Organisation Admins can view information and data for all Contractors on the Contractors page. They can also invite new or inactive Contractors to create a Portal account and assign Work or Quote Requests directly from the page.
Organisation Admins can find Contractors in numerous ways including the Search Bar and filtering information like Business Statuses, Trades and Ratings.
The Company Profile provides a detailed account and performance information for the Contractor.
Contents
- How Contractors are added to the Portal
- Information on the Contractors Page
- Search Bar
- Business Number Status Filters
- Trade Filters
- Status Filters
- Sub Roles
- Ratings Filters
- Database Filters
- Profile Photo and 'Create Job'
- Contractor's Name and Database Information
- Contractor Status
- Trades
- Business Number, Licence, and Insurance
- Previous Job Data
- Rating
- Description and Contact Details
- Service Area
- Recent Works
- Reviews
- Team Members
- Buildings
How Contractors are added to the Portal
Contractors are either imported to the Portal from Strata Master or they sign up for a Portal account.
If an Organisation Admin can't find a Contractor in the database but requires them for a Work or Quote Request, they should add the Contractor to Strata Master. The contact information will be imported to the Portal within 10 minutes.
All Contractors that are actively receiving work within the Portal should have a status of 'Active'.
If a Work or Quote Request is sent to a Contractor with a status of 'Imported', an invitation email will be sent to the Contractor with the request.
Information on the Contractors Page
The Contractors page allows Organisation Admins to browse the database of Contractors and compare available data like their average response time to Quotes, the number of Jobs they've completed, the average response time to communications and their rating.
To go to the Contractors page, click the Man in Hardhat Icon on the toolbar.
A Company name will be listed for each Contractor with the status of their Business Number, licence and insurance information. Check the 'Trade' column for a Contractor's trade. Multiple trades can be listed.
The Contractor's last sign-in date will be listed under 'Time since last login'. If the status is 'Active', the last sign-in date should be recent.
'Time Out Probability' will show the percentage of Jobs the Contractor has worked on that have 'Timed Out'.
Next to this, the number of Jobs that a Contractor is currently quoting and the average Quote response rate will be listed.
The number of assigned, open and completed Jobs will be shown with the average response time (in hours) to communications within the Portal.
A rating of one to five stars will be provided.
The 'Status' column will show status for each Contractor, which will be either 'Invited', 'Imported', 'Active' 'Inactive', 'Suspended' or 'Deactivated'.
Hover over the Contractor's name and this will display the Source details. If the source is Strata Master, it will display all the information from the Organisation's Strata Master database. If the source is External, this is the information from Portal's database, which can be managed by the contractor if they are Active.
Click any Contractor's name to review the Company Profile before assigning a Work or Quote Request to them. Work or Quote Requests can also be assigned directly from the Contractors page by clicking the '+' button under the 'Create Job' column.
Search Bar
Organisation Admins can use the Search Bar to find pertinent information for Contractors:
- Search by Company Name to view a specific Contractor
- Search by Business Number to view a specific Contractor
- Search by Owner to view a specific Contractor
- Search by Word or Phrase to view all Contractors with that word or phrase listed
Business Number Status Filters
Organisation Admins can filter by Business Number status to view only Contractors that have a 'Valid' or 'Invalid' Business Number.
Trade Filters
Trade Filters allow Organisation Admins to view and search for all Contractors of a specific Trade.
Trades that appear on the menu include Landscape/Gardening Services, Hydraulic/Plumbing and Gas Services, Carpentry Services, Plasterboard and Rendering, Windows, Doors, Frames, Glazing and Hardware Services, Electrical Services, Bins/Rubbish/Hazmat Services, Fabrication, Cleaning Services, Washing lines and letterboxes, Pool, Spa, and Water Feature Services, Mechanical Services, Water Proofing, Fire Services, Roofing Services, Garage Door Services, Painting and Applied Finishes, Security Patrol Services, Flooring Services, Furniture, Appliances, and Equipment, Pest Control Services, Consultancy and Reporting, Tile/Paving Services, Masonry Services, Joinery, Concretor, Damp/Mould Remediation, Shower Screens, Stationary and Amenities, Lift Maintenance Service, Sunshading, Awnings, Blinds, Storage/Removal Services, Signwriter/maker, Technology, Telecommunications and Other.
Each Trade has multiple sub-categories that can be selected to refine the results even further.
Status Filters
Status Filters allow Organisation Admins to view all Contractors with a particular status. Status Filters default to 'All', which shows all Contractors, including those that are 'Imported', 'Invited', 'Active', 'Deactivated' 'Inactive' and 'Suspended'.
Active
Select 'Active' to view all Contractors that are actively using the Portal.
The last sign-in date will be listed under the status.
Deactivated
If the Contractor's account needs to be deactivated for some reason, click the 'Deactivate' link.
When the pop-up appears, click 'Confirm'. The Contractor's account will then be deactivated.
The status will update to reflect that the account is 'Deactivated'.
The Contractor's account can be reinstated by clicking the 'Reinstate' link.
Imported
Click 'Imported' to view all Contractors that were imported from Strata Master to the Portal. If a Contractor was imported from Strata Master, but hasn't yet created a Portal account, there will be an 'Invite' link in the 'Status' column.
Select 'Invite' to send an email invitation to the Contractor. The status will change from 'Imported' to 'Invited'.
Inactive
Select 'Inactive' to view all Contractors that have inactive Portal accounts. Organisation Admins should check the last sign-in date and other data then decide whether to send another email invitation to use the Portal.
Invited
The date that the email invitation was sent will be logged under the status so that if a Contractor doesn't immediately sign up for the Portal, a Building Manager can reinvite them to do so by clicking the 'Reinvite' link.
Suspended
Select 'Suspended' to view all Contractors that have been suspended from using the Portal.
Sub Roles
This filter allows Organisation Admins to filter their 'Preferred' contractors. Preferred contractors are added in Strata Master and synced to the portal.
Ratings Filters
With Ratings Filters, Organisation Admins can view Contractors based on their average rating. Contractors are rated from one star (the lowest) to five stars (the highest).
Database Filters
Database Filters allow Organisation Admins to view whether a Contractor is in the internal database (Strata Master) or external database (SMATA).
If a Contractor is external, their information will appear in the SMATA database. They may have signed up for the Portal but haven't been added to Strata Master.
Profile Photo and 'Create Job'
Contractors can upload a profile photo or logo for their business to the Company Profile. The profile photo appears to the left of the Contractor's name and can be updated at any point in time.
Below the profile photo, Organisation Admins can select the 'Create Job' button to send a Work or Quote Request directly to a Contractor.
For more information, please see How to Create a Work Request and How to Create a Quote Request.
Contractor's Name and Database Information
The Company Profile will show certain database information when the mouse is hovered over a Contractor's name. This information is sourced from both Strata Master and the external database.
Note: There will be instances when there is more than one 'Source: Strata Master' in this window. This means that the organisation has multiple creditors in their Strata Master database with the same ABN. All of these creditors are linked to one contractor profile in the Portal.
Contractor Status
The Contractor status appears next to a Contractor's name on the Company Profile. The Contractor status will be either: Active, Invited, Imported, or Deactivated.
If the Contractor Status is Active, it will display the External (Portal) information by default.
If the contractor's status is Imported or Invited, the default information displayed is from the organisation's Strata Master database.
Organisation Admins can easily toggle the information displayed from Strata Master to External by clicking the source box.
Note: If there are multiple creditors with the Same ABN, there will also be multiple Strata Master in the dropdown.
For more information, please see Contractor Statuses.
Trades
All of the Trade Categories that a Contractor works in will be listed below the Contractor's name. All Trades added to the Company Profile are searchable from the Contractors page and listed under the 'Trade' column.
If a Contractor finds that a Trade they work in doesn't appear on the Contractors page, they can create a new Trade Category.
For more information, please see Update the Trade Description of a Work Request.
Business Number, Licence, and Insurances
Business Number, licence and insurance information is shown beneath a Contractor's rating on the Company Profile.
After a Contractor has added their Business Number, licence and insurance information, the system automatically checks its validity against the Government database and generates a status for each type of credential.
Organisation Admins will need to check that a Contractor's Business Number, licence and insurance information is valid before sending them a Work or Quote Request.
Details for the licence and insurance can be previewed by hovering the mouse over the preview link.
For more information, please see Check Licence and Insurance Details for a Service Provider.
Previous Job Data
Data from previous Jobs that the Contractor has completed is shown on the right column of the Company Profile. This data can help Organisation Admins select Contractors for a Job by providing measurable criteria that are easy to compare.
'Quoting' shows the number of Quote Requests that a Contractor either has open or has submitted but are still in consideration.
'Completed Jobs' shows the number of completed Jobs.
'Open Jobs' shows the number of Jobs in progress.
'Quote Response Rate' shows the percentage of Quote Requests the contractor has responded to.
'Team Size' shows the number of team members.
Rating
A rating for the Contractor is provided below the Trades on the Company Profile. The rating is derived from a survey that's sent to Building Contacts after a Job has been completed. This survey allows them to rate both the Contractor and the Strata Manager of the Job.
The number of Building Contacts who have submitted a review will be shown next to the rating.
This rating is not visible to the public and can only be seen by Contractors and Strata Organisation employees.
For more information, please see Submit a Review for a Contractor.
Description and Contact Details
Contractors can provide a business description that summarises their service offerings on the Company Profile. Some Contractors may choose to list more Trades than are listed at the top of the Profile.
Contact details are listed below the business description, including the Contact Name, Landline, Mobile, Work Order Email, Mobile for SMS and Trading Hours.
In the right column, the After Hours Phone and Email is listed along with the Accounts Email and Phone. Next to the Service Area is a 'View' link which can be clicked to view a Google Map of the Contractor's service area. A Rate (per hour) and Charge for Quotes may also be provided.
Service Area
The Service Area is the geographic area in which a Contractor is willing to conduct their services. Contractors choose a radius from a designated point on a map to indicate their service area.
With the Service Area feature, Organisation Admins can ensure that Jobs are assigned to Service Providers within or near their service area.
Click the 'View' link to view a Contractor's service area on a map.
Recent Works
Recent Work Requests assigned to the Contractor will be listed under the 'Recent Works' tab.
The information included for each Work Request includes the Plan Number, Reference Number, date posted, date updated, Issue, address of the Building, Job ID, name of the Contractor assigned to the request, date that an Inspection or work was scheduled, Job status, Time Limit, name of the creator of the request and name of the Strata and Building Manager.
Click the Plan Number to go to the Building Settings page, or click the Issue to go to the Work Summary page.
Reviews
Reviews for the Contractor will be listed under the 'Reviews' tab. This shows more details about performance reviews or ratings of the Contractor by Building Contacts.
Since each review is linked to a Job, certain Job information will be provided like the Reference Number, a brief description of the Issue and the address of the Building.
The names of the Building Contacts that submitted reviews will be given. Building Contacts may provide comments or a rating or both.
Team Members
All Team Members of the Contractor will be listed under the 'Team Members' tab. Contractors can assign any Team Member to a Work or Quote Request.
The name of each Team Member will be provided along with their Role, Contact number, Email address, Level of Access and Status.
Buildings
Buildings, where the Contractor is nominated as a 'preferred Contractor', will be listed under the 'Buildings' tab. This information is set in Strata Master.
Building information provided includes the Plan Number, Address, Strata Manager and Agency (Strata Organisation).
Organisation Admins can also view the list of preferred contractors for a Building from the Building Profile by selecting 'Building Services' and then 'Preferred Contractors'.
Note: Preferred Contactors are added in Strata Master and automatically sync in SMATA.
For more information, please see Functions and Features of the Building Profile.
Organisation Admins should contact us with any further questions regarding this process.
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