Subcontractor Hub

The Subcontractor Hub is how you bring the organisations that work for you into Assignar Pay without sharing a login. Each one keeps its own workspace, its own people and its own data. What passes between you is deliberately narrow: an invitation, the company details you approve, the projects you engage them on, and a summary of the crew and plant they say are coming.

You'll find it under Subcontractors in the left-hand navigation. If you can't see it, your organisation doesn't have the module yet — it's a paid add-on, and your Assignar contact enables it.

Who Can Do What

• Owners and Admins can do everything below.
• Managers can invite, review, engage and end, because they hold Subcontractors manage.
• Members can see the directory and the register, but not change anything.
• Field, customer, supplier and visitor roles see none of it.

Invite an Organisation

Open Subcontractors and choose Invite. You'll need their email address and the organisation's name; a contact name and a short message are optional.

What happens next depends on whether they already use Assignar Pay:

• They already have an organisation. They accept the invitation from inside their own workspace.
• They don't. The invitation walks them through creating one. It arrives with no paid modules, which is deliberate — a subcontractor can complete the work you assign without buying anything, and it costs you nothing.

Either way the invitation is tied to the email address you sent it to. Only that address can accept it.

While it's outstanding, the row shows Invite sent. You can Resend it, Edit email if you got the address wrong, or Revoke it.

Review and Approve

An accepted invitation is not yet a working relationship. The subcontractor completes their company details — legal name, business number, address, a primary contact — and submits them to you.

Choose Review on their row. You can:

• Approve, which activates the relationship. Only now can you engage them on a project.
• Request changes, with a note saying what's wrong. Your note goes to them word for word, they fix it and resubmit, and you review again. Each round is kept, so the history shows what was asked and what changed.
• Reject, which ends it.

The details you approve are a snapshot. If they edit their profile afterwards, what you approved doesn't silently change underneath you.

Engage Them on a Project

Open a project and go to its Subcontractors tab. Engage adds an active subcontractor to that project; End removes them when their part is done.

Ending an engagement is not the same as ending the relationship. They stay an approved subcontractor and can be engaged on other projects, or on the same one again later.

If you invited them against a particular project, approving them engages them on it automatically — you don't have to do it twice.

Read the Crew and Plant Register

On the project's Subcontractors tab, Show crew and plant expands what that organisation has told you is coming: their workers and their plant, listed separately, with a role or a class and registration plate, whether the nomination is current, and when it was made.

Two things to know about it:

• It is summaries only. You never see their email addresses, payroll identifiers, serial numbers or internal tags. Vetting the organisation happens once, when you approve it, not person by person.
• There is nothing to accept. A nomination is them telling you who is coming, not asking permission.

Withdrawn nominations stay visible as withdrawn, so the record of who was on site doesn't quietly rewrite itself.

Limit Who Sees Which Projects

If your people only work on some of your projects, you can limit them to those. It's on Resources → Users, and there's a shortcut on each project. See How to Manage Team Members for how it works and what it does and doesn't cover.

End the Relationship

Revoke on the subcontractor's row ends it. Both sides lose access immediately: their engagements end, the register empties, and the link disappears from their workspace.

Revoking always works, even if your Subcontractor Hub module has been paused. Neither side can be trapped in a relationship it wants out of. The subcontractor can leave from their side for the same reason.

Nothing is deleted. The history stays, so you can still answer who worked on what.

If the Module Is Paused

If your organisation's Subcontractor Hub is switched off, the relationships freeze rather than disappear. You can't invite, review or engage, and your subcontractors see a note saying the relationship is paused. Turn it back on and everything is exactly as it was.