How to Onboard a Subcontractor

👷‍♂️Onboarding a subcontractor in Loop Logics is a two-step process: first you send them an on-boarding request to collect their business details, then you set and send them the compliance requirements they need to meet. Loop tracks their progress with a Traffic Light system, so you can see at a glance who's compliant, who's in progress, and who still needs to submit documents.

Steps:

Open Onboardings

Go to Admin, then under Contacts select On Boardings.

When you first enter a subcontractor into Loop, you add them under On Boardings. Once they're onboarded, or in the process of being onboarded, they'll also appear under Subcontractors.

Send the onboarding request

Select the subcontractor you want to onboard.

In the bottom corner, click Send On-Boarding Request.

This sends an email to the subcontractor with a link to provide their business details.

Add compliance requirements

After the on-boarding email is sent, scroll down to Compliance Requirements and click Add Compliance Requirement.

In the dropdowns, select the category and the state, and enter the name of the document you require from the trade.

Click Save. You can add as many compliance requirements as you need.

Send the compliance request

Once you've added the requirements you need, click Send Compliance Request.

This sends another email to the subcontractor, asking them to submit the compliance documents you've specified.

Track and verify compliance

Once the subcontractor has submitted their business details, you can view their progress under Sub Contractors. Select the subcontractor and scroll down to see their onboarding details.

The Traffic Light system tracks their progress: red means they haven't completed their compliance documents yet (with a progress bar showing how much they have completed), orange means their compliance records have been submitted but not yet verified, and green means everything has been submitted and verified.

To verify a subcontractor's compliance record, select them from the Sub Contractors list, scroll down to review their compliance documents, then select Compliance Verified and click Save. Their status will then show as green.

FAQ

What's the difference between On Boardings and Subcontractors? A subcontractor starts in On Boardings when you first add them. Once they're onboarded, or in the process of being onboarded, they'll also appear under Sub Contractors, where you can track their compliance status.

What does the Traffic Light system mean? Red means the subcontractor hasn't completed their compliance documents (a progress bar shows how far along they are). Orange means their documents have been submitted but haven't been verified yet. Green means everything has been submitted and verified.

Can I add more than one compliance requirement? Yes, click Add Compliance Requirement as many times as you need, entering the category, state, and document name for each one, then save them all together before sending the compliance request.

How do I mark a subcontractor as compliant? Once you've reviewed their submitted documents, select the subcontractor, scroll down, select Compliance Verified, then click Save. Their compliance status will update to green.

What happens after I send an on-boarding or compliance request? The subcontractor receives an email with a link to submit the requested information. You'll be able to see their progress once they respond.

❓ Need Help

If you have questions or need assistance, use the chat box in the bottom-right corner to contact the Loop Logics support team or email support@looplogics.com