Sub-Contractor Creation & List
The Sub-Contractor module in DreamzCMMS allows you to maintain a centralised registry of all third-party contractors your organisation works with. Each sub-contractor profile stores key details including the company name, short name, address, contact email and phone, contract status, and contract signed and end dates. This gives you a single place to track contract lifecycles, monitor active agreements, and ensure renewals are managed on time.
Overview
The Sub Contractor List displays all registered sub-contractors with their key details — Company, Short Name, Address, Email, Phone, Status, Contract Signed Date, Contract End Date, and Active flag — all visible at a glance. From the listing page you can search and filter records, and use the row-level actions menu to view, edit, toggle the Active status, or delete a sub-contractor record as your contractor relationships change.
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Before You Begin
- You must have the appropriate permissions to access People & Teams and manage Sub-Contractor records.
- Have the sub-contractor’s details ready before starting — including company name, short name, address, contact email, phone number, and contract dates.
- Confirm whether a user account needs to be created for the sub-contractor at the same time as the profile, so they can log in to DreamzCMMS if required.
How to Create a New Sub-Contractor
Step 1 – Navigate to the User List
From the main menu, click People & Teams, then click User List. This opens the Employee List page.
Step 2 – Click the "Sub-Contractor" Tab
From the User List page, click the Sub-Contractor tab. This switches the view to the Sub Contractor listing page where all existing sub-contractor records are displayed.
Step 3 – Click "Add New Sub-Contractor"
From the Sub Contractor listing page, click the Add New Sub-Contractor button to open the sub-contractor creation form.
Step 4 – Fill In the Sub-Contractor Details and Save
Complete the following fields in the sub-contractor creation form:
- Company Name — Enter the full legal or trading name of the sub-contractor company.
- Short Name — Enter a brief abbreviated name used to identify the sub-contractor quickly across the system.
- Address — Enter the sub-contractor’s business address.
- Contact Email — Enter the primary email address for the sub-contractor.
- Contact Phone — Enter the sub-contractor’s phone number.
- Status — Set the contract status (e.g., Signed, Active) to reflect the current state of the engagement.
- Contract Signed Date — Enter the date the contract was signed.
- Contract End Date — Enter the date the contract is due to expire. This helps you monitor upcoming renewals.
- Create User Account (optional) — Check this box if the sub-contractor requires a login account to access DreamzCMMS directly.
Note: Always enter the Contract End Date accurately. This date is used to track contract lifecycle and helps ensure agreements are reviewed or renewed before they expire. If the sub-contractor needs system access, tick the user creation checkbox before saving — this cannot be added automatically after the record is saved.
Once all details are entered, click Save. The new sub-contractor will appear in the Sub Contractor List and will be available for use across relevant modules in DreamzCMMS.
Managing Existing Sub-Contractors
From the Sub Contractor List, you can manage any existing record using the row-level actions menu. Use the search and filter toolbar to locate records quickly. Available actions include:
- View — Open the sub-contractor profile in read-only mode to review all stored details.
- Edit — Update any details on the profile, including contact information, contract dates, or status.
- Toggle Active — Enable or disable the sub-contractor’s active status. Inactive sub-contractors will not appear in active selection lists across the system.
- Delete — Permanently remove the sub-contractor record. Use this with caution as deletion cannot be undone.
After Creating a Sub-Contractor — What's Next?
- Assign the sub-contractor to work orders or jobs in DreamzCMMS where their services are required.
- Monitor contract end dates from the Sub Contractor List to ensure agreements are reviewed or renewed before expiry.
- Share login credentials with the sub-contractor if a user account was created, so they can access the relevant modules in DreamzCMMS.
Tips for Managing Sub-Contractors
- Always keep contract end dates up to date. Regularly review the Sub Contractor List to identify contracts that are approaching expiry and action renewals in advance.
- Use short names that are easy to recognise — these appear in lists and reports throughout the system, so clarity matters.
- Toggle to Inactive rather than deleting sub-contractors whose contracts have ended. This preserves the record and any historical references tied to it.
- Only create a user account for sub-contractors who genuinely require system access. Limiting login access reduces security risk and keeps your user list manageable.
- Use the search and filter tools on the listing page to quickly locate sub-contractors by company name, status, or contract dates when your list grows large.
Frequently Asked Questions
What is the difference between Status and Active flag?
The Status field reflects the contract status (e.g., Signed, Active) and describes the nature of the engagement. The Active flag controls whether the sub-contractor is available for selection across the system. A sub-contractor can have a Signed status but still be set to Inactive if they are not currently being used.
Can I add a user account for a sub-contractor after their profile has been created?
The user creation checkbox is available during the initial creation of the sub-contractor profile. If this was not checked at the time of saving, you may need to create the user account separately from the User List. It is recommended to decide on user access before saving the sub-contractor record.
What happens when I toggle a sub-contractor to Inactive?
An inactive sub-contractor will no longer appear in active selection lists across DreamzCMMS. Their profile and all historical data are preserved and the record can be reactivated at any time.
Can I track multiple contracts for the same sub-contractor?
Each sub-contractor profile holds one set of contract dates. If a sub-contractor has a new or renewed contract, you can update the Contract Signed Date and Contract End Date by editing their existing profile.
Can I search for sub-contractors by contract end date?
Yes. The search and filter tools on the Sub Contractor List allow you to filter and sort records, helping you identify sub-contractors with upcoming contract expiry dates.