Overview
This workflow shows how to manage subcontractors without adding yourself to their company or manually creating workers.
Instead of managing subcontractors like internal teams, you control access from your company and use QR codes for worker self-registration.
Use this approach when:
- You want to avoid admin overhead
- You do not want to join subcontractor companies
- You need fast onboarding for site workers
The system is designed so:
You control setup → subcontractors scan → workers submit
Navigation
- Subcontractors:
Subcontractors - Sites:
Subcontractors → [Company] → Sites - Forms:
Forms → Templates - QR Codes:
QR Codes
Step-by-Step Instructions
1. Add the Subcontractor Company
Recommended method (most reliable):
Email Salus Support and request a subcontractor company to be created.
Provide:
- Company name
- Address
Alternative method (less reliable):
- Click
Subcontractors - Click
Invite Subcontractor(label assumed — needs UI confirmation) - Enter company details
- Send invite
⚠️ Subcontractors often do not complete setup, which blocks access.
2. Add the Subcontractor to a Site
- Click
Subcontractors - Select the subcontractor company
- Click the
Sitestab - Click
Add Site - Select the correct site
- Click
Add
✔ The subcontractor is now linked to the site.
3. Share Forms with Subcontractors
- Click
Forms - Open
Templates - Select a form template
- Click
Edit - View
Template Visibility
Enable:
- ✔ Share with subcontractors
⚠️ This shares the form with all subcontractors, not individual companies.
4. Create a QR Code for the Site
- Click
QR Codes - Click
Create QR Code
Complete the form:
Required fields (assumed — needs confirmation):
- Name (e.g. 26-4513 Site QR)
- Site
Form selection:
- Select all required forms (e.g. Daily Task Analysis, Toolbox Talk)
Access settings:
- ✔ Subcontractor Join
- ✔ Subcontractor Access
- Click
CreateorSave(label assumed)
5. Distribute the QR Code
Choose one:
Option A (Best practice):
- Print the QR code
- Post it on-site in a visible location
Option B:
- Copy the QR code link
- Send via email or text
6. Worker Self-Registration (What Subcontractors Do)
Workers complete this process themselves:
- Scan the QR code
- Enter phone number
- Enter SMS verification code
- Enter:
- Name
- Select Company
- Start submitting forms
✔ The system automatically:
- Creates the worker
- Assigns them to the subcontractor company
- Links them to the site
- Grants access to shared forms
What Happens Next
After setup:
- Subcontractors do not need admin setup
- Workers begin submitting forms immediately after scanning
- You can view all activity without entering subcontractor accounts directly
To monitor activity:
- Click
Dashboard → Subcontractors - Or, Navigate to
Subcontractors → Subcontractor Name → Site → Forms - Or, Navigate to
Sites → Forms → Subcontractors tab → Filter by subcontractor
On Dashboards you will see:
- Form submissions by subcontractor
- Activity by site
- Worker counts
FAQs
Why don’t I see subcontractor workers in advance?
Workers are created when they scan the QR code. You do not need to add them manually, but you can from Subcontractors → Subcontractor Name → Workers Add Worker
Note: If you add them manually to the company you may also need to add the worker to the site
Can I share forms with only one subcontractor?
No. Form sharing applies to all subcontractors. This is expected system behavior.
Why is my subcontractor not showing on the site?
Confirm you added them under:Subcontractors → [Company] → Sites → Add Site
Why can’t workers access forms after scanning?
Check:
- The QR code includes the correct forms
- “Join” and “Access” are enabled
- Forms are shared with subcontractors
Do I need to join the subcontractor’s company?
No. You should not join their company. All control is managed from your companies subcontractor portal.