Contractor profiles allow you to store and manage essential information for all your contractors. This helps tourism operators stay organised and compliant by providing quick access to contact details, service lists, insurance documents, and other important information, ensuring smooth operations when delegating tasks.
Accessing this feature
Go to Contractors
How to use it
Adding a New Contractor Profile
Click the Add New Contractor button (usually at the top right of the contractor list page).
Fill in the basic details:
Contractor Name: This is usually their business name or their full name if they operate as an individual.
Contact Person: If it's a company, who is your main point of contact?
Email Address: The best email to reach them.
Phone Number: Their primary contact number.
ABN (Australian Business Number): Crucial for your record-keeping and tax purposes.
Address: Their physical business address.
Describe their services in the 'Services Offered' section. For example: "Guided bushwalking tours," "Local artisan crafts supplier," or "Maintenance and repairs."
Upload important documents:
Click Upload Document.
Choose the file from your computer (e.g., their Public Liability Insurance certificate, working with children check, driver's licence, or a signed contract).
Give the document a clear name (e.g., "Public Liability Insurance 2024," "Contract for Guided Tours").
Add an expiry date if it's a time-sensitive document like insurance.
You can upload multiple documents.
Add Payment Details (Optional but Recommended): If you pay them directly through your system or want a record of their payment terms, you can add details like their preferred payment method, bank account details (if relevant for direct deposits), or their hourly/project rates.
Include Notes: This is your space for anything extra you want to remember. Perhaps their favourite coffee order, a specific skill they have, or a note about their usual availability.
Click Save.
Viewing and Editing an Existing Contractor Profile
From your 'Contractors' list, locate the contractor you wish to view or edit.
Click on their name to open their full profile.
If you need to make an update, click Edit (often near the top of the profile).
Make your changes: Update contact numbers, add a new service, upload a renewed insurance certificate.
Click Save.
Archiving or Deactivating a Contractor Profile
Locate the contractor in your list.
Click Archive or Deactivate. You'll usually find this option within their profile, or sometimes as an action next to their name in the list. This doesn't delete their information permanently but moves them to an "inactive" list.
Confirm your decision.
Tips
Store all contact information: Phone numbers, email addresses, and physical addresses.
Keep a record of services: Note down exactly what each contractor offers your business.
Track qualifications and certifications: Ensure everyone you work with has the right credentials.
Securely store insurance policies, ABN registrations, contracts, licenses, and more.
Get automated reminders when a document (like insurance) is about to expire, helping you stay compliant.
Keep track of how and what you pay each contractor.
Jot down useful tidbits and reminders specific to each contractor.
Quickly find specific contractors by name, service, or other criteria.
Keep your contractor list current by archiving those you no longer work with actively.
Need help?
For further assistance, contact us at [email protected]