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Contractors can be set up with their own AroFlo logins to allow them to access and complete the tasks that you've assigned or scheduled to them.  

Contractor Licences

Please note that there is an additional cost for each active contractor that accesses AroFlo. See our pricing schedule to learn more.

Enable system access

Firstly, you will need to enable system access on the Supplier card:

  1. Go to Manage > Suppliers and find the contractor you wish to grant system access to.
  2. Click the contractor's name to access the Supplier card.
  3. Scroll down to Settings. 
  4. Set System Access to Y.
  5. Set Type to Contractor.
  6. Scheduling Access (optional) - allows the contractor's 'manager' contact (set on the contact card) to create new schedules in AroFlo Field.
  7. Save.

Subcontractors on your Calendar

Enabling System Access for subcontractors also allows you to schedule tasks directly to their contacts and show them as Resources in your Calendar.

Set up a supplier contact login

Each contact for this supplier/contractor must have their own unique username and password combination.

  1. From the Supplier card, click View > Contacts.
  2. Select the contact from the Users list or create a new contact.
  3. In Contact Details, enter a User Name and click Check Availability.
  4. To set a password for existing contacts, click Reset Password, enter and confirm a password (6 characters min.)
  5. Scroll down to Settings and select the appropriate Access Type, i.e. Manager or Base
  6. Save.

Before giving the contractor their individual login credentials, it is good practice to test each user login yourself and confirm that they can log into the system, and their level of access is appropriate.

View contractor tasks

To view tasks which are assigned to a contractor:

  1. Go to Manage > Suppliers.
  2. Select the Supplier from the list.
  3. Click the down arrow beside the View button and select Tasks.

Chart of access

The table below provides an overview of the functions that are available to active contractor users.

Access current tasks

Assigned tasks only

Scheduled tasks only

Add new assets

Add or remove assets from a task

View task notes

Contractor notes only

Contractor notes only

Add task notes

Add labour, materials and/or expenses

Access compliance forms*

Own forms only

Own forms only

Access completed tasks

Assigned tasks only

Upload photos to a task**

* Only applicable to compliance forms that have contractor access enabled.

** Only if your AroFlo subscription includes the document storage add-on.

Document and Note Visibility

Any notes or documents uploaded to tasks will have the visibility set to 'Show Contractor'. Any contractor specific setting only applies to notes/documents added by internal users.

Manually end an active user session

Users with the pre-built Management permission group can manually log a contractor user out of AroFlo.

  1. Go to Manage > Suppliers and select the supplier you need.
  2. Click Contacts.

  3. In the End Active Sessions column (far right of screen), check the box for the contact whose session you need to end.

  4. Click Save > End Selected Sessions. The user's session will be ended within 60 seconds.
  • When you manually end an active user session, any work the user had not saved will be lost.
  • The 'End Active Sessions' feature is only available to those using permission groups; it is not available to those using legacy permissions.
  • Archiving a user or contact will automatically end their session.
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