Best practices for using ServiceM8 Network to subcontract jobs

When creating Network Requests:

• Use detailed Job Requirements and specify all required photos, Forms, and tasks so that the subcontractor knows exactly what is needed, right from the start.
• If the default Job Description carried over from the original job card does not reflect the scope of the Network Request, adjust it. (It will often be too broad, especially if you're only subcontracting a portion of the work.)
• If there are deadlines or timelines that must be met, include them in the Job Description and/or Job Requirements so that the subcontractor can make an informed decision about capacity when accepting the job.
• If you've never sent a work request to a specific subcontractor before, let them know you'll be using ServiceM8 Network to manage the process. 

Especially with new subcontractors, you need to be clear about your expectations:

• Outline any materials, tools, or specific workflows required within the Network Request to avoid assumptions.
• Insist that subcontractors use job Notes to update, ask questions, or report issues, so that all communication is kept in the job's Diary.
• Discuss invoicing arrangements upfront i.e. will the subcontractor be invoicing your business for their work, and you'll invoice your client separately?
• Discuss communication arrangements upfront i.e. will you coordinate all scheduling and communication with the client/job contact, or will you request the subcontractor to contact your client directly?

Monitor the real-time updates on the job checklists to ensure jobs are progressing as expected. (If you typically have multiple Network Requests on the go, get in the habit of checking the Sent Requests on your Jobs List at least once a day.)

Create a network of reliable subcontractors you frequently work with, making job assignments faster and more predictable. When you have your network built, you can just select them from the dropdown list whenever you create a new Network Request - their email address populates automatically.

It is good idea to reach out to let subcontractors you plan to add them to your ServiceM8 Network list, so they won't be caught off guard by a Network Request notification. At the same time, encourage them to use the ServiceM8 iOS or Android app to help minimize errors, reduce manual entries, and view job history, notes, and photos all in one place.

If you find yourself creating the same Job Requirements over and over again, create a Network Request Template instead and save yourself some time. These templates are similar to Job Templates - they let you quickly specify a standard set of details so you don't need to manually input them every time.

Some businesses set up contractors as Staff within their own ServiceM8 account and use security roles to restrict their access. ServiceM8 Network allows you to take a different approach: instead of having your contractors log into your own ServiceM8 account, you can have them set up their own ServiceM8 accounts and send jobs to them using ServiceM8 Network.

Using ServiceM8 Network, you can maintain more separation between your business and your contractors' businesses. Because they'll have a separate ServiceM8 account, there's no risk that a misconfigured security role could give them more access to your data than you intended. Further, if your contractors receive work from multiple different businesses which use ServiceM8, it's awkward for them to log in and out of different ServiceM8 accounts; using ServiceM8 Network removes this problem and makes it much easier for your contractors to manage their work.

There are two main limitations of using ServiceM8 Network compared to setting up your contractors as staff in your own account: 

1. You can't set up scheduled bookings for Network Requests -- you send a Network Request to your contractor and they convert it to a job, but it's up to the contractor to create the scheduled booking for that job. 

2. The Client for the job created in your contractor's account will be your business, i.e. the contractor bills you, not your client. If your contractors deal directly with your client for invoicing and payment, then you should set up your contractors as staff in your own ServiceM8 account.

So, when you are working with a new subcontractor, you need to decide if they should be set up as a staff member within your own ServiceM8 account, or you should request work from them via ServiceM8 Network:

Set up your subcontractors as ServiceM8 Network contacts if:

• Your contractor does work for multiple businesses or individuals.
• Your contractor shouldn't see any billing or pricing information.
• You don't need tight control over scheduling jobs for a specific date and/or time.
• You want your contractor to send you an invoice for the work they do, and you bill the client separately.

Set up your contractors as Staff if:

• Your contractor does most of their work solely for your business.
• You need to control the time and date at which appointments are scheduled (and be able to reschedule them at short notice).
• You want the contractor to identify and portray themselves as being a staff member of your business.
• You want the contractor to invoice the client on site, on behalf of your business.