Overview
The Contractor Portal in Gearbox centralises key tasks for managing contractors and subcontractors. Users can create contractor profiles, link employees and vehicles, set up reminders, and submit Non-Conformance Reports. A dedicated tab enables easy linking of employee records, and document storage is available for users with the Documents module.
The Contractor Status Report is delivered by email, listing reminders, vehicles, and employees. Users can schedule these reports to be sent weekly or monthly, with each contractor’s email frequency displayed.
The Compliance module must be active on your subscription to add Contractors and utilise the Contractor Portal
The Documents Module must be active on your subscription to upload and manage documents in the Contractor Portal
Adding Contractors
1. Click on Compliance (1) then Contractors (2).
2. Click on Add New (3) to create a new contractor, or to edit an existing contractor, simply click anywhere in their entry on the table to enter(4).
3. Enter the Company Name (5), the remaining fields are optional (6) once completed click Save and Close/Save and Continue (7)
4. Once a contractor has been configured and saved, it will be displayed in the Active Contractors list.
Contractor Portal
In active contractors, the Contractor Portal allows you to view Reminders and Non-Conformances, link employees and vehicles to a contractor company, and with the Documents Module, manage contractor documents.
1. The Information tab is used for updating Contractor Information (1), configuring Contractor Email Settings (2) and to terminate contractors (3), should they no longer be in use.
2. The Reminders can be used for Adding Contractor Reminders (3) and Checking/Configuring pre-exisiting Contractor reminders (4)
To add Contractor Reminders, click Add Reminder, Select the Contractor (5), then select Type & Expiry date, there is also the option to add notes and documents (6) and remember to also Save your changes.
3. The Non Conformances tab allows reviewing and actioning Non-Conformance Reports, To create a new NCR, click Add NCR (7) and to check or edit pre-existing NCR Reports (8) simply click on the entry in the table.
Non Conformance Reports can be filled in with details such as type, cause of problem as well as short & long term fix.
4. In the Employees Tab, existing Employees found within the Employees Module, can be linked to Contractor companies, new employees can be linked via Add Employee + (9) and existing Employees are found in the Employees table (10). Employees can be unlinked via the "X" in the far right column.
Only employees that are not currently linked to a contractor will be displayed when adding an employee
5. The Vehicles tab allows reviewing of vehicles that are linked with contractor companies, new vehicles can be linked via Add Vehicle+ (11) and currently linked vehicles are found in the Vehicles table (12). Vehicles can be unlinked via the "X" in the far right column.
Only vehicles that are not currently linked to a contractor will be displayed when adding an employee
6. The Documents tab allows Gearbox admins to upload and manage documents related to Contractors. New documents can be uploaded via Choose files (13) and pre-existing documents can be managed in the Documents Table (14)
7. If contractor email settings are enabled, the contractor will receive scheduled email notifications containing reminders, vehicle details, and linked employee information.
Related to
Comments
0 comments
Article is closed for comments.