Track subcontractors: insurance, RAMS and expiry alerts
Pro and above
Two places, mirroring workers: Subcontractors in the sidebar is the account directory; each project's Subcontractors tab (shown when you're the Principal Contractor) is who's on that job.
Add a firm to your directory
Open Subcontractors from the sidebar and click Add Subcontractor.
Enter the company name and contact details, and assign them to projects.
Upload their documents — Insurance, RAMS, Liability — each with its Expires date.
There's also a Capability & Compliance section for trade specialities, competency notes, references and their H&S policy.
Manage firms on a project
On the project's Subcontractors tab, click + Add Subcontractor and pick from your master list (or add a new firm). Each firm's row shows document badges at a glance — valid, expiring, expired or missing — plus first aider and fire warden chips. Open Details to record their scope on this project, supervision contact, safety arrangements and RAMS reference.
On Business and above, each firm also carries a Business evidence review — your internal record of the paperwork you've actually checked. Tracking what each firm owes you for each package of work, with due dates and overdue states, is coming to Business plans.
In the Site Book app, the project's Subcontractors screen shows your saved firms with an Add button per row — tap it to put a firm on the project, or tap a firm marked On project to take it off. On Pro and above, firm details are edited from the account directory: Workers tab → Subcontractors, or More → Subcontractors — open the firm and tap Edit subcontractor. To delete a firm, tap Remove subcontractor, then confirm with Remove. While removal is being sent, the confirmation stays open: Cancel, the backdrop and Android back wait for the result. A successful removal returns you to the directory; if it fails, the message stays in the dialog and you can retry or cancel. The directory and project lists refresh after a save or removal finishes, including if you leave the edit screen while the request is still being sent.
Frequently asked questions
What's the difference between the sidebar Subcontractors page and a project's Subcontractors tab?
The sidebar page is your account-wide directory — a firm's insurance, RAMS and liability documents carry across every project. A project's Subcontractors tab is which firms are on that job, with per-project scope, supervision and RAMS reference.
How do the expiry alerts work?
Each document records an expiry date. Firms show as Compliant, Attention or Blocked, and a banner flags anyone with expired or missing documents so you know who to chase before it bites.
What does "working under your direction" change?
It classifies the firm's people as workers under your control — confirming it adds them to your worker register, so they're included in inductions and sign-off records. Firms "managing their own work" stay separate.
Which plan includes subcontractor tracking?
The reusable account-wide subcontractor directory is Pro and above, on both the website and signed-in mobile app. When the server reports that your account no longer has directory access, the app hides saved firms in the account directory and the project picker, including any firm details or edit form already open. Reopen the directory after access is restored to load fresh firms. Firms already on a project remain visible. Linking, viewing or unlinking a firm on one project stays available on Starter because it is core project and RAMS paperwork. The Business evidence review workflow is Business and above. Tracking what each firm owes you for each package of work — with due dates and overdue states — is coming to Business plans.
Related guides
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