How to Set up a Subcontractor

Adding a subcontractor

From the RealStaff main menu, click on
Emp/Hrs/PR >> Employee Maintenance

Select the Employee from the Employee window, then click on the Change button.

On the Employee Maintenance window, from the General tab click on the Invoicing Options tab. Then click on the Subcontractors for invoicing button.

On the Subcontractors window, click on the Insert button.

On the Adding Subcontractors window, enter the Subcontractors name and any notes if applicable. Click on the Ok button to save.

From the Subcontractors window, you have the option to set up the Job or the Web Login information. Or you can follow the instructions below.

Assigning a subcontractor to a job

From the RealStaff main menu, click on
Jobs >> Customer Jobs

On the Job list window, select the customer and then click the Change button.

On the Job window, click on the Assigned Employees tab. Then click the Insert or Change button.

On the Assign an Employee to a Job window:

• Click on the to choose the Employee Id.
• Click on the to choose the Subcontractor Id.
• Change the dates or rates if needed.
• Click on the Ok button.

Setting up a subcontractor for web login

From the RealStaff main menu, click on
Maintenance >> Employee >> Web Portal Management >> Manage Subcontractor Logins

On the Subcontractor web logins window, select the subcontractor and click the Set Login Info button.

On the Set Subcontractor Login Info window:

• Enter the Login name.
• Enter an email address.
• Click the Ok button.

The login information/password will automatically be emailed to the subcontractor’s email address.

Setting up a subcontractor for the time sheet

1. Setup Customer for the Time Sheet

From the RealStaff main menu, click on
Customers >> Customer Maintenance

Double click on a Customer.

On the Change a Customer window:

• Click on the Time Sheet tab
• Click on the Enable Timesheet checkbox.
• Select the Clock Type by clicking on the and selecting Time sheet.
• Time Sheet Rules - Contact the IT Department to input specific rules you would like to assign.
• Click Ok.

2. Setup the Contractor for the Time Sheet System

From the RealStaff main menu, click on
Maintenance >> Employee >> Web Portal Maintenance >> Manage Employee Logins

Select the Contractor/Employee and then the Edit/Set Login Info button.

On the Adding Employee Web Login window, check the Use Time Sheet checkbox and then the OK button to save.

Setting up a Supervisor for a Subcontractor

From the RealStaff main menu, click
Maintenance >> Employee >> Web Portal Maintenance >> Manage Supervisors for Jobs

On the Master Supervisor List, select a supervisor or click Insert to add a new one.

On the Changing Supervisor window:

• Enter Supervisor Name
• Enter Email Address
• Enter a Login Name for the supervisor
• Click Generate Password (if needed)
• Click on the Allow Supervisor to enter time on behalf and Allowed to modify time entries checkboxes.
• Click Ok.

Assign a customer to this supervisor, by clicking on the Assign button. Select the customer or job and click the Select button and then the Ok button.

Note: Can choose a customer or drill down to just a Job order.

Entering Hours for a Subcontractor

There are two ways to get hours into RealStaff

1. Import through the time clock system. Done as normal with no additional steps.
2. Manually enter the hours:

From the RealStaff main menu, click
Jobs >> Hours Entry

The subcontractors should be listed along with the contractors in the window. You won’t really know the difference.

On the Jobs Hours Entry window, select the contractor/employee and click the Insert button or double click on the contractor’s name.

On the Adding Employee Hours window, enter the necessary information in order to pay the contractor for the subcontractor.

Click OK to save the hours.

Complete.