Overview
Salus lets you invite your subcontractors to manage their own safety paperwork on the platform, the same way you do. The Subcontractors module is where you track those companies, monitor their activity across your sites, and manage the invitations you have sent.
Once a subcontractor accepts your invitation and starts working on the platform, you see summarized data for each of them and can open the forms and documents their workers submit on your sites. You do not manage their worker profiles. That data stays inside the subcontractor's own company.
Use this module when you want to see how your subcontractors are performing, confirm who has accepted an invitation, or resend and cancel invitations that are still outstanding.
Click Subcontractors in the main left-hand navigation of Salus Desktop. The module opens on the Active tab by default.
The Active tab
The Active tab lists every subcontractor that has accepted your invitation and is using the platform. Each row summarizes that subcontractor's activity across your sites.
Columns
Name
The subcontractor company name. Click the name to open that subcontractor and view their data on a specific site.
Use it when: you want to drill into one subcontractor's site activity.
Workers
The number of active workers the subcontractor has on your sites.
Sites
The number of your sites the subcontractor is assigned to.
Forms
The total number of forms the subcontractor's workers have submitted.
Actions
The number of action items associated with the subcontractor.
External
Shows whether any external integrations are active for the subcontractor.
Invite Status
Confirms the subcontractor has accepted your invitation. Subcontractors appear on the Active tab only after they accept.
Note: This screen shows two things called "Actions." The Actions column is a count of action items. The Actions column on the far right holds the row-level icons described below.
Row actions
Each subcontractor row has two icons in the Actions column on the right:
- Add to Site: Assign the subcontractor to one of your sites.
- Open in New Window: Open the subcontractor's details in a separate browser window.
Filtering and views
Search the list with the Search Subcontractors bar, or narrow it with the Site and Status filters. Switch between Grid and Table views, and use the column selector to show or hide columns.
The Invitations tab
The Invitations tab lists the invitations you have sent to subcontractors and their current status. Click Invite Subcontractor in the top right to send a new invitation.
For the full invitation process, see Inviting a Subcontractor.
Columns
Company
The name of the subcontractor company you invited.
The email address the invitation was sent to.
Sites
The site the subcontractor was invited to. Shows N/A if no site is assigned.
Expiry Date
When the invitation expires. An expired invitation can be resent.
Status
The state of the invitation: Pending, Accepted, or Cancelled.
Note: Expiry Date and Status are independent. An invitation can show an expired date while its status is still Pending, which means the subcontractor has neither accepted nor declined and the invitation is no longer valid. Resend it to give them a fresh link.
Row actions
Each invitation row has two icons in the Actions column on the right:
- Resend Invite: Send the invitation again, which is useful when it has expired or the subcontractor did not receive it.
- Cancel Invite: Withdraw the invitation.
What you can and cannot see
Your subcontractors run their own Salus account, independent of yours. Assigning a subcontractor to a site gives you visibility into some of their data, but not all of it.
What you can see
Across all subcontractors on a site, you see a dashboard summarizing workers on site, subcontractors on site, and submitted forms and documents.
For an individual subcontractor on a site, you see:
- A dashboard of their workers on site, forms submitted today, and total forms.
- The forms their workers have submitted for that site, and access to open those forms.
- A list of their active workers assigned to the site.
- The certificates they have collected.
What you cannot see
Note: You cannot open the worker profiles that belong to a subcontractor. Only the subcontractor manages those profiles inside their own account. You see the names of their workers, but not their full profiles.
What the subcontractor sees
When you invite a subcontractor, they are assigned to at least one of your sites. From their own account, the subcontractor can access:
- Forms you have submitted to the site with prime access enabled.
- Documents assigned to the same site, with public or prime access enabled.
- Their own worker profiles, which they invite and manage themselves.
Frequently Asked Questions
I do not see the Subcontractors module in my navigation. Why?
The module is available to Full Access users only. Site Access users do not see it in the main navigation, but they can view subcontractor information within the individual sites they manage.
Why can I not open a subcontractor's worker profiles?
Worker profiles belong to the subcontractor's own account, and only they manage them. You can see the names of their workers on your sites, but not their full profiles.
A subcontractor is not on the Active tab. Where are they?
Subcontractors appear on the Active tab only after they accept your invitation. Until then, check the Invitations tab, where their status shows as Pending.
An invitation shows an expired date but the status is still Pending. What does that mean?
The subcontractor has not accepted or declined, and the invitation link is no longer valid. Use Resend Invite to send them a fresh link.
There are two columns called Actions. What is the difference?
On the Active tab, the Actions column shows a count of action items for each subcontractor. The Actions column on the far right of both tabs holds the row-level icons for tasks like adding a subcontractor to a site or resending an invitation.
How do I invite a new subcontractor?
Open the Invitations tab and click Invite Subcontractor in the top right. For the full process, see Inviting a Subcontractor.
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