Subcontractors

Add and manage the subcontractors your branches work with — contact details, license and insurance dates, languages, pricing, and document attachments — from Settings.

The Subcontractors area of Settings is where you keep a tidy, organization-wide list of the outside crews and contractors your branches hire. Each subcontractor record holds their contact details, the branch they belong to, license and insurance expiration dates, the languages they speak, a pricing tier, a description, and any related documents you upload (licenses, insurance certificates, contracts, receipts, and more).

Once a subcontractor is on the list and marked active, they become available for scheduling, so the Job Planner and Calendar can show who is assigned and what they offer.

Active subcontractors show up in a few places across the app:

• Job plans — assign them to a day in the planner. See Add subcontractors.
• The schedule — pick them when you assign a team to a job. See Assign the crew.
• Project expenses — link an expense to the subcontractor you paid. See Project expenses.

Settings are admin-only. You need workspace settings access to open the Subcontractors page and to create, edit, or deactivate a subcontractor. If you do not have access, the page will not appear for you.

Video: Managing Subcontractors in Menaia Settings (1:23)

Open the Subcontractors page

1. Go to Settings

   Open Settings from the main navigation.

2. Choose Subcontractors

   Select Subcontractors. You will see the list of every subcontractor across your organization, with their name, branch, email, phone, and status.

The list supports a few things to help you find people quickly:

• Search by name, email, or phone using the search box at the top of the table.
• Sort by name, email, phone, or status by clicking a column header.
• Status shows whether each subcontractor is Active or Inactive at a glance.

Add a subcontractor

1. Click Create New

   On the Subcontractors page, press Create New in the top-right corner. This opens a blank subcontractor form.

2. Fill in the details

   Complete the fields described below. Name and Branch are required; everything else is optional.

3. Attach any documents (optional)

   Drag files into the Attachments area, or use the picker, to add licenses, insurance certificates, contracts, receipts, and similar files.

4. Save

   Click Create Subcontractor. The new record is saved and you are returned to the list.

The fields

• Name (required) — the subcontractor or company name.
• Branch (required) — the branch this subcontractor belongs to. Pick one from the dropdown. The list reflects your organization’s branches.
• Email — used for email notifications.
• Phone Number — used for text-message notifications.
• License Expiration Date — when their license lapses. Pick a date from the calendar; you can jump to any month and year.
• Insurance Expiration Date — when their insurance lapses, picked the same way.
• Languages — the languages they speak. Choose any combination from English, Spanish, Chinese, Hindi, and Other.
• Pricing — a rough cost tier: Low ($), Medium ($$), or High ($$$). You can leave this unset.
• Description — an optional note about the services they provide. This shows up in the Job Planner and Calendar, so it is a handy place to summarize what a crew is good for.
• Is Active — when checked, the subcontractor is available for scheduling. New records are active by default.

Add the license and insurance expiration dates when you create the record. Keeping them current makes it easy to spot a subcontractor whose paperwork is about to lapse before you schedule them.

Attach documents

Every subcontractor record has an Attachments section for related files — licenses, insurance certificates, contracts, receipts, and other documents.

• On a new subcontractor, the files you add are held with the form and uploaded the moment you save the record.
• On an existing subcontractor, files upload right away as you add them, and you can remove any you no longer need.

To add files, drag them onto the upload area or use Upload Files. Images show a thumbnail; documents such as a PDF show a labeled tile. Click an image or video to open it in a larger viewer, or open a document in a new tab. Use the download control on a tile to save a copy, and the remove control to delete an attachment.

Removing an attachment is permanent — the file is deleted from that subcontractor. Save and Cancel stay disabled while an upload is still in progress, so let any uploads finish before you leave the page.

Edit a subcontractor

1. Open the record

   From the list, click the edit (pencil) control on the subcontractor’s row. On a phone, open the row’s menu and choose Edit.

2. Make your changes

   Update any details or attachments. The Save Changes button stays inactive until you actually change something.

3. Save

   Click Save Changes to keep your edits, or Cancel to discard them and return to the list.

Deactivate a subcontractor

When you stop working with a subcontractor, deactivate them rather than deleting the record. Deactivating keeps their history intact while taking them out of new scheduling.

1. Start the deactivation

   On the subcontractor’s row, click the deactivate (circle-slash) control. On a phone, open the row’s menu and choose Deactivate. This control is unavailable for subcontractors who are already inactive.

2. Confirm

   A confirmation appears. Click Deactivate to finish.

A deactivated subcontractor is marked Inactive and no longer appears in scheduling, but existing shift assignments are preserved. Their record stays on the list, so you can still review their details and documents — or re-activate them later by editing the record and re-checking Is Active.

What’s next

Branches

Set up the branches that subcontractors are assigned to.

Organization

Manage organization-wide settings that shape your workspace.