---
title: How to set up Pre-Qualifications for your Contractors
description: Here you will learn how to set up Pre-Qualification requirements for your Contractors
---

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1. [SiteConnect User Guide](https://docs.sitesoft.com/?hsLang=en)
2. [My Pre-Qualifications](https://docs.sitesoft.com/my-pre-qualifications?hsLang=en)

# How to set up Pre-Qualifications for your Contractors

## Here you will learn how to set up Pre-Qualification requirements for your Contractors

### Index:

- [Creating an individual Pre-Qual by Contractor](https://docs.sitesoft.com/how-to-set-up-pre-qualifications-for-your-contractors#Creatinganindividualprequalbycontractor)
- [Creating a Pre-Qual template](https://docs.sitesoft.com/how-to-set-up-pre-qualifications-for-your-contractors#template)
- [Assigning a Pre-Qual template to a Contractor](https://docs.sitesoft.com/how-to-set-up-pre-qualifications-for-your-contractors#assigningaprequaltemplatetoacontractor)
- [Reviewing and assessing a Pre-Qual request](https://docs.sitesoft.com/how-to-set-up-pre-qualifications-for-your-contractors#reviewingandassessingaprequalrequest)
- [How to delete a Pre-Qual request](https://docs.sitesoft.com/how-to-set-up-pre-qualifications-for-your-contractors#howtodeleteaprequalrequest)

 

### Please watch the following three videos on how to create and assign Pre Qualifications in the SiteConnect Web portal:

 

#### Creating Pre Qualification Templates (4:20)

#### Creating an Individual Pre Qualification for a Contractor (2:25)

#### Assigning pre made Pre Qualification Templates (2:19)

Pre-qualifications can be set up either individually by Contractor or by creating Pre-qualification templates

#### If you still require further assistance then please read on...

### Creating an individual Pre-Qual by Contractor

 

To create an individual Pre-Qual by contractor go to the **Contractors Tab** on the Main Menu

 

![Contractors side menu-1 (1)](https://docs.sitesoft.com/hs-fs/hubfs/Contractors%20side%20menu-1%20(1).webp?width=216&height=298&name=Contractors%20side%20menu-1%20(1).webp)

 

Then click **Edit** on the Contractor that you want to apply this to.

 

![Edit contractor-1 (1)](https://docs.sitesoft.com/hs-fs/hubfs/Edit%20contractor-1%20(1).webp?width=670&height=64&name=Edit%20contractor-1%20(1).webp)

 

Click on the **Pre-Qualifications** tab on the right hand side.

 

![Pre quals editing contractor](https://docs.sitesoft.com/hs-fs/hubfs/Pre%20quals%20editing%20contractor.webp?width=688&height=249&name=Pre%20quals%20editing%20contractor.webp)

 

This will bring up the list of Pre-Qualification items that you can manually select from.  Click in the box next to each item you want to select.

 

![Pre Qual Selection](https://docs.sitesoft.com/hs-fs/hubfs/Pre%20Qual%20Selection.webp?width=688&height=461&name=Pre%20Qual%20Selection.webp)

 

You can select as many items as you want.  If you can't find an item then please contact our support team on[siteconnectsupport@sitesoft.com](mailto:siteconnectsupport@sitesoft.com) and we can add it to the list for you.

 

Once you have selected the items you want then **Name the Pre-Qualification** and give it a **description**.

 

![Pre qual name and description](https://docs.sitesoft.com/hs-fs/hubfs/Pre%20qual%20name%20and%20description.webp?width=330&height=340&name=Pre%20qual%20name%20and%20description.webp)

 

You can also set a **Pre-Qualification Expiry Date.  **By setting a date here you will be notified 28 & 7 days out of that Pre-Qualification expiring (the Contractor is **NOT** notified).  This gives you the ability to do an overall review of the contractors pre-qualification to ensure everything is order. 

 

![Pre qual expiry date](https://docs.sitesoft.com/hs-fs/hubfs/Pre%20qual%20expiry%20date.webp?width=321&height=331&name=Pre%20qual%20expiry%20date.webp)

 

Set the Pre-Qualification Expiry Date in line with the Contractor's insurance documents expiring so you can review your contractors' Pre-Quals at differing times throughout the year instead of being hit with them all at once.

 

You can also choose to **Enable Pre Qualification notifications** by toggling this option to **on**, which will notify the Contractors when the Pre-Qual has been assigned to them with a link to complete the Pre-Qual.  If you leave this toggled **off** then the contractor will **not** receive a notification and it is deemed that you will upload the documents for them.

 

![Enable pre qual notification](https://docs.sitesoft.com/hs-fs/hubfs/Enable%20pre%20qual%20notification.webp?width=318&height=328&name=Enable%20pre%20qual%20notification.webp)

 

Once all the information has been entered click on **Save**.

 

![Save pre qual tempalte](https://docs.sitesoft.com/hs-fs/hubfs/Save%20pre%20qual%20tempalte.webp?width=222&height=62&name=Save%20pre%20qual%20tempalte.webp)

[Click here for instructions on how to Review and Assess a Pre-Qual Request](https://docs.sitesoft.com/how-to-set-up-pre-qualifications-for-your-contractors#reviewingandassessingaprequalrequest)

 

### Creating a Pre-Qual template

 

Click the **Templates** drop down in the Main Menu on the left hand side, then scroll down and click on **Contractor Pre Qualifications.**

 

![Contractor pre qual templates side menu](https://docs.sitesoft.com/hs-fs/hubfs/Contractor%20pre%20qual%20templates%20side%20menu.webp?width=188&height=290&name=Contractor%20pre%20qual%20templates%20side%20menu.webp)

 

From here, you can create your **Pre-Qualification templates** that can then be assigned to your contractors.  To create a template click on **Add Template.**

 

![Add template pre quals](https://docs.sitesoft.com/hs-fs/hubfs/Add%20template%20pre%20quals.webp?width=688&height=90&name=Add%20template%20pre%20quals.webp)

 

The below **Pre-Qualifications Details** dialog box will appear.  Enter the **Name of the Pre -Qualification**, i.e. your company name, provide a brief description which will be visible to the Contractors (optional)and select the appropriate Pre-Qualification items.

 

You can create different levels of Pre-Quals for lower and higher risk contractors, i.e. Low Risk Pre-Qual you might selected 5 items and for a High Risk Pre-Qual you might select 10 items.  You can then assign the applicable Pre-Qual to the relevant contractors.

 

![Forllifts R Us](https://docs.sitesoft.com/hs-fs/hubfs/Forllifts%20R%20Us.webp?width=688&height=485&name=Forllifts%20R%20Us.webp)

 

You can also choose to **Enable Pre Qualification notifications** by toggling this option to **on**, which will notify the Contractors when the Pre-Qual has been assigned to them with a link to complete the Pre-Qual.  If you leave this toggled **off** then the contractor will **not** receive a notification and is deemed that you will upload the documents for them.

 

![Enable Pre Qual notification 2](https://docs.sitesoft.com/hs-fs/hubfs/Enable%20Pre%20Qual%20notification%202.webp?width=318&height=112&name=Enable%20Pre%20Qual%20notification%202.webp)

 

By toggling **Enable Pre-Qualification notifications** on this will also enable the system to send email notifications to the contractor advising them when documents are expiring.  They will receive notifications 28 & 7 days out of the document expiring, on the day of expiry and 7 & 28 days after expiry if the document hasn't been renewed and the expiry date reset.

 

Once you are have selected all the relevant items, scroll down and click on **Save.**

 

![Save Pre Qual template](https://docs.sitesoft.com/hs-fs/hubfs/Save%20Pre%20Qual%20template.webp?width=688&height=141&name=Save%20Pre%20Qual%20template.webp)

 

This **Pre-Qual template** will then appear in the **Pre-Qualifications Template list** ready to be used and assigned to your contractors.

 

![Template on list](https://docs.sitesoft.com/hs-fs/hubfs/Template%20on%20list.webp?width=688&height=54&name=Template%20on%20list.webp)

 

You can also enable the **Default** and **Send Initial Notifications** features from this page

 

![Default and intial notifications](https://docs.sitesoft.com/hs-fs/hubfs/Default%20and%20intial%20notifications.png?width=304&name=Default%20and%20intial%20notifications.png)

 

**Default-** This becomes the Default Pre Qualification criteria for all of your future Contractors.  This will automatically allocate the Pre-Qual to any new Contractors that you load into the system.

**Send Initial Notifications-**  If you also have  **Send Initial Notifications** turned on then they will receive an email notifying them of the Pre-Qual request and a link to complete the Pre-Qual.

### Assigning a Pre Qual template to a Contractor

 

To assign a Pre Qual template to a contractor you need to go to the **Contractors Tab** in the Main Menu on the left hand side of the web portal.

 

![Contractors side menu-1 (2)](https://docs.sitesoft.com/hs-fs/hubfs/Contractors%20side%20menu-1%20(2).webp?width=216&height=298&name=Contractors%20side%20menu-1%20(2).webp)

 

Then click **Edit** on the Contractor that you want to apply this to.

 

![Edit contractor-1 (2)](https://docs.sitesoft.com/hs-fs/hubfs/Edit%20contractor-1%20(2).webp?width=688&height=66&name=Edit%20contractor-1%20(2).webp)

 

Click on the **Pre-Qualifications** tab on the right hand side.

 

![Pre quals editing contractor (1)](https://docs.sitesoft.com/hs-fs/hubfs/Pre%20quals%20editing%20contractor%20(1).webp?width=688&height=249&name=Pre%20quals%20editing%20contractor%20(1).webp)

 

This will bring up the list of Pre-Qualification items that you can manually select from.

 

![Pre Qual Selection](https://docs.sitesoft.com/hs-fs/hubfs/Pre%20Qual%20Selection.png?width=688&name=Pre%20Qual%20Selection.png)

 

You can either tick items from the list or select the templates that you have created.

 

To select a template click on **Copy From Template.**

 

**![Copy from template pre qual](https://docs.sitesoft.com/hs-fs/hubfs/Copy%20from%20template%20pre%20qual.webp?width=414&height=421&name=Copy%20from%20template%20pre%20qual.webp)**

 

This will bring up a list of your existing templates. Click on the one that you want to apply.

 

![Copy listy](https://docs.sitesoft.com/hs-fs/hubfs/Copy%20listy.png?width=255&name=Copy%20listy.png)

 

The selected items that you chose when creating the template will be ticked. Click on **Save** in order to apply this template to the selected Contractor.

 

![Save pre qual template selected](https://docs.sitesoft.com/hs-fs/hubfs/Save%20pre%20qual%20template%20selected.webp?width=688&height=411&name=Save%20pre%20qual%20template%20selected.webp)

 

If you have already selected **Enable Pre-Qualification notifications** when creating the template then this will automatically be toggled on.  If not and you want to send notifications to the Contractor then you will need to toggle this on.

 

You can also set a **Pre-Qualification Expiry Date.  **By setting a date here you will be notified 28 & 7 days out of that Pre-Qualification expiring (the Contractor is **NOT** notified).  This gives you the ability to do an overall review of the contractors pre-qualification to ensure everything is order. 

 

![Pre qual expiry date (1)](https://docs.sitesoft.com/hs-fs/hubfs/Pre%20qual%20expiry%20date%20(1).webp?width=321&height=331&name=Pre%20qual%20expiry%20date%20(1).webp)

 

Set the Pre-Qualification Expiry Date in line with the Contractor's insurance documents expiring so you can review your contractors' Pre-Quals at differing times throughout the year instead of being hit with them all at once.

 

### Reviewing and Assessing a Pre-Qual Request

 

Once you click on **Save** the format of the Pre-Qual will change as pre the below screen shot.  You will be able to view their H&S score, which is based on the number of stars allocated to each item.  You will also be able to **View, Edit, Approve and Reject** each pre-qual item.

 

![Pre Qual awaiting approval](https://docs.sitesoft.com/hs-fs/hubfs/Pre%20Qual%20awaiting%20approval.png?width=688&name=Pre%20Qual%20awaiting%20approval.png)

 

All items will initially be marked as **Required**.  Once your contractors start responding to the Pre-Qual request the status will change to **Pending.  **You can then go and review these items and either **Approve** or **Reject** them.

 

If you **Approve** an item it will change to an **Approved** Status.

 

If you **Reject** an item it will change back to a **Required** Status.  The contractor will **NOT** be advised that you have rejected this item so you will need to make contact with the Contractor by other means to advise them of the rejection and what you require from them.

 

You can also click on **View** on any Pre-Qual item to view any documents that have been submitted or any notes made by the contractor. 

 

![Pro Indemnity](https://docs.sitesoft.com/hs-fs/hubfs/Pro%20Indemnity.png?width=688&name=Pro%20Indemnity.png)

Once you click on **Edit** for any Pre-Qual Item you will be able to view any information supplied by the Contractor and make changes yourself.

 

For each item the Contractor can:

- Respond with **Yes, No or Not Applicable.  **You can change these if you don't feel the answer chosen is correct.  If **Not Applicable** is chosen then the 5 star rating will not apply to that item and will not be calculated in the final H & S Score.
- **Notes** - the Contractor and you can make notes in relation to the Pre-Qual item which you can both view.
- **Rating** - you can rate the document from 1 Star (poor) to 5 Stars (excellent) for each item.  The H & S score will be calculated based on the number of Stars given.
- **Expiry Date** - the expiry date can be set by the contractor or yourself.  When an expiry date is selected and if notifications are turned on then both you and the contractor will receive email reminders that the document is expiring 28 & 7 days out, on the day of expiry and 7 & 28 days after the expiry date if the document has not been renewed and the expiry date updated.
- **Add File** - the Contractor and you can upload files that are viewable to you both by clicking on the **Add File** button, selecting the document(s) and then clicking on **Save**.  You can also delete a file by clicking on the Rubbish bin icon.

![Pre qual add file](https://docs.sitesoft.com/hs-fs/hubfs/Pre%20qual%20add%20file.webp?width=434&height=130&name=Pre%20qual%20add%20file.webp)

 

Don't forget to click on **Save** when any changes are made

 

![yes no applicable add file](https://docs.sitesoft.com/hs-fs/hubfs/yes%20no%20applicable%20add%20file.webp?width=583&height=617&name=yes%20no%20applicable%20add%20file.webp)

 

Once you have reviewed an item you can then either **Approve** or **Reject** it.

 

![Approve or reject](https://docs.sitesoft.com/hs-fs/hubfs/Approve%20or%20reject.webp?width=688&height=45&name=Approve%20or%20reject.webp)

 

 

If you Reject a Pre-Qual item from a contractor, this will revert back to **Required** status.  This **WILL NOT** notify the contractor so you will need to contact them directly. 

 

You can also edit the Pre-Qual if you want to change the criteria for this company or add any more requirements for this Pre-Qual by clicking **Edit at the top of the screen.**

 

**![Edit pre qual criteria-1](https://docs.sitesoft.com/hs-fs/hubfs/Edit%20pre%20qual%20criteria-1.webp?width=329&height=104&name=Edit%20pre%20qual%20criteria-1.webp)**

 

### How to Delete a Pre-Qual Request

 

You can also **Delete** the Pre Qual entirely and start from scratch.

 

**![Delete pre qual criteria](https://docs.sitesoft.com/hs-fs/hubfs/Delete%20pre%20qual%20criteria.webp?width=329&height=104&name=Delete%20pre%20qual%20criteria.webp)**

 

 

**If you need any further help or have any questions please contact the support team by email at siteconnectsupport@sitesoft.com or Ph: [0800 748763](tel:64800848763)**

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