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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 Contractor card:

  1. Go to Accounts > Contractors and find the contractor you wish to grant system access to.
  2. Click the contractor's name to access the Contractor card.
  3. Scroll down to Settings. 
  4. Set System Access to Y.
  5. Scheduling Access (optional) - allows contractor contact logins with Manager access to create new schedules in AroFlo Field.
  6. 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 contractor contact login

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

  1. From the Contractor 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. Set a password for the user: 
    1. If creating a new contact, enter and confirm a password (6 characters min.)
    2. 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

    If creating a new contact, Save first to access this option.

  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*

*See above note regarding additional costs.

View contractor tasks

To view tasks which are assigned to a contractor:

  1. Go to Accounts > Contractors.
  2. From the Contractor list, find the relevant contractor and click the down arrow beside the View button and select Tasks.

    This can also be done from within a contractor card.

Chart of access

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

Access current tasks

Assigned (to business and user) and scheduled tasks

 Assigned (to user) and scheduled tasks

Assign tasks

Access task checklists

Access existing checklists on tasks

Access existing checklists on tasks

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 Accounts > Contractors and select the contractor 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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