Subcontractor Management — Admin Training Guide
Work through the modules below in order to request, set up, approve, and maintain subcontractors. Each module includes step-by-step instructions, role guidance, and a quick self-check. Share this page with any administrator who needs to become effective with the tool.
Overview & Roles
Goal: Understand how Subcontractor Management fits into JRCO operations and who is responsible for each step.
How It Fits in the Workflow
Sub MgmtThis page
→
Job SetupAssign to scope
→
ValidationLicense check
→
GanttTentative flag
→
Contract MgrReview & clear
Roles at a Glance
| Role | Primary tasks in this tool |
|---|
| Administrator | Configure Settings, manage subscribers/watch rules, enroll auto-renewal pilots, recompute compliance fleet-wide. |
| Ops / Safety reviewer | Review intake in Under Review, complete records, upload and verify certs, approve when ready. |
| Contract Manager | Review tentative job assignments (license/scope mismatches), clear flags on Gantt. |
| Project Manager | Request new subs (Quick Add), assign subs to job scopes in Job Setup, monitor compliance badges before hard assignments. |
Dashboard KPIs
Real-time counts across the active roster, updated each time the page loads.
Total Active
Count of all subcontractors where Active = on. Inactive records are hidden by default.
Compliant
Approved subs whose required certs (default: GL and WC) are verified and not expired.
Expiring
Approved subs with at least one required cert inside the warning window (typically 60 days or less).
On Hold
Approved subs missing, unverified, or expired required certs. Hard job assignments are blocked (tentative assignments still allowed).
In Onboarding
Subs in Under Review — not yet approved for active use. Pending is used only when a sub is sent back for missing information.
Active Job Links
Total subcontractor-to-scope assignments currently active across all open jobs.
Contacts
Total contact records across all subcontractors (PMs, billing, safety reps, etc.).
Two badge systems: Every sub shows both an
Onboarding badge (Under Review → Approved, with Pending used for rejections) and a separate
Compliance badge (Compliant / Expiring / Hold). A sub can be
Approved and still on
Hold until certs are verified — that is normal. See
Module 04 and
Module 05.
Unified org directory: JRCO USA appears in the same roster as vendors with an Internal badge. External subcontractors show Subcontractor. Use the Org type filter (All / Subcontractors / Internal) to narrow the list. Job setup sub pickers still show vendors only — internal orgs are never assignable on jobs. Compliance Command Center is for record triage; org profiles open from Subcontractor Management or the org link on each record card.
Filters & Search
The toolbar narrows the list instantly — no page reload needed.
Search Box
Searches company name, division/POC, trades, and notes simultaneously. Partial matches work — type "roo" to find all roofing subs.
Compliance Filter
Narrow by compliance engine status: All, Compliant, Expiring, or Hold.
Onboarding Filter
Filter by workflow stage: Pending, Under Review, Approved, or Inactive onboarding.
Division Filter
Populated from the POC Division field on each record. Filter to a specific division manager (e.g., 10-KC).
Active / Inactive
Default is Active Only. Switch to Active + Inactive or Inactive Only to see deactivated subs.
Org Type
All orgs shows JRCO (Internal) and every vendor. Subcontractors hides internal rows. Internal shows JRCO only. Cards and rows display an Internal or Subcontractor badge on each record.
Tip: All filters stack — you can search for "masonry" within Hold status in a specific division at the same time.
Cards vs. Rows View
Toggle between a visual card grid and a compact sortable table. Your preference is remembered per browser. On wide screens, the Activity panel stays pinned on the right — see Module 10.
Cards View
Each subcontractor gets a full card showing compliance badge, expiry dates, WC state pills, capable scopes, notes, and assigned jobs at the bottom. Best for reviewing a single sub at a glance.
Rows View
Compact table with sortable columns. Click any column header to sort. Each row expands downward to show its assigned jobs in a flex layout. Best for bulk review and comparison.
Sortable Columns (Rows View)
Click a column header once to sort ascending, again to sort descending. An arrow indicator (↑ ↓) shows the active sort. Sortable columns:
Company / Division
Status
GL · WC Expiry
WC States
Capable Scopes
Job Sub-Rows
When a subcontractor has active job assignments, they appear as indented rows directly below the parent record (rows view) or as a Jobs section at the bottom of the card (cards view). Each job shows:
| ↳ Job | Project | Location | Period | PM / PEx | Super / Foreman | Deal Value |
| CO24-007 |
Mountain Home AFB |
Boise, ID |
Apr 5 → Aug 20, 2026 |
Travis Lutz |
— |
$3,831,893 |
Showing / Hiding Projects
The job sub-rows (cards and rows) can be hidden to keep the roster compact — useful when you only need compliance status, not who's on what job.
Always Show Projects (Setting)
On the
Settings page under
Page defaults, set
Always show projects to
Yes (default) or
No. Saved per browser.
Show / Hide Projects (Filter Strip)
When the setting is No, projects are hidden by default and a Show projects button appears on the filter strip. Click it to reveal the projects each sub is on (button flips to Hide projects); it resets to hidden on reload.
What stays visible: The compact ⚙ N jobs count badge always shows so you can still tell a sub has active work — only the detailed project list is hidden. When Always show projects is Yes, the filter-strip toggle is hidden entirely.
Check yourself: Open
Subcontractor Management, identify each KPI, try a compliance + onboarding filter stack, and toggle Cards vs. Rows. Set
Always show projects to No in Settings and confirm the
Show projects toggle appears.
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Request / Add a Sub
Goal: Create a new subcontractor record and notify process subscribers.
Adding Subcontractors
Two intake paths — a quick modal on the dashboard, or a full-screen form for detailed onboarding.
Quick Add (Dashboard Modal)
1
Click + Add Subcontractor in the top-right toolbar on Subcontractor Management.
2
Enter Company Name * and optional division, address, GL/WC expiry, licensed states, capable scopes, trades, and notes.
3
Click Save Subcontractor. The new sub starts in Under Review onboarding. Process subscribers receive an email notification.
Full Screen Intake
Use the dedicated form when you need the full layout without a modal — same data, more room for state and scope pickers.
2
Complete all required fields including at least one licensed state.
3
Submit — you are redirected to the edit page to upload certs and advance onboarding.
Two intake paths: Quick Add needs only a company name to save (record starts Under Review). The full-screen intake form requires every field including at least one licensed state — use it when you have all information up front.
Check yourself: Quick Add a test sub with company name only, confirm it appears as Under Review and triggers a subscriber notification.
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Set Up & Complete the Record
Goal: Fill in the subcontractor profile until the record is complete and ready for approval.
Edit Page — Details Tab
Click Edit on any card or row to open the full edit page — not the dashboard modal.
Save vs. Complete — What You Need to Know
The edit page distinguishes between saving a record and being ready to approve. You can save partial data, but incomplete records stay Under Review and cannot be approved.
Minimum to Save
Company name, email, and phone are required to save. Everything else can be filled in later.
Complete Record
Company, division/POC, full address (street, city, state, zip), email, phone, GL expiry, WC expiry, trades/work types, at least one licensed state, and at least one capable scope. Notes are optional.
Incomplete = Under Review
New subs with only a company name (or any missing required field) start in Under Review. An amber Not ready to approve notice lists missing profile fields and compliance gaps. Approve stays disabled until everything is complete.
Compliance Required for Approval
Even with a complete profile, Approve requires verified, non-expired GL and WC cert rows on the Certifications tab (default requirements).
1
Open the sub's Edit page from the dashboard.
2
Fill in missing fields on the Details tab. Save whenever you have company + email + phone.
3
Upload and Verify required certs on the Certifications tab.
4
When profile and compliance are complete, the notice clears and
Approve becomes available in
Module 04.
Details Tab
Company info, address, GL/WC dates, licensed states, scopes, trades, notes. Shows separate Onboarding and Compliance badges. New subs enter Under Review until approved.
Certifications Tab
Upload compliance documents (GL, WC, W-9, etc.), verify or reject certs, and view the cert status table. Files use the same document library as job setup estimates.
Document upload and verification are covered in Module 05. The edit page also has an Activity panel on the right showing every event for that sub (uploads, onboarding changes, compliance updates, job assignments). See Module 10.
Contacts
Each subcontractor can have multiple contacts — primary, secondary, billing, safety, etc. Contacts open in a slide-in drawer from the dashboard.
1
Click the Contacts pill on any card or row to open the drawer.
2
Click + Add Contact, set sequence (Primary / Secondary / Other), and enter at least a first or last name.
3
Use Edit or Delete on each contact card as needed.
Note: Contact records are shared across the platform — the same contact database is used by vendor records and (in future) GC records.
Check yourself: Quick Add a name-only sub (Under Review), save partial profile data, confirm Approve stays disabled until profile + verified GL/WC certs are complete.
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Module 04
Onboarding & Approval
Goal: Approve a subcontractor only when the profile is complete and required compliance certs are verified.
Onboarding Status
Tracks whether a sub has been reviewed and approved for use — separate from insurance compliance badges.
Under ReviewNew intake
→
ApprovedActive sub
Pending is used when a sub is rejected and sent back for missing information — not the default for new intake.
Under Review
Default for new subs — including name-only Quick Add. Ops completes the profile and verifies certs here.
Pending
Returned from Under Review when more information is needed. Use Return to Under Review when ready to continue.
Approved
Sub is approved for assignment. Requires complete profile and verified GL/WC certs.
How to Approve a Sub
1
Open the sub's
Edit page and confirm all required profile fields are filled (
Module 03).
2
On the Certifications tab, upload and Verify required GL and WC certs.
3
When the workflow hint shows no blockers, click Approve Subcontractor. If profile or compliance is incomplete, Approve is disabled.
Approved + Hold is normal: A sub can show Approved onboarding and Hold compliance at the same time. Approval means the sub is vetted; Hold means required certs still need verification or renewal.
Check yourself: Try approving a name-only Under Review sub (should fail), then complete profile + verify certs and approve successfully.
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Module 05
Insurance, Certs & Compliance
Goal: Upload compliance documents, verify certs, and understand how compliance status is computed.
Compliance Status
Computed automatically by the process engine from verified cert records — not set manually on cards.
✓ Compliant
All required certs are verified and not expired. Safe for hard job assignments.
⚠ Expiring
At least one required cert is inside the warning window (typically 60 days). Renew before expiry.
✕ Hold
Missing, unverified, or expired required cert. Blocks new hard assignments; tentative assignments still allowed.
Default requirements: General Liability (GL) and Workers' Comp (WC) are required. Additional cert types can be enabled on the
Settings page. After changing requirements, run
Recompute all compliance.
Note: Compliance KPIs count only active, approved subcontractors. Subs still in onboarding use the onboarding filter instead.
Insurance & Certifications
Certs live in tbl_sub_certs and drive compliance. Legacy GL/WC expiry fields on the profile are still shown for reference but the engine uses verified cert rows.
GL — General Liability
Upload the COI on the Certifications tab, then verify the cert row. Expiry is tracked on the cert record.
WC — Workers' Compensation
Same flow as GL. Required for compliance unless disabled in Settings.
Uploading Documents
1
Open the Certifications tab on the edit page.
2
Choose a document category, then drag a file onto the drop zone or click to browse.
3
Use View / Download on uploaded files. To remove, click Remove and confirm inline.
4
After upload, use Verify on the cert row to mark it current. The compliance engine recalculates automatically.
Document Groups — By Upload Source
The document list is grouped by how each file arrived:
Uploaded in App
Files a JRCO user dragged in or browsed to from the edit page.
Imported from Email
Files auto-filed from a subcontractor's email reply. They land as
Pending for review. See
Module 08.
Cert Status on Cards
Cards and rows show per-cert pills (GL, WC, etc.) with color by expiry proximity — green for OK, amber for expiring soon, red for expired or missing verification.
Nightly Expiry Sweep
A scheduled job checks cert expiry dates, writes events to the activity log, and can queue email notifications for subscribers and watch-rule recipients. For subs enrolled in Auto-Renewal Processing (Module 08), the sweep also triggers the renewal request email sent directly to the subcontractor.
Tip: To fix a sub stuck on Hold after uploading docs, open the edit page, verify each required cert, then save. If counts look wrong fleet-wide, use Recompute all compliance on Settings.
Compliance Records tab (spine)
Each org also has rows on the compliance spine — one record per insurance policy, license, or filing. GL/WC records sync automatically when you verify certs. Add state licenses and JRCO filings manually on the Compliance Records tab.
Compliance Record Detail — Page Anatomy
Open any spine row from Command Center or an org profile (Compliance Records tab → record link) to reach the record detail page. One record = one policy, license, or filing. The page has a header, two always-visible controls, and four tabs.
Header Chips
The top card identifies the record at a glance:
Record type & coverage
The document type (e.g., General Liability) and either the covered state or the record class.
State (workflow)
The effective workflow state — a manual override if one is pinned, otherwise the engine-computed state.
Expiration + confidence
Current expiration date and how it was determined (extracted, accepted, manual). Low confidence means review the document.
PINNED
Shows when a manual override is locked on the record — the engine is not driving status until you release it.
Always-Visible Controls
Manual Override — Pin Status
Force a workflow state (Issued, Renewal Due, Review Hold, Expired, Pending Info) with a required reason. Use when you need to hold or clear a record regardless of what the engine computed. Release Pin hands control back to the engine.
Quick Journal Note
Type a note and click Add Note to append a dated entry to the Timeline — useful for documenting a phone call, a carrier follow-up, or why you pinned a status.
The Four Tabs
1 · Timeline tab
One chronological feed: status changes, notes, policy reviews, document scans, and renewal milestones (request created, email sent, reminder sent, reply received, documents ingested, expiration accepted). Older records may show inferred milestones when a step happened before journaling was added.
2 · Documents tab
Upload and scan documents in two steps (below). Each document shows its category, scan status, extracted expiration, and confidence, with action buttons that change as it moves through the flow.
3 · Policy Review tab
The AI policy-review results for this record — per-condition pass/FLAG, the answer, severity, confidence, the model's rationale, and a quoted evidence excerpt. Re-run review re-evaluates the latest document.
4 · Renewal tab
A focused state panel — not a raw transaction log. Shows current renewal status, last email/reminder times, reply and ingest timestamps, reply token, and an Action line telling you what to do next (wait for reply, review documents, accept expiry, etc.).
Status precedence (Renewal tab): The panel reflects the most advanced open request — ingested beats replied beats sent. When you accept an extracted expiration on the Documents tab, the renewal closes as Renewal complete.
Documents Tab — Upload then Scan (two steps)
On the record detail page, storing a file and analyzing it are deliberately separate steps so a large upload never blocks the browser. Step 2 is what extracts dates and runs the policy review.
1
Choose file & upload — stores the PDF/image on the record. Status reads "Uploaded." No analysis happens yet.
2
Click Scan document on the row — extracts text and dates (with OCR for scanned PDFs/images) and queues a policy review in the background.
3
When the scan finds a date, use Accept expiry to adopt it onto the record (it then drives the record's expiration), or Reject to discard it and enter the date manually. Re-scan re-runs extraction.
4
Watch the status line for "Policy review running in background — check the Policy Review tab in ~30–90s."
Why two steps: Earlier versions tried to scan on upload, which could lock up the browser on big files. Upload now only stores; Scan document is the explicit, safe analysis trigger.
Policy Review Tab — AI Document Checks
After a scan, the Policy Review Agent reads the document against the active checklist of conditions and reports what it found. This is how a GL policy is checked for problem exclusions (e.g., the open-roof / water-intrusion tarping warranty).
1
Open the Policy Review tab. The latest run shows its outcome, the document it read, the model, the prompt version, and the run time.
2
Each checklist condition is listed with its plain-language question. A red FLAG means the condition was triggered (something to review); no flag means it passed.
3
Expand a condition to read the answer, severity, model confidence, the model's rationale, and a quoted evidence excerpt straight from the document.
4
Click Re-run review (latest doc) to re-evaluate after uploading a corrected policy. A review takes up to ~2 minutes; the tab shows "in progress" while it runs.
FLAG — needs attention
The condition was met (e.g., an exclusion that shifts risk back to JRCO is present). Read the rationale and evidence, then decide whether to pin Review Hold or follow up with the carrier.
No flag — passed
The condition was checked and not triggered. The answer and evidence are still shown for the record.
Conditions are admin-managed
The questions come from the
Policy Review Checklist admin page. Add or edit conditions there in plain language; their wording is what appears on this tab.
No runs yet? The tab will say so until a GL policy PDF has been uploaded and scanned on the Documents tab. Run a scan first, then check back in ~30–90 seconds.
Document-level expiration
On a compliance record's Documents tab, uploaded PDFs get an extracted expiration stored on the document row first. Review the scan, then click Accept expiry to adopt it onto the record (or reject and enter dates manually). Renewal email replies auto-scan and auto-accept when the filename/text contains a clear expiration and no mismatch is detected.
State coverage on a document (reciprocity)
A single document — typically a contractor/trade license — can qualify the company in one state, several states (reciprocity), or all states. Tag the states it covers so a lapsed document flags the right states.
1
On the Documents tab, click a document row to expand its tray.
2
Under State coverage, click the state buttons this document qualifies the company for. Add multiple for reciprocity (e.g., a CO license honored in WY and NM → tag CO WY NM).
3
Click Save states. Tagged states show as green pills on the row. Use Clear (all states) to make it a blanket document.
Tagged states
Document applies only to the listed states. When it expires, qualification in those states is no longer current — coverage elsewhere is unaffected.
No tags = All states
Leave the tags empty and the document is treated as blanket — it applies to every state.
Expired warning
If a tagged document is past its expiration, the tray shows a warning naming exactly which states are no longer current.
Example: JRCO works in 42 states. If the X-state license document expires, only X is flagged stale — the company stays qualified in every other state it holds current documentation for.
Check yourself: Upload a GL cert, verify it, and confirm the compliance badge updates from Hold to Compliant (or Expiring if near expiry). Then open Compliance Records and confirm an INS_GL row appeared. On a license document, tag two states and confirm green state pills appear on the row. Open the record detail page, upload a GL policy PDF, click Scan document, then check the Policy Review tab for condition results and any FLAG.
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Module 06
Licensing, States & Scopes
Goal: Tag WC licensed states and capable scope types so job assignment validation works correctly.
WC Licensed States
Which US states this subcontractor carries active Workers' Compensation coverage in. Used for automatic license validation when assigning to a job.
How to Use the State Picker
1
Open the sub's Edit page (Details tab).
2
Scroll to Licensed / WC States. Use the search box within the picker to filter by state name or abbreviation (e.g., type "kan" to find Kansas).
3
Click individual state pills to toggle them on (highlighted) or off. Use All / Clear buttons for bulk selection.
4
Click Save. Selected states are stored as an array in the database.
In the cards and rows view, licensed states appear as compact green pills:
KS
MO
CO
TX
+3
If a sub has more than 4 states, the excess are collapsed into a +N overflow badge in the table view.
Why this matters: When a subcontractor is added to a job scope in the Job Setup form, the system automatically checks whether their licensed states include the job's state. If not, a red
⚠ Out-of-state warning appears on the assignment chip — and the subcontractor row on this page is highlighted red. See
Module 07.
Capable Scopes
Tag the types of work a subcontractor is qualified to perform. Scopes match the canonical scope types used on JRCO jobs.
On the edit page Details tab, a multi-select scope picker shows all active scope types (e.g., Roofing, Glass & Glazing, Siding, Framing). Click any scope pill to toggle it on or off for this sub.
Assigned scopes appear as pills in both card and row views:
Roofing
Siding
+1
Tip: Scope capabilities are validated when a sub is added to a job scope in the Job Setup form. If the sub's profile does not list that scope, a red ⚠ Scope badge appears on the chip — the same inline warning banner used for license mismatch will appear on Save, and a notification is sent to the Contract Manager.
Check yourself: Tag at least two WC states and two capable scopes on a test sub — both are required for a complete record.
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Module 07
Assigning to Jobs
Goal: Understand how job assignments appear, how mismatch warnings work, and when to use tentative assignments.
Job Assignments
The page automatically loads every scope-level assignment for each subcontractor and displays it directly on the record.
Job data is pulled from three sources and combined:
Job Details
Job code, project name, city/state, and contract dates from tbl_project_managers and the Gantt dashboard view.
People
PM, PEx, Superintendent, and Foreman pulled from scope assignments and project manager records.
Deal Value
Total contract award value from vw_pm_variance, shown in green next to the job.
Tip: Assignments are set in the Job Setup Form (Project Variance page) at the scope level. They cannot be created or removed from this page — use this page to view and manage the sub's profile, not their job assignments.
License & Scope Mismatch Validation
Two automatic checks run when a subcontractor is added to a job scope — state licensing and scope capability — without ever blocking the workflow.
License Check — How It Works
Sub Addedto scope
→
Job Statelooked up
→
WC Stateschecked
→
Mismatch?red warning
→
Saveproceed or abort
Scope Check — How It Works
Sub Addedto scope
→
Scope Typeresolved
→
Sub Profilechecked for scope
→
Not Listed?red warning
→
Saveproceed or abort
No Mismatch
Job state is in the sub's WC Licensed States AND the scope is in their profile. Chip shows normally.
🚫 Out-of-state Warning
Job state is not in the sub's WC Licensed States. Chip gets a red border and a ⚠ Out-of-state badge with a tooltip.
⚠ Scope Warning
The scope being assigned is not listed in the sub's capable scopes profile. Chip gets a red border and a ⚠ Scope badge with a tooltip. Both warnings can appear simultaneously.
Unknown (no data on file)
If no WC states are on record, the license check is skipped and no warning is shown. The sub can still be assigned freely. However, if the sub has no scope capabilities at all in their profile, the scope check does fire a warning — "no scopes on file" is treated as unverified.
Tentative Assignment Flow
1
User selects a sub with a mismatch. The red chip badge (⚠ Out-of-state, ⚠ Scope, or both) is visible immediately on the scope row.
2
When Save is clicked, an inline warning banner appears just above the Save button — no browser popup. The title adapts: "License Mismatch", "Scope Mismatch", or "License & Scope Warning" depending on which issues are present.
3
Click Proceed as Tentative to save and flag the assignment for review. Click Cancel to dismiss the banner and remove the sub before saving.
4
Tentative assignments are flagged in the database. A notification is created for the Contract Manager with type license_mismatch, scope_mismatch, or license_and_scope_mismatch depending on what triggered it.
Out-of-state Highlighting — Subcontractor Management Page
When a subcontractor has any out-of-state assignment on file, the Subcontractor Management page highlights them visually so issues are immediately visible without opening each record:
Row / Card — Red Border
The entire subcontractor row (or card) gets a red left border and a subtle red background tint. The company name shows a red ⚠ Out-of-state badge inline.
Job Entry — 🚫 Icon
The specific job that has the mismatch shows a 🚫 icon before the job code in the job sub-row (rows view) and job card section (cards view), along with a deeper red row tint and ⚠ Out-of-state next to the location.
| ↳ Job | Project | Location | Period | Deal Value |
|---|
| 🚫 AR25-020 |
Lim Residence |
Little Rock, AR ⚠ Out-of-state |
Aug 13 → Sep 22, 2026 |
$32,225 |
↑ Example: sub licensed in MT, ND, NV, UT, WY assigned to an Arkansas job — row turns red, 🚫 on the job code.
Gantt Visual
Jobs with any tentative sub assignment display a dashed amber border on their Gantt bar (in addition to the diagonal stripe for Sub-Contract jobs):
← Tentative sub-contract: dashed amber border + diagonal stripe
Important: Neither check blocks the workflow. Proceed as Tentative is always available. The red warning and tentative flag surface the risk for the Contract Manager without stopping the team from moving forward.
Check yourself: Find a sub with an out-of-state job assignment on the dashboard — confirm the red border and 🚫 icon appear.
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Module 08
Auto-Renewal & Email Import
Goal: Pilot automated cert renewal emails and review email-imported documents.
Auto-Renewal Processing
An opt-in, per-subcontractor workflow that automatically requests renewed certificates before they expire and files the subcontractor's emailed reply for review — no manual chasing.
Expiry Sweepcert nearing expiry
→
Renewal Emailsent to sub
→
Sub Repliesattaches docs
→
Auto-Filedstatus Pending
→
You Verifyreview & approve
Enrolling a Subcontractor
Auto-renewal is off by default and enabled one sub at a time, so the process can be piloted safely.
1
Open the sub's Edit page and go to the Documents area.
2
Toggle Enroll in auto-renewal processing on. It saves immediately — the card turns green and reads Enrolled. No full-form save needed.
3
Confirm the sub has a valid email on their profile (Details tab). Renewal emails only go out when the sub is both enrolled and has an email on file.
What Happens Automatically
1 · Renewal Request
When the expiry sweep finds a required cert nearing or past expiry for an enrolled sub, a branded renewal email is sent to the subcontractor with a one-click Submit Documents for Review button.
2 · Sub Replies
The subcontractor replies and attaches their current certificate. The email carries a hidden reference tag so the reply is matched back to the right sub and cert type automatically.
3 · Auto-Filed
A mailbox watcher imports the attachment into the sub's documents under Imported from Email as Pending — inline signatures and logos are skipped.
4 · You Verify
Open the sub, review the pending document in the Imported from Email group, and Verify the cert. Compliance recalculates automatically.
Two conditions, both required: A sub receives renewal emails only when (a) auto-renewal is enrolled and (b) a designated email exists on the profile. Turn the toggle off at any time to immediately stop renewal emails for that sub.
Tracking renewal progress
After the expiry sweep creates a request, open the matching compliance record (Command Center or org → Compliance Records). Use the Renewal tab for current status and next action; use Timeline for the full audit trail including reminders and ingested attachments.
1
No request yet — Renewal tab reads “No request yet”; Timeline may still show cert/status events.
2
Email sent — Panel shows “Awaiting reply” with last email time; Timeline logs Renewal email sent or Renewal reminder sent for follow-up cadence steps.
3
Reply / ingest — Timeline shows reply and document-ingest milestones; Renewal tab advances to “Reply received” or “Documents ingested” with timestamps when logged.
4
Close the loop — Accept expiry on the Documents tab; Renewal tab moves to “Renewal complete” and Timeline records expiration accepted.
Reviewing imports: Auto-imported files never change compliance on their own — they always land as Pending so a person confirms the document is correct before it counts. Find them grouped under
Imported from Email on the Certifications tab (
Module 05).
Pilot mode: Because enrollment is per-sub, you can validate the full loop on a single trusted subcontractor before rolling it out broadly. Nothing is sent for subs that aren't explicitly enrolled.
Check yourself: Enroll one test sub in auto-renewal, confirm they have an email on file, and locate the toggle on the edit page Documents area.
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Notifications & Settings
Goal: Configure process-wide alerts, cert requirements, and understand who receives emails.
How Notification Emails Work
Natural Language
All subcontractor workflow emails are written in plain English — never raw JSON. Recipients see clear instructions about what happened and what to do next.
Subcontractor-Facing Emails
Renewal and cert-related emails go to the subcontractor only when a designated email address exists on their profile. No email is sent without one — there are no default fallback recipients.
Staff Notifications
Process subscribers and event watch rules control which JRCO staff receive internal alerts (new sub added, document uploaded, cert expiring, etc.).
Settings Page
Open via the ⚙ icon in the header on Subcontractor Management or Help. Process-wide configuration — not per-sub.
Cert Requirements
Toggle which cert types are required for compliance. Default gate is GL + WC. After changes, click Recompute all compliance.
Process Email Subscribers
Addresses that receive email when a new sub is added or major process events fire.
Event Watch Rules
Per-user email rules for subcontractor events. Check All event types or pick individual events (onboarding change, cert expiring, document uploaded, etc.) from the checkbox list.
Page Defaults
Default cards vs. rows view, active filter, and
Always show projects (Yes/No) — saved in your browser only. See
Module 01 for the Show/Hide projects toggle.
Check yourself: Open Settings, confirm your email is on a watch rule for document uploaded, and verify cert requirements match your division's policy.
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Module 10
Maintenance
Goal: Use the activity log for audit trails and deactivate subs no longer in use.
Activity Log
Job Set Up–style timeline of every subcontractor workflow event — same visual language on the dashboard and edit page.
Dashboard — Right Rail
Shows the 50 most recent events across all subs. Each entry links the company name to that sub's edit page. Click Refresh to reload.
Edit Page — Per Sub
Full history for one subcontractor — uploads, onboarding transitions, compliance changes, job assignments, and cert events.
Event Types
Onboarding / job assigned
Documents / profile saved
Hold / blocked / cert expired
Color-coded left borders match event severity: green for workflow progress, amber for notes and uploads, red for warnings and holds.
Deactivate & Reactivate
Records are never deleted — they are deactivated and hidden from default views.
1
Click Deactivate on a card or row. The record hides from the Active Only filter.
2
Use the Active filter (Active + Inactive or Inactive Only) to find deactivated subs.
3
Click Reactivate to restore. All data (contacts, scopes, states, job history) is preserved.
Tip: Deactivating does not remove existing job assignments — use Job Setup to remove from future scopes.
Check yourself: Deactivate a test sub, find it with the Inactive filter, reactivate it, and confirm the activity log captured both events.
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Checklist
Admin Readiness Checklist
Before handing off subcontractor management to a new administrator, confirm they can perform each task unassisted.
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Navigate the dashboard KPIs, filters, and both card/row views.
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Quick Add a subcontractor and locate the new Under Review record.
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Complete profile fields + verify GL/WC certs; confirm Approve unlocks only when both are done.
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Approve a complete sub and confirm onboarding moves to Approved.
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Upload and verify a GL or WC cert; confirm compliance badge updates.
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Tag WC licensed states and capable scopes; explain how mismatch warnings work on Job Setup.
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Identify out-of-state highlighting on the dashboard and explain tentative assignments.
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Enroll a sub in auto-renewal and explain the email-import review workflow.
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Configure a watch rule in Settings and explain who receives subcontractor-facing vs. staff emails.
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Deactivate and reactivate a sub; read the activity log for audit events.
JRCO Project Management · Subcontractor Management · Admin Training Guide · Updated Jun 10, 2026
