Let's find out about this powerful tool!
The New Subcontractor module enables you to easily give access to 3rd party Contractors and External Engineers to complete your jobs as if you were allocating it to one of your own engineers.
The module allows you to share job information with the subcontractor without giving them access to your Service Geeni platform. Simply send a link to the Contractor or Engineer, which they can access on any device. The engineer can then feedback on live status updates, job notes, images, and complete any forms attached to that job. Giving you full visibility. What’s more, the sub-contractor module will automatically raise an invoice for your customer and generate a PO for your contractor.
Essentials!
Learn more with our helpful videos: Subcontractor.
Getting There
First, let's set up your Subcontractors in Service Geeni.
Heading to the Records menu.
Select Supplier Accounts.
Enabling a Supplier Account as a Subcontractor
In the Supplier Account Details window, you can see all of your supplier accounts.
Find the account you wish to assign as a subcontractor.
Using the Action Tray, select the Edit icon.
Select the on/off switch for Subcontractors in the editor window. Turning it on will mark the supplier as a subcontractor.
Save and then close the window.
Assigning an Engineer as a Subcontractor
You can assign the Subcontractor to the job by either editing your existing engineers or adding a new one.
If you need an additional engineer, you can log a request on the support portal or by emailing help@keycomputers.co.uk
To assign a current engineer, head to the Settings Cog and select Engineers.
Your subcontractor engineer will usually be the supplier's name. Alternatively, if you work closely with a specific engineer, you can assign jobs directly to them.
Using the Action Tray, click the Edit icon.
In the editor window, you can find the Subcontractor switch just under the display picture.
Click to turn this feature on and make the engineer a Subcontractor.
Next, you need to add the supplier account that this engineer is linked to.
Click the ellipse in the Select Supplier Account field and select a Supplier.
You can then switch on /off the Choose Send job Link toggle.
When this is enabled, the Subcontractor will receive an email with a link which takes them to the job directly on their mobile.
If it is turned off, the Subcontractor can view and work on jobs from the portal.
For more information on this feature, go to the How to use the Subcontractor Portal.
Issuing a Job to a Subcontractor
Once that’s set up, head to Job Control via the Scheduler menu to send the job to a Subcontractor.
Here you can view all your Jobs.
Using the filter option, select Unissued.
Then, via the Action Tray, click on the Issue Job icon.
From this window, select the ellipsis in the Engineer No search bar.
This opens up a list of your available Engineers.
You can select the Subcontractor tick box to filter by assigned Subcontractors.
The list will now only show engineers who are subcontractors.
Now, choose an engineer from the list.
Next, click Add Engineer To List.
Finally, click the Issue Job button.
The window will close and you will be taken back to Job Control.
Sending a Job link to a Subcontractor
You can send a job link directly to a Subcontractor, once they have been assigned the job, you can action and send the link.
Make sure you enable The Send job link toggle from within the Engineer record.
You can send a job link directly to a Subcontractor once they have been assigned and the job issued.
To do this:
Go to Job Control.
Select the issued job you want to send the link from.
From the Action Tray, you can directly email a subcontractor with the job information.
This should be used when you have a working relationship with the Subcontractor and their engineers and have agreed that you can send jobs directly.
Subcontractor State and PO
From Job Control, you can see the Subcontractor State and PO number.
To view the job, click on the Job number which opens the Job Details window.
Here you can see the Contractor state.
The Job now recognises an assigned Subcontractor and the related PO number.