provides a central hub to store and organise essential contractor information. Tourism operators can easily access contact details, agreement dates, and important documents like insurance certificates, streamlining administration and ensuring compliance. This helps you focus on delivering exceptional experiences.
Accessing this feature
You can access the Contractor Management area in two ways:
Direct Link: Go to https://launchpad.tourismaccelerator.com.au/contractors
Through Your Launchpad: Go to Contractors in your left-hand side navigation menu.
You'll land on your main Contractors dashboard, where you can see all your existing contractors and start adding new ones.
How to use it
Adding a New Contractor
Click Add New Contractor: On the Contractors dashboard, click the + Add New Contractor button, usually in the top right corner.
Fill in the Details: A form will appear for you to input all the information:
Contractor Name: This is their business or individual name (e.g., "Outback Adventures Tours," "Sarah's Photography").
Contact Person: Who do you usually talk to? Their name goes here.
Email Address: The best email to reach them.
Phone Number: Their primary contact number.
Service Type: What kind of service do they provide? (e.g., "Tour Guide," "Transport," "Marketing," "Accommodation Partner"). You can often choose from a dropdown or type in a new one.
Agreement Start Date: When did your working relationship officially begin?
Agreement End Date (Optional): If it's a fixed-term contract, enter the end date here. If it's ongoing, you can leave this blank or update it later.
Payment Terms: How do you pay them? (e.g., "Net 30," "Upon completion," "Monthly retainer").
Notes: This is a great area for any specific details you want to remember, like their preferred coffee, specific instructions, or unique agreement clauses.
Upload Important Documents (Optional, but recommended!): Here you can securely store copies of their contract, insurance certificates, licenses, or any other relevant files. Look for an "Upload Document" or "Attach File" section. Click the button, browse your computer for the file, and upload it. You can add multiple documents!
Tip: Give your documents clear names (e.g., "SarahsPhotography_Contract_2024.pdf", "OutbackAdventures_Insurance_2024.pdf") so they're easy to find later.
Click Save: Once you've filled everything in and uploaded your documents, click the Save button. Your new contractor is added to your list, and you'll see them appear on your main Contractors dashboard.
Editing or Viewing an Existing Contractor
Find Your Contractor: On your main Contractors dashboard, you'll see a list of all your contractors. You can often use a search bar or filters to find the specific one you're looking for.
Click to View/Edit: Click on the contractor's name or a "View Details" or Edit button next to their listing. This will open up their profile.
Make Your Changes: Here you can update contact details, change agreement dates, add new notes, or upload new versions of documents (like a renewed insurance certificate!).
Click Save: Always remember to click Save when you're done, so your updates are safely recorded.
Deactivating or Archiving a Contractor
Sometimes, you might finish working with a contractor. Instead of deleting their record (which you usually can't do for historical reasons), you can often "deactivate" or "archive" them.
Go to the Contractor's Profile: Follow the steps above to view their details.
Look for Deactivate/Archive Option: You'll usually find a button or option like Deactivate Contractor or Archive Contractor. This will remove them from your active list but keep their information stored securely for your records.
Confirm: The system might ask you to confirm your decision.
With the Contractor Management, you'll have the power to:
Add and update all the essential contact details for your contractors.
Store important documents securely, like contracts, insurance, and certifications.
Track agreement start and end dates to stay on top of renewals.
Note down specific payment terms for each contractor, making invoicing and payments clearer.
Add private notes for internal reference about your working relationship.
Quickly search and filter your contractor list to find exactly who you need, when you need them.
Maintain a clean, organised record of all your past and present contractor relationships.
Tips
Be Detailed From the Start: When you add a new contractor, take a few extra minutes to fill in all the fields. The more information you include, the more useful this tool becomes for you.
Use Document Storage: This is a game-changer! Make it a habit to upload every relevant document. Think contracts, insurance policies, WHS certifications, special permits, and even service agreements. Having everything in one place saves so much time and stress.
Set Reminders (if your system offers them, or in your own calendar): If you've noted an "Agreement End Date" or an insurance renewal date, add a reminder in your calendar (or use any reminder features within the platform if available). This helps you proactively renew or review agreements.
Use the "Notes" Section Wisely: This is your personal space! Jot down anything that helps you manage that specific contractor – perhaps their preferred communication method, a key point from a meeting, or a reminder about their specific role in your operations.
Categorise Your Contractors: Use the "Service Type" field consistently. This makes it incredibly easy to filter your list later if you need to find all your "Tour Guides" or "Photographers."
Review Regularly: Just like checking in with your team, it's a good idea to periodically review your contractor list. Perhaps quarterly or annually, ensure all details are current and agreements are up-to-date.
Communicate Clearly: Use the information stored here to ensure you're always communicating effectively and professionally with your contractors.
Need help?
For further assistance, contact us at [email protected]