Setting Up a Managed Subcontractor

• Managed Subs allows you to create a profile for your subcontractors within your system, they can scan or follow a link to access an external version of SafetyLoop and complete forms you have shared to them for applicable projects/groups, they can also add and view documents, and view trainings.
• A managed sub does not need to download the app or require login credentials, if a subcontractor already has their own account, they will need to follow a different path to connect. 

1. From your SafetyLoop homepage, click the “Subcontractors” tab on the sidebar.

2. This will bring you to your Subcontractor Main Page, 

• External Subs – This will be a list of your external subcontractors; these are subcontractors that have their own SafetyLoop account and are connected to you via Global Project.

• Flagged Users – A listing of all users that have been flagged.
• Configuration – This is where you will need to add training topics, this is required if you want to add records of training for your managed subcontractor. 

3. First, you must configure your training topics. This is simply adding training topics and setting expiry periods (if applicable) for the Managed Subs profile, this will be the topic list you can choose from when adding records of training to their profile.

4. If you would like to copy your full list of training topics from your account, click the “Clone Topics” button. This will mirror what you see in your account when adding a record of training.

• To add new topics or create a custom list, click the “+ Add Topics” button.

5. This opens the “+ Add Topics” window, here you can add the topic name, a description (If applicable), and expiry period. Click “Create” once complete.

• Remember, when adding records of training to one of your managed subs, the topics you create here will be the ones available to choose from. The expiry date will pre-populate based on the date of completion for the training. 

6. You can edit the topics by clicking the action dots, then “Edit”. 

• You can also deactivate a training topic; this stops it from showing in the topic list when submitting records of training. Click the toggle to deactivate, you can always click it again to reactivate. 

Configuring training topics only needs to be done once, this topic list will be the same for all your managed subs. 

7. Once you’ve configured your training topics, you are ready to add managed subs! Click the Managed Subs tab.

8.Next, click the “+ Add Internal Subs” button.

9. This will bring you to the company information page, here you will add the company’s information and main user. You can even add a logo for the subcontractor (if applicable).

• Once you have filled this info out, scroll down and fill out the main company user details and Company location details.

• The main user will receive an invite email upon creation, this email will contain the access link and QR code.

10. Once all the necessary info has been filled out, click the “Create Subcontractor” button at the top of the page.

• Once you have created your managed sub, you can interact in several ways with it from the main managed sub page by clicking the action dots next to the applicable managed sub.

• Whenever you are managing a specific sub, such as sharing forms, groups, adding users, documents, etc. you will access this through “Manage” found in the action menu to the right of the applicable managed sub. 

11. Once you have created the Managed Sub profile, you can begin managing them. From your Managed Subs page, click the action dots to the right of the applicable subcontractor.

• Then click “Manage”

12. Ensure the “Employees” tab is selected.

13. Click the “Add Employee” button in the upper right-hand corner of the table.

14. Add the employee’s information and click the “Add Employee & Send Information” button. Once created, the employee will receive an invite email with a QR code and access link.

15. Once created, you can edit and deactivate users.

16. To edit a user, click the action dots then click the edit button. You can also view the employees QR code, Resend the Invite, or send the invite over SMS. 

• Once created, you can quickly share your managed subs to whichever groups/projects required. These will be the groups/projects listed after they start a form, any forms completed will show up under the group/project they selected.

17. First, click the “Shared Groups” tab.

18. On this page you will see the list of groups the managed sub has been assigned to (if any).

19. To add or remove groups/projects to the managed
sub, click the “Add & Modify Shared Group” button.

20. On the left side of the window, will be the full list of your groups/projects, on the right side will be the groups/projects assigned to the managed sub. To assign a group/project, check the applicable groups in the left-hand column, then click the “>” button in the middle to move it over. Do the opposite to remove an assigned group. Once complete, click the “Update” button.

21. First, ensure the “Forms” tab is selected.

22. This page will show you what forms you’ve already assigned to the managed sub, to edit this list of assigned forms click the “+ Add & Modify Shared Forms” button.

23. This will open the Add & Modify Shared Forms window, check off the forms that you would like to assign from the left-hand box, then click the “>” to assign them, they will move into the right-hand box once assigned. Once complete, click update.

• To remove forms from being assigned, check off the boxes from the left-hand side and then the “<” button to move them back to the left. 

• Left side = Not assigned, Right side = Assigned

24. As the parent company, you can add records of training to the managed sub. This can only be done through the web app. First, click the “Trainings” tab.

25. Here you will see the list of trainings for the managed sub and each of their employees. You must have created the employees for the managed sub prior to adding any records of training for them.

• To assign a training topic, you must also have created it in your configuration (Found above in “Configuring Training Topics”). You can also click the “MANAGE TOPICS” button to go back to this configuration page.

26. To add a training, click the “Add training” button.

27. This will open the “Add Training” window.

28. To add a topic, click into the Topic Name dropdown, then select your desired topic.

29. Next, select the date of completion, you can click on the YYYY-MM-DD to type in the date in that format, or you can click the calendar icon to select it from a calendar.

30. If you set up an expiry period for the topic when creating it, the Expiry of Training will autofill using that expiry period, if not, repeat the step above for “Expiry of Training”.

31. You can upload attachments of the proof of training by clicking the Upload icon. 

32. Next you will select your users, if multiple users have the same training and completion dates, you can create multiple at once! Check off the applicable user(s), then move them over with the “>” button.

33. Once complete, click the “Create” button.

34. Each training will show up on the training page on the app and web. They will appear with an “Active” icon until the expiry date passes.

35. When in “Manage” of your applicable Subcontractor, you can view all the forms they’ve started and completed by clicking the “Completed Forms” tab.

36. By clicking on the Action Dots to the right of your desired form, you can view the form with appendix or without. The appendix will contain additional information such as clickable photos. 

37. You can add documents to your managed sub. First, click the documents tab.

38. Here you can view, organize, and add folders/files.

39. To create a folder, first click the “CREATE FOLDER” button.

40. This will bring up the “Create Folder” window, give your new folder a name and expiry date (if applicable). Once past the expiry date, the folder will turn red and show expired. Once finished, click the “CREATE” button.

41. You have two options when uploading, Upload and Bulk Upload. Upload is used for smaller uploads, especially with single or small collections of files or folders, this will prompt you to select the files from your documents. Bulk Upload you can drag and drop a folder(s) in. 

42. To edit, delete, or create a public link to a folder or document, use the action icons to the right of the applicable file/folder.

• Once you have created your Managed Sub on desktop, you and your users can view this information on the mobile app (Admin & Manager role type).

1. From the SafetyLoop App home screen, click the Subcontractors icon. 

2. This will bring you to your subcontractor’s main page, it will default to the external subs list, which are Subcontractors that have their own SafetyLoop account and have connected to one of your projects. Click the "ManagedSubs" tab.

3. This will bring you to the Managed Subs screen, this will be a list of all the managed subs you have created. 

4. Next to each subcontractor you will have the
Action Dots, here you can:

5. Once you’ve clicked into “Manage” via the action dots shown above OR clicked on the subcontractor, you will be brought to the managed sub employee screen.