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Adding a new Contractor
Who is this article for?Administrators who want to learn to add a new Contractor.
Administrator permissions are required.
Adding a new contractor to your management system is a crucial step in ensuring smooth operations and maintaining compliance within your organisation. This guide will walk you through the process of efficiently onboarding a new contractor using Lucidity's platform, covering everything from initial data entry to setting up access roles and required documentation.
1. Contractor
Contracting Companies can be managed from Lucidity Contractor, Lucidity Induction and Lucidity Access. Each Lucidity application serves a different purpose but all edits and changes made to the basic company field will be reflected in all 3 locations.
The default landing page for Lucidity Contractor is the Contractors page. The Contractor page consists of a list of all the contractor companies currently in the system.
From the Contractor page, administrators can:
-
Add, edit, archive and delete contractors
-
Manage contractor documents, including downloading all uploads.
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Manage contractor employees, including viewing training records.
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Generate reports on all contractor companies in the system.
2. Adding a new contractor
Video: Add New Contractor
To add a new contractor, from the Contractors page:
- Click Add New.
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Complete the fields (see table Definitions of fields below).
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Click Save to save the contractor.
The details captured for each contractor may vary slightly between each system configuration. Fields marked with * are mandatory.
2.1. Definition of fields
There are a range of filters that can be used to categorise contractors. These can assist when filtering or sorting contractors and can be edited via the Settings tab.
|
Name |
Definition |
|---|---|
|
Company |
Enter contractor company name |
|
Company Classification |
Select classification to determine required documentation contractor Company needs to submit. Only one classification can be selected at a time. |
|
Company Category |
Select contractor category(s), for example: Civil & Mining, Construction or Disability Services. More than one category can be selected. |
|
Description |
Enter a description. This can include details such as specific works the contractor can complete. |
|
Contact Name |
Enter contact name. |
|
Website |
Enter website address. |
|
General Email |
Enter email to be used for notifications. |
|
Phone |
Enter contact number. |
|
ABN/ ACN |
Enter ABN or ACN. |
|
Account Type |
Select account type, for example: cash, credit, 30 days or 90 days. The account type can be determined by internal organisational processes. When a contractor classification is not utilised, this field will be named Company Status and used for pending, approved etc. |
|
Vendor |
Enter vendor. |
|
Manager |
Select the manager from within the organisation who is responsible for managing the contractor. The manager must have an existing profile within Lucidity HR. |
|
Comments |
Add comments throughout the lifespan of the contractor
|
|
Address Details |
Enter address details. |
|
Organisation Details |
Select organisation details, such as the division the contractor works for. More than one can be selected for each organisation category. |
|
Contacts |
Add all contacts associated with the contractor. These will normally be the employees from the contractor who liaise with the organisation.
|
|
Upload File |
Upload any documentation relevant to the company, such as ABN documentation. This will not include specific documentation that is required to be filed individually (these will be held in the Document section).
Contractor Documents This is not where individual contractor documents such as policies or insurances, are to be added. This field can utilised for adding company document that does not need to be tracked such as ABN information etc. This could cause compliance issues. |
|
Company Types |
Contractor Company will be ticked by default - this ensures the company appears in the Contractor module (if a company is purely for use within Lucidity Induction add the company via Access or Induction and untick this option). |
3. Editing a contractor
To edit an existing contractor, from the Contractors page:
- Locate the specific contractor using relevant filters.
- Click Edit to the far right of the contractor.
- Adjust fields as required.
- Click Save.