Working with Contractors and Agents in Applications
Use the Contractor page to view or update license information for contractors who are performing work for a permit or planning application. This page also lets you indicate whether the applicant is an authorized agent for a contractor and whether this relationship is verified. If the intake form for the application collects contractor or authorized agent information, the Contractor page initially displays the data provided during the intake process.
Agency staff and contractors or contacts with permit or planning application access working on their own applications can make updates until the transaction is closed or canceled. They can designate a contact person for a contractor license and give the contact access to the permit or planning application. They can indicate whether a contractor is currently performing work and also refresh contractor data from the agency's contractor records or integration with an external source. Other contractor information is read-only except for system administrators.
Adding Contractors to a Transaction
The fields on the Add Contractor page for a license associated with a transaction correspond to the same-named fields on the main contractor pages. For descriptions of these fields, see Working with Contractor Licenses.
To add contractors and their license information to a transaction:
Access the detail page for the permit or planning application you are working with.
Click the Contractor link in the left panel to view the Contractor page.
Click Edit.
Click Add Contractor.
On the Add Contractor search page, enter values for a contractor. You can search by Business Name, Owner Name, or License Number.
When you want to retrieve the contractor information by the exact license number, enter the number and select I know the exact license number. This option is only available when your agency integrates with a licensing body. The search looks for matches in the agency-maintained contractor list then in the licensing body's database.
Click Find Contractors.
On the Add Contractor results page, click Select to add a contractor. Only contractors with an Active status appear in the results.
You'll receive an error message when you make a selection if a Hold or Lock condition has been applied. You can click the View More Details button for the condition to open the Condition Details page. Click Cancel on the Add Contractor page to exit if you want to find a different contractor.
Review the contractor details, such as business information, classifications, bonds, insurance, and so on. You can make these changes:
Indicate whether the selected contractor is performing work by selecting the In Use check box. Contacts for contractors that are in use appear on the Contacts page in the application details.
Add or change the contact person for the contractor. When multiple contacts exist, you must select one. The available contacts are people associated with the contractor license on the Associations page in the contractor record details. The contact will have permit or planning application access depending on the Contact Type that you select.
On the Contractor page in the license grid, you’ll see the information for the license you just added, including the contractor’s or authorized agent’s business name and contact information, and the dates when the license is valid. Look in the column Authorized Agent to see if the agency’s contractor records or licensing body indicate whether this person is an authorized agent for the license.
Updating Contractor Information for a Transaction
Access the detail page for the transaction you are working with.
Click the Contractor link in the left panel to view the Contractor page.
Click Edit.
If you're agency staff, turn the switch on for yes or off for no to answer Is the applicant either a contractor or a contractor’s authorized agent?. Public users, who are usually homeowners, are not contractors or authorized agents.
Click Refresh in the Actions menu to retrieve any updated contact information from the agency's contractor records,
Select the row for the contractor’s license that you want to edit.
On the contractor information page, you can make these changes:
Indicate whether the selected contractor is currently performing work by selecting the In Use check box. Contacts for contractors that are in use appear on the Contacts page in the application details.
Add or change the contact person for the contractor. When multiple contacts exist, you select one. The available contacts are people associated with the contractor license on the Associations page in the contractor record details. The contact will have permit or planning application access depending on the Contact Type that you select.
Click Done.
Removing Contractors from a Transaction
Only system administrators and agency management with appropriate permissions can delete contractors after application submission.
Access the detail page for the transaction you are working with.
Click the Contractor link in the left panel to view the Contractor page.
Click the Actions icon and select Delete.
Updating the Applicant’s Status as an Authorized Agent
Access the detail page for the transaction you are working with.
Click the Contractor link in the left panel to view the Contractor page.
Click Edit.
Make any necessary updates to the Authorized Agent section of the page:
Use the Is the applicant an authorized agent? switch to indicate whether the applicant is acting on behalf of the contractor.
If the application doesn’t include contractor information, leave this switch turned off. You can still save if you turn it on, but it is meaningless without information regarding who the applicant represents.
Set the Verification Status.
The default value is Pending Verification. After manually verifying the applicant’s authorized agent information, set the status to Verified or Verification Failed.
Click Save.
If you identified a contractor and marked the applicant as an authorized agent, saving adds the authorized agent information to the contractor record.