How do I setup a subcontractor?

Based on the database configuration by the Administrator, you may or may not have the ability to set up your Subcontractors.  If the Subcontractor setup button is available, it is the responsibility of each Prime or Contractor to setup each Subcontractor they are using on the Project. If you are not allowed to set up your own Subcontractors, contact your Administrator, or go to Projects > Show Info and contact the person listed to have your Subcontractor(s) added and assigned to Project(s).

Like employees, Subcontractors need to be entered into the LCPtracker database if you have them. You will set up each lower tier Subcontractor that you have. Once you have set up your Subcontractor, they will likewise log into their account and then set up any lower tier Subcontractors they have. Contractor setup is a two-step process:

Step 1: Subcontractor Setup > Add/Edit Subcontractors

To add a new Subcontractor, complete the data fields with information provided by your Subcontractor starting with their Company Name. Each field with a red asterisk will be required to be completed before a Contractor can be saved. If this is an existing user, you may have read-only access to their information.

Some Subcontractors may already be a user of LCPtracker under another Administrator Database. Before adding your Subcontractor, ask if they are a current user. If so, ask them for their exact User ID that they currently use to log into the LCPtracker system. 

You will still move forward with setting up this company as a “new” account under the database you are working in. Enter their current User ID in the Contractor License No. or 10-digit Phone Number field. The system will then automatically link their accounts for them. This prevents them from having to use multiple user IDs.

Continue to enter the required information on the Subcontractor Setup page. The Contact E-mail field information should be the Contractor’s main user of LCPtracker. It is important that this entry is correct, prior to saving, as LCPtracker is designed to communicate with system users through this email address. This should be the person responsible for handling certified payrolls for that Contractor.

When creating a new Subcontractor User account, LCPtracker does a comprehensive cross check of the current information in the system. It checks for any existing Contractor License numbers or 10-digit phone numbers and the Contractor’s email address to validate if the contractor already exists in LCPtracker.

• If the Contractor License No. or the 10-digit phone number is found in another database, the system will look at the existing email address(s). If the information entered matches one of those, the user ID may be saved.
• If the Contractor License No. or 10-digit phone number is found in another database and the email address entered does not exist, the User will be prompted to utilize a different Contractor License No. or 10-digit phone number.

All fields with a red asterisk need to be completed before saving. Please note, some database Administrators may have additional requirements in addition to the red asterisk fields. Once you have completed your entry, click Save.  

You will receive a pop-up telling you “Contractor has been sent an email notifying them.  Don’t forget to assign this Contractor to Project”. You will now move to step 2 of the Contractor setup.

LCPtracker will automatically email the Subcontractor their User ID and Temporary Password.

Step 2: Subcontractor Setup > Subcontractor Assignment

First, you will select the Project under the filters.   DO NOT select the Contractor at this time.

Once the project opens, you will see the project listed as well as the Prime Contractor that has been entered.  If you are the Prime, you will see either a + or the icon. This allows you to add a subcontractor under you or view what was entered by the Admin for your assignment.

Select the ‘+’ next to the name of the contractor that the lower tier subcontractor will be assigned under.  This will generate the assignment window to the right. In the assignment window, select the contractor/subcontractor to be assigned.

Before an assignment can be completed, the fields with the * will need to be completed.  Following is information regarding the subcontractor assignment fields.

Select a project – You need to choose the Project that you are assigning your Subcontractor to.

Contractor (to be assigned) – Choose the Subcontractor you need to assign to the Project as your Subcontractor. This is usually the Subcontractor you just set up in the system. Some however are already in the system under this Admin’s account and you just need to assign them to the Project as your Subcontractor.

Contract ID – This is a required field. The Contract ID is the identifier for the contract between you and the subcontractor.  You can use the same contract id for each assignment as long as it is not a duplicate.  If the same subcontractor is assigned to the project for multiple contracts, each assignment must have a unique Contract ID entered.

Example:

ABC Company has contract id# 123 as Prime

XYZ, LLC is sub to ABC and has contract id# 123

ORG, Inc is sub to ABC and has contract id# 123

ORG, Inc is sub to ABC (yes again) this contract ID has to be different that the one noted in 1st assignment

Responsibility Code – Optional field, some agencies may request this information.  Typically used with USACE.

Contract Amount – Optional field, some agencies may request this information.  This is the amount of the contract between you and the subcontractor.

Start Date – Required by many agencies.  This is the date that your subcontractor is to/or has started work on the project.  This can be modified later if needed. This date drives the “Late CPR Summary Report”.

End Date – Optional field, some agencies may request this information.

Notes – Optional field, some agencies may request this information, or you may choose to add your own notes.

WA State Intent ID – Only projects within the state of Washington may see this field if turned on by the agency.

After you have made your choices from the drop down and entered any required information, be sure to Save. Once you’ve saved, your sub will be sent a second email informing them they’ve been assigned to a project.

You will now see a saved contractor assignment listed in the Contractor Assignment Screen. You can see the assignment details by selecting the icon. To view the icon hover over the subcontractor’s name, once visible, select it to see the assignment details. The Date Assigned is a system generated Date Stamp. This is the date that the Contractor was assigned to the project.

Note: once a lower tier subcontractor has been added, you are unable to make edits to that assignment.   You will need to reach out to the database admin if edits or corrections need to be made.   

The complete contractor tree view is only visible to the Prime Contractor or the Admin.  Any lower tier assignments are only able to see assignments based on the tier level they are assigned to.