--- title: Contractors description: Add and manage contractors in MYBOS, track insurance, view cases and work orders, and set up auto reminders. --- [Skip to content](https://support.mybos.com/knowledge-base/contractors#main-content) [More support](https://support.mybos.com/knowledge-base/kb-tickets/new?hsLang=en-au) [![white mybos logo-1](https://support.mybos.com/hubfs/white%20mybos%20logo-1.svg)](https://support.mybos.com/knowledge-base?hsLang=en-au) - [Product Updates](https://productupdates.mybos.com/whats-new) - [Getting Started](https://support.mybos.com/knowledge-base/getting-started) - [Building Managers](https://support.mybos.com/knowledge-base/building-manager) - [Administrators](https://support.mybos.com/knowledge-base/administrator) - [Residents](https://support.mybos.com/knowledge-base/residents) - [Training Academy](https://mybos.com/support/training-academy/) Open main navigation Close main navigation - [Product Updates](https://productupdates.mybos.com/whats-new) - [Getting Started](https://support.mybos.com/knowledge-base/getting-started) - [Building Managers](https://support.mybos.com/knowledge-base/building-manager) - [Administrators](https://support.mybos.com/knowledge-base/administrator) - [Residents](https://support.mybos.com/knowledge-base/residents) - [Training Academy](https://mybos.com/support/training-academy/) - [More support](https://support.mybos.com/knowledge-base/kb-tickets/new) - [Contact us](https://support.mybos.com/knowledge-base/contact-us) [Contact us](https://support.mybos.com/knowledge-base/contact-us?hsLang=en-au) How can we help you? - There are no suggestions because the search field is empty. 1. [MYBOS Knowledge Base](https://support.mybos.com/knowledge-base?hsLang=en-au) 2. [Features](https://support.mybos.com/knowledge-base/features?hsLang=en-au) 3. [Contractors](https://support.mybos.com/knowledge-base/features?hsLang=en-au#contractors) # Contractors ## Where you store the companies and people who carry out work at your building, such as plumbers, electricians and cleaners. With this functionality, management staff can efficiently create Work Orders/Cases for specific tasks or repairs, obtain quotes from preferred suppliers, manage invoices, and even schedule preventative maintenance with the selected contractors.   Keeping contractor details, insurance and documents in one place means they are ready to use on work orders, maintenance schedules and assets. Open the **Manager Web Portal** and select **Contractors** from the left-hand menu. At the top of the page, four tabs let you view your contractors in different ways. Use **New Contact** to add a contractor. | Tab | What it shows | | --- | --- | | Contacts | One row for each contractor contact. Columns: Company, Contact, Phone, Email, Category | | Companies | One row for each company. Columns: Name, Phone, Category, Email, No Of Contacts | | Expired Insurance | Insurance documents that have passed their expiry date. Columns: Contact, Company, Phone, Email, File Name, Expiry Date, Auto Reminder | | Pending Approval | Insurance documents submitted by contractors that are waiting for you to review. A number next to the tab shows how many alerts are new | Under each tab you can filter the list using the **All Company** and **All Categories** dropdowns. ![](https://support.mybos.com/hs-fs/hubfs/image-png-Oct-07-2026-03-45-22-2273-AM.png?width=670&height=319&name=image-png-Oct-07-2026-03-45-22-2273-AM.png)   ### Quicklinks - [Adding a Contractor](https://support.mybos.com/knowledge-base/step-6-how-to-add-contractors-in-mybos?hsLang=en-au) (opens new page) - [Viewing a Contractor's Profile](https://support.mybos.com/knowledge-base/contractors#viewingcontractorsprofile) - [Managing Insurance](https://support.mybos.com/knowledge-base/contractors#managinginsurance) - [Exporting, Archiving, Deleting and Designating Contractors](https://support.mybos.com/knowledge-base/exporting-archiving-deleting-and-designating-contractors?hsLang=en-au) (opens new page) - [Email Templates and Auto Reminders](https://support.mybos.com/knowledge-base/contractors#emailtemplatesautoreminders) - [Tips and FAQs](https://support.mybos.com/knowledge-base/contractors#tipsandfaqs) - [Company Portal - Contractors](https://support.mybos.com/knowledge-base/company-portal-contractors?hsLang=en-au) (opens new page) - Contractor Portal (opens new page)   ### Viewing a Contractor's Profile Click a contractor's name on the **Companies** or **Contacts** tab to open their profile. The profile brings everything about that contractor at your building onto one page: their details, contacts, paperwork, and the work they have been given. | Section | What it shows | | --- | --- | | Company Information | Company Name, ABN/ NZBN, Address, Phone Number, Company Email, Website and Category | | Notes | Free-text notes about the contractor, such as call-out fees and hourly rates | | Contacts | Each contact person with their name, phone number and email | | Documents | Files uploaded for the contractor. Shows "There are currently no documents" if none have been added | | Insurances | Insurance policies with their expiry dates. Shows "There are currently no insurances" if none have been added | | Cases | Every case assigned to the contractor, plus the work orders sent to them | #### Editing the profile The profile is also where you update a contractor. Click the pencil icon next to **Company Information** to edit the company details. Click the **+** icon in the **Notes**, **Contacts**, **Documents** or **Insurances** sections to add a new item to that section. In **Contacts**, a star beside a contact marks them as the primary contact.   #### Documents The **Documents** section holds paperwork for the contractor, such as licences, safety certificates or contracts. Each document shows: | Column | Details | | --- | --- | | Document Name | The document's name. Click it to open the file | | Expiry Date | The date the document expires | | Date Uploaded | The date the document was added | | Assign To | Who the document belongs to: the company, or one of its contacts | Dates are shown in red once the document has expired, so you can spot out-of-date paperwork at a glance. To add a document, click the **+** icon in the Documents section. In the **Upload Document** window: **Step 1:** Enter the **Document Name**. **Step 2:** Set the **Expiry Date**. It starts as today's date, so change it to the date on the document. **Step 3:** Choose who to **Assign To**. The list shows the company and each of its contacts. **Step 4:** Drag a file into the **Attachment** box, or click it to choose a file. **Step 5:** Click **Save**. Save becomes available once the form is completed. Click **Cancel** to close without saving.   #### Insurances The **Insurances** section lists the contractor's insurance policies in the same way, with Insurance Name, Expiry Date, Date Uploaded and Assign To. Expired policies appear in red. Policies that have expired also appear on the **Expired Insurance** tab of the main Contractors page. To add a policy, click the **+** icon in the Insurances section and complete the **Upload Insurance** window: **Insurance Name**, **Expiry Date**, **Assign To** and **Attachment**, then click **Save**.   #### Cases The **Cases** section at the bottom of the profile has two tabs. Use **New Case** at the top right of the section to create a case for this contractor. **Cases tab:** Lists the cases assigned to this contractor, with Case Number, Subject, Type, Assigned Company, Priority, Apartments and Status. Use the following to find what you need: - **Search** to find a case by keyword. - **Folders** to see cases in a folder, such as Completed, Deleted, Draft, Starred or any custom folder you have created. The number beside each folder shows how many cases it holds. - **Filters** to narrow cases by **Due** (This Week, Next Week, Overdue), **Priority**, **Case Status** (All Open Cases by default) and **Case Type**. **Work Orders Sent tab:** Lists the work orders, quote requests and case summaries that have been emailed to this contractor, with Case#, Case Title, Sent To, Contact Name, Status, Case Type, the date and time Sent, and who it was Sent By. Use the dropdown above the list to switch between **Work Order**, **Quote Request** and **Case Summary**, and use the date range and search boxes to narrow the list. This makes the profile a quick way to answer questions such as "What work has this contractor done for us?" or "Has the quote request I sent been answered?".   ### Managing Insurance Keeping insurance up to date helps you make sure only covered contractors work at your building. **Recording insurance:** Open a contractor, go to **Insurances** and click **Add**. Upload the certificate and enter the policy expiry date. **Expired Insurance tab:** Lists every insurance document that has passed its expiry date, with the file name and expiry date. The **Auto Reminder** column has a **Send Email** link on each row to remind the contractor to provide a current policy. See Email Templates and Auto Reminders below to change the email or send reminders automatically. **Pending Approval tab:** Lists insurance documents waiting for your review, including the policy type, such as Public and Products Liability, and its expiry date. The **Contractor Document / Insurance Expired** count on your dashboard shows how many contractors need attention.   ### Email Templates and Auto Reminders In the top right corner of the screen, click the **cog icon** next to the New Company button at the top of the page. The cog has two options: **Edit Email Template** and **Manage Auto Reminders**. ![](https://support.mybos.com/hs-fs/hubfs/image-png-Oct-07-2026-03-58-02-3242-AM.png?width=670&height=159&name=image-png-Oct-07-2026-03-58-02-3242-AM.png)   #### Editing the email template The reminder email that goes to contractors is built from a template. Select **Edit Email Template** to change it. **Step 1:** Click the cog and select **Edit Email Template**. **Step 2:** Edit the subject line. The default is "Contractor Insurance-Document Update". **Step 3:** Edit the message in the text editor. The default message starts with "Dear {Name},". You can format the text with bold, italic, underline, alignment, lists and links. **Step 4:** To insert details that change for each contractor, click **Place-holders** and choose from the list. When the email is sent, each place-holder is replaced with that contractor's information. **Step 5:** Click **Save**, or **Cancel** to close without changes. | Place-holder | What it inserts | | --- | --- | | Company Name | The contractor's company | | Name | The contractor contact's name | | Insurance Name | The name of the insurance record | | Document Name | The name of the uploaded document | | Date | The date the email is sent | | Expiry Date | The insurance expiry date | | Link | A link for the contractor to follow | | Building Name | Your building's name | | Sender | The person sending the email | #### ![](https://support.mybos.com/hs-fs/hubfs/image-png-Oct-07-2026-04-10-23-8069-AM.png?width=670&height=340&name=image-png-Oct-07-2026-04-10-23-8069-AM.png) We recommend adding in the **Building Name** to the **Subject Line**, so that Contractors are aware of where to upload information to.  #### Setting up auto reminders Auto reminders send the template email to contractors with expired insurance on a repeating schedule, so you don't need to chase each one manually. **Step 1:** Click the cog and select **Manage Auto Reminders**. **Step 2:** Choose one of two options: **Set Auto Reminders For All Contractors** or **Set Auto Reminders Off**. **Step 3:** If you turn reminders on, enter how often a reminder should be sent in **Set A Reminder Every ... Days**. **Step 4:** Click **Save**. To send a one-off reminder instead, click **Send Email** in the **Auto Reminder** column next to that contractor's expired document. ![](https://support.mybos.com/hs-fs/hubfs/image-png-Oct-07-2026-04-12-22-5119-AM.png?width=374&height=258&name=image-png-Oct-07-2026-04-12-22-5119-AM.png)       ### Tips and FAQs **Which fields are required to add a contractor?** Company Name and Company Email are required. Each contractor also needs at least one contact with a name, phone number and email address. **Why is the company email important?** Work orders, notifications and other system emails are sent to this address, so use one that is monitored. **What is the difference between the Contacts and Companies tabs?** Contacts lists every contact person, so a company with two contacts appears twice. Companies lists each company once and shows its number of contacts. **Can a company have more than one contact?** Yes. Add as many contacts as you need under **Contacts** on the contractor's profile. **How do I find contractors in a trade?** On the Contacts tab, use the **All Categories** dropdown to filter by category. **How do I know whose insurance has expired?** Open the **Expired Insurance** tab. You can send a reminder email from there using **Auto Reminder**. **Where do I review insurance a contractor has uploaded?** Open the **Pending Approval** tab. **Where do I change the wording of the reminder email?** On the **Expired Insurance** tab, click the cog and select **Edit Email Template**. **How do I see only the jobs that are overdue for a contractor?** In the **Cases** tab on their profile, click **Filters** and tick **Overdue** under **Due**. **Where can I see all the work a contractor has done?** Open the contractor's profile and look at the **Cases** section. The **Cases** tab shows the cases assigned to them, and the **Work Orders Sent** tab shows the work orders and quotes sent to them. **Why is the list of buildings in the Designate window empty?** The window lists the buildings you are able to designate contractors to. If you only manage one building, it may be empty. Contact MYBOS Support if you expect to see more. **Can I use the same contractor at more than one building?** Yes. Tick the contractor, click **Designate** and choose the buildings. **Why can't I see the Export, Archive, Delete and Designate icons?** They only appear after you tick at least one contractor in the list.     - [Getting Started](https://support.mybos.com/knowledge-base/getting-started?hsLang=en-au) - [Features](https://support.mybos.com/knowledge-base/features?hsLang=en-au#main-content) - [Building Manager Dashboard](https://support.mybos.com/knowledge-base/features?hsLang=en-au#building-manager-dashboard) - [Community](https://support.mybos.com/knowledge-base/features?hsLang=en-au#community) - [Marketplace](https://support.mybos.com/knowledge-base/features?hsLang=en-au#marketplace) - [Cases](https://support.mybos.com/knowledge-base/features?hsLang=en-au#cases) - [Messages](https://support.mybos.com/knowledge-base/features?hsLang=en-au#messages) - [Calendar](https://support.mybos.com/knowledge-base/features?hsLang=en-au#calendar) - [Maintenance Schedule](https://support.mybos.com/knowledge-base/features?hsLang=en-au#maintenance-schedule) - [Building](https://support.mybos.com/knowledge-base/features?hsLang=en-au#building) - [Keys](https://support.mybos.com/knowledge-base/features?hsLang=en-au#keys) - [Parcels](https://support.mybos.com/knowledge-base/features?hsLang=en-au#parcels) - [Contractors](https://support.mybos.com/knowledge-base/features?hsLang=en-au#contractors) - [On-Site Check In](https://support.mybos.com/knowledge-base/features?hsLang=en-au#on-site-check-in) - [Troubleshooting](https://support.mybos.com/knowledge-base/troubleshooting?hsLang=en-au#main-content) - [FAQ](https://support.mybos.com/knowledge-base/troubleshooting?hsLang=en-au#faq) - [Administrator](https://support.mybos.com/knowledge-base/administrator?hsLang=en-au#main-content) - [Configuration](https://support.mybos.com/knowledge-base/administrator?hsLang=en-au#configuration) - [MYBOS Web Platform](https://support.mybos.com/knowledge-base/administrator?hsLang=en-au#mybos-web-platform) - [Reporting](https://support.mybos.com/knowledge-base/administrator?hsLang=en-au#reporting) - [Building Manager](https://support.mybos.com/knowledge-base/building-manager?hsLang=en-au#main-content) - [Building Managers - Web Portal](https://support.mybos.com/knowledge-base/building-manager?hsLang=en-au#building-managers-web-portal) - [Building Configuration](https://support.mybos.com/knowledge-base/building-manager?hsLang=en-au#building-configuration) - [Residents](https://support.mybos.com/knowledge-base/building-manager?hsLang=en-au#residents) - [Maintenance & Work Orders](https://support.mybos.com/knowledge-base/building-manager?hsLang=en-au#maintenance-work-orders) - [Communication](https://support.mybos.com/knowledge-base/building-manager?hsLang=en-au#communication) - [Community & Amenities](https://support.mybos.com/knowledge-base/building-manager?hsLang=en-au#community-amenities) - [Reporting](https://support.mybos.com/knowledge-base/building-manager?hsLang=en-au#reporting) - [Integrations](https://support.mybos.com/knowledge-base/building-manager?hsLang=en-au#integrations) - [Residents](https://support.mybos.com/knowledge-base/residents?hsLang=en-au#main-content) - [Resident App](https://support.mybos.com/knowledge-base/residents?hsLang=en-au#resident-app) - [Resident - Web Portal](https://support.mybos.com/knowledge-base/residents?hsLang=en-au#resident-web-portal) - [MYBOS Solutions](https://support.mybos.com/knowledge-base/mybos-solutions?hsLang=en-au) - [Feature Updates](https://support.mybos.com/knowledge-base/feature-updates?hsLang=en-au) [![MYBOS Logo](https://support.mybos.com/hs-fs/hubfs/MYBOS-Logo-Apr-11-2025-02-01-58-5626-AM.png?width=300&height=59&name=MYBOS-Logo-Apr-11-2025-02-01-58-5626-AM.png "MYBOS Logo")](http://mybos.com) Suite 1.01 Level 1, 6 Parkview Drive Sydney Olympic Park New South Wales, 2127 Australia Copyright © 2026, mybos.com