Adding and Managing Subcontractors (Available in the Builder Plan)

Need a simple way to keep trades aligned on your project schedule? Subcontractors help managers communicate schedule updates to people outside their TeamGantt account by email or SMS, without requiring subcontractors to log in.

What is a Subcontractor?

A Subcontractor is a TeamGantt resource type designed for construction teams that need to coordinate with external trades, vendors, or partners who help complete project work but do not need full access to the company TeamGantt account.

Subcontractors can be assigned to tasks and included in the Schedule Confirmation feature. When schedule dates are assigned or change, managers can send subcontractors a quick confirmation request by SMS, email, or both.

Note: Subcontractors cannot log into your company TeamGantt account; they access project information only through direct links sent to them.

When should I use Subcontractors?

Use Subcontractors when you need to keep external project contributors informed, but they do not need to actively manage work inside TeamGantt.

Builders coordinating with trades such as HVAC, insulation, drywall, electrical, plumbing, or framing
Project managers who need schedule confirmations from outside contributors
Teams that want fewer scattered texts, emails, and calls when schedules shift
Companies that need a simple way to see who has confirmed schedule changes and who still needs follow-up

What can Subcontractors do?

Be added to a project and assigned to tasks
Receive schedule confirmation requests by SMS, email, or both
Review schedule changes from a direct link without logging in
Confirm or decline schedule changes so managers can track responses in TeamGantt

Subcontractors cannot log into the company TeamGantt account, create or edit projects, manage project settings, invite people, or receive standard account access like managers or collaborators.

How do I add a Subcontractor to a project?

Managers can add subcontractors from the same places they add other people to a project.

Open the project you want to add a subcontractor to.
Go to the People tab, or open Menu > Manage People and Labels.
Click Add subcontractors.
Choose from the list of available subcontractors in your account or select Create new subcontractor.
Enter the subcontractor's name and select their trade.
Optionally, enter a phone number (opt-in required) and/or email address, depending on how you prefer to notify them.
Select the notification preference: Email only, SMS only, Email & SMS, or None.
Click Add Subcontractor to save the subcontractor and add them to the project.

Important:

A subcontractor's permission type in your company cannot be changed later. Existing users cannot be changed to subcontractors, and subcontractors cannot be upgraded to regular users. If someone needs a different level of access, create a new person with the correct permission.
Subcontractors must opt in to receive SMS updates.

How do I opt Subcontractors into receiving updates by SMS?

By law, SMS updates can only sent to phone numbers that have opted into receiving updates.

Once a subcontractor has been added to your account, you'll be able to view their opt-in status from the People page in any project that they've been invited to.

To get subs opted in:

Copy the SMS opt-in link for the subcontractor you wish to opt in.
Send them the opt-in link manually.
Upon opening the link, they will have to check a box and click "Enable SMS Notifications"

That's it! Once they're opted in, you'll a green "Verified" checkmark next to their phone number on the People page.

How do I manage Subcontractors on my account?

If you have account admin permission, you can manage all subcontractors from Account Settings > Manage Subcontractors

You can update a subcontractor's name, trade, phone number, email address, or notification preferences by clicking on their name.
You can delete subcontractor by clicking on the 3-dot icon > Delete subcontractor.

How do I assign a Subcontractor to tasks?

Once a subcontractor has been added to your project, you can assign them to tasks like you would assign any other person or resource.

Click the person icon next to a taskbar, then choose the subcontractor from the assignment list.
Or, use the Assigned column to select the subcontractor for a task.
To assign several tasks at once, select the tasks first, then use the person icon that appears for your selection.

After a subcontractor is assigned to tasks, they can be included in Schedule Confirmation requests for those tasks.

How do I request schedule confirmation from Subcontractors?

Subcontractors who are assigned to tasks are included in the Schedule Confirmation flow. This makes it easy to confirm schedule changes with external trades and see who still needs to respond.

After tasks are assigned or assigned schedule dates change, click Confirm schedule at the top of the Gantt chart.
Review the people who need to confirm the schedule. Subcontractors assigned to affected tasks will appear in the confirmation list.
Select the people you want to notify.
Click Request Confirmation.
Subcontractors will receive the request by their selected notification method: SMS, email, or both.

Important:

You can monitor each person's response from the Confirmation column in Gantt view. Responses may show as confirmed, declined, pending, or not notified.
If someone has not responded yet, click on Confirm schedule > Pending > Resend Confirmation to resend selected requests.

What does a Subcontractor receive?

When you request schedule confirmation, subcontractors receive a message that summarizes the schedule change and links them to a lightweight confirmation page. They do not need a TeamGantt login to review and respond.

Subcontractors can choose to either confirm or decline the dates. Upon decline, they can optionally leave a message, which is emailed directly to the requester.

FAQs

Do Subcontractors need a TeamGantt login?

No. Subcontractors access schedule confirmation through a direct link sent by SMS or email. They cannot log in to your company TeamGantt account.

Is an email address required?

No. An email address is optional for subcontractors. It's only required if you have selected to notify them via email.

Can Subcontractors receive both email and SMS notifications?

Yes. If both a phone number and email address are added, you can choose Email, SMS, or Both as the notification preference.

Can I change a regular user into a Subcontractor?

No. Existing users cannot be changed into subcontractors, and subcontractors cannot be upgraded into regular users. Create a new person with the correct permission type instead.

Can I add Subcontractors to Teams?

No. Not at this time.

Can Subcontractors be assigned to tasks?

Yes. Managers can assign subcontractors to tasks and include them in Schedule Confirmation requests.

Which plans include Subcontractors?

Subcontractors are available on Builder plans.