Link main contractors and subcontractors

Link OutSmart accounts as main contractor or subcontractor and choose what transfers when you hand off a work order.

This feature is not the same as a Day pass. Main contractor and subcontractor links connect two separate OutSmart accounts. They let companies hand work orders to each other.

A Day pass is a license option for one user. Use it for occasional or temporary workers within one account.

The word "subcontractor" means different things in each feature. Here, it means a linked company. With a Day pass, it means one temporary worker.

For short-term access for one person, see What is a Day pass?.

How linking works

There are two independent linking directions. Link to a main contractor to receive their work orders as a subcontractor. Link to subcontractors to hand your work orders to them.

One account can do both at the same time. A link to a main contractor does not stop you inviting subcontractors.

Link your account to a main contractor

Use this when another company wants to send you work orders.

1

Get a code from the main contractor

The main contractor invites you and sends you a contractor code by email.

2

Open the contractors settings

Go to Settings → Main contractors / Subcontractors.

Find the Linked main contractors section.

3

Paste the code

Paste the code into the Main contractor code field.

4

Link the account

Click Link.

The main contractor appears in the linked main contractors table.

You can also automatically process completed work orders. When enabled, a work order returns automatically after it is marked complete. When disabled, send it back manually.

This toggle is in Linked main contractors. It controls accounts acting as subcontractors. It affects work orders received from a main contractor above you. It does not affect work orders handed to your subcontractors.

The table shows each main contractor's company name and related work order client. You can unlink a main contractor from the Actions column.

Invite a subcontractor to link to your account

Use this when you want to hand work orders to another company.

1

Open the contractors settings

Go to Settings → Main contractors / Subcontractors.

Find the Linked subcontractors section.

2

Enter the subcontractor email

Enter the subcontractor's email address in the Subcontractor email field.

Use the email address linked to their OutSmart account.

3

Send the invitation

Click Send invitation.

The subcontractor receives an invitation by email.

After they accept, the table shows their company name. You can unlink a subcontractor from the Actions column.

Choose what transfers with a handed-off work order

You control which data carries over when you hand a work order to a linked subcontractor. In Sent to subcontractor settings, turn these options on or off:

• Materials carry over to the subcontractor's work order.
• Files carry over to the subcontractor's work order.
• Photos carry over to the subcontractor's work order.
• Forms carry over to the subcontractor's work order.

There is also a Marked complete by subcontractor setting:

• Materials return from the subcontractor's work order when they complete it.

Turn on only the data each side needs to see.

Frequently asked questions

Can one account be both a main contractor and a subcontractor?

Yes. These are two independent linking directions. Your account can link to a main contractor above it. It can also invite subcontractors below it.

What happens if I unlink a subcontractor?

The link between the accounts is removed. New work orders cannot be handed off through that link. You can send a new invitation later to link again.

How does a subcontractor get linked to me?

Send an invitation to their OutSmart account email address. After they accept, they appear in your linked subcontractors list.

Related topics

• Settings
• Work Orders
• What is a Day pass?