it from the list.
Organiser: Select the person within your company responsible for coordinating this sub-job.
Once everything is filled in, click Add..
That's it! Your subcontractor has now been added to the job, and a new sub-job will appear in the Subcontracting overview
Good to know: A sub-job is created based on your original job but has its own name, dates, and assigned company. The subcontractor only has access to their own sub-job, not your complete job.
2. Monitor your subcontractor's job status
Once you've added a subcontractor, you'll want to make sure they're getting ready for their upcoming work.
You can easily follow their progress directly from the platform.
Navigate to Jobs and open the original job.
Select the Subcontracting tab.
Find and click the relevant sub-job.
Check the Job status at the top of the page.
Understanding the job status
When a sub-job is first created, its status will be Pending.
This can mean that the subcontractor hasn't accepted the job yet or that certain requirements are still outstanding, such as pending requirements or missing worker assignments.
As the subcontractor accepts the job, adds workers, and completes the necessary requirements, the job status will update accordingly.
Our tip: Check your subcontractors' job statuses regularly, especially as the planned start date approaches. If a sub-job remains Pending, reach out to the subcontractor to see whether they need to take any further action.
3. Who is responsible for the subcontractor's workers?
Once you've assigned a sub-job, the subcontractor is responsible for preparing and managing their own workforce.
What does the subcontractor need to do?
The subcontractor is responsible for:
Accepting the assigned job.
Adding and managing their own workers in 9ID.
Assigning the relevant workers to the sub-job.
Making sure all applicable worker requirements are completed before arriving on site.
Depending on the setup, these requirements may include social security registration, mandatory documents, or online safety training.
What is your role as the main contractor?
You don't need to add or manage the subcontractor's workers yourself.
However, it's important to keep an eye on the progress of your subcontractors, as outstanding requirements can affect whether their workers can access the site.
If you notice that a subcontractor's job is still Pending or their workers aren't ready, we recommend following up with the subcontractor before the work is due to start.
You're all set!
Your subcontractor has been added and can now prepare for their upcoming work.
Before their first day on site, make sure that:
The subcontractor has been added to the correct job.
The sub-job details and planned dates are correct.
The subcontractor has accepted the job.
The subcontractor has added and assigned their workers.
All applicable requirements have been completed.
Taking care of these steps early helps everyone arrive prepared and keeps your project running smoothly.