Contractor Collaboration

Working effectively with contractors is one of the most important factors in a successful renovation project. This guide helps you:

• Establish clear communication channels
• Set expectations for collaboration
• Track progress and manage changes
• Resolve issues that arise during your project
• Create a foundation for successful partnerships

The right collaborative approach can reduce stress, save money, and help ensure your renovation meets your vision.

Start your project relationship the right way:

Inviting Contractors to Your Project

1. From your project dashboard, click "Team" then "Add Team Member"
2. Select "Contractor" as the role type
3. Enter their email address and customize the invitation message
4. Set appropriate permissions (see "Setting Permissions" below)
5. Click "Send Invitation"

Setting Permissions

Carefully consider what access your contractor needs:

• Full Editor: Can edit all project details and add content
• Limited Editor: Can update specific sections only (recommended)
• Viewer: Can only view content but not edit
• Financial Access: Can view budgets and expenses (optional)

Initial Project Walkthrough

Schedule a virtual or in-person walkthrough to:

• Review project plans and specifications together
• Explain your priorities and non-negotiables
• Show them how to use the collaboration features
• Set expectations for regular updates and communication

Effective communication prevents misunderstandings and keeps your project on track.

Setting Communication Guidelines

• Agree on primary communication channels (app messaging, email, phone)
• Establish response time expectations for different types of questions
• Schedule regular check-ins (daily, weekly, or as needed)
• Define emergency procedures for urgent issues

Using In-App Communication

Our app provides several ways to communicate with your contractor:

• Task Comments: Discuss specific tasks or work items
• Project Feed: Share updates visible to all team members
• Direct Messages: Private conversations with individual team members
• Document Annotations: Add comments directly to plans or documents

Documentation Habits

Always document important discussions and decisions:

• Summarize in-person or phone conversations in the app
• Confirm changes in writing, even if discussed verbally
• Take photos of work in progress and share them in the project feed
• Use the decision log feature to track important project decisions

Clear task management helps everyone understand what needs to be done and when.

Creating Tasks for Contractors

1. Navigate to your project's "Tasks" section
2. Click "Add New Task" or "Create Task Group" for related items
3. Enter task details including:
   • Clear, specific title
   • Detailed description of requirements
   • Due date and priority level
   • Any dependencies on other tasks
4. Assign the task to your contractor
5. Add relevant documents or photos
6. Set notification preferences

Timeline Coordination

Keep your project schedule on track:

• Use the Gantt chart view to visualize the project timeline
• Regularly review task dependencies with your contractor
• Set up automated reminders for upcoming deadlines
• Adjust timelines collaboratively when changes arise

Tracking Completion

Monitor progress effectively:

• Ask contractors to mark tasks as "In Progress" when started
• Request photo documentation of completed work
• Use the checklist feature for tasks with multiple steps
• Acknowledge completed tasks promptly
• Provide feedback on completed work

Effective document sharing ensures everyone has the information they need.

Organizing Project Documents

• Create a logical folder structure for different document types
• Use clear, consistent naming conventions
• Add version numbers to documents that change over time
• Create a "Contractor Resources" folder for frequently needed files

Essential Documents to Share

• Plans and Drawings: Architectural plans, elevations, and details
• Specifications: Material specifications and installation requirements
• Contracts: Agreements, change orders, and scope documents
• Permits: Building permits and inspection requirements
• Reference Photos: Inspiration images and style guides
• Schedules: Delivery schedules and timing constraints

Permission Settings

Control access to sensitive documents:

• Set appropriate view/edit permissions for each document
• Use read-only access for final specifications and contracts
• Consider limiting access to budget documents
• Enable download tracking for important files

How you handle changes and problems can make or break your renovation experience.

Change Order Process

1. Document the requested change in the app
2. Discuss implications with your contractor
3. Request detailed pricing and timeline impacts
4. Use the built-in change order form to formalize changes
5. Get written approval from all parties
6. Update project timeline and budget accordingly

Issue Resolution

When problems arise:

1. Document the issue with photos and detailed descriptions
2. Create an "Issue" ticket in the app
3. Assign responsibility for resolution
4. Set a deadline for addressing the problem
5. Track progress toward resolution
6. Document the final solution

Preventing Common Conflicts

• Address concerns early before they become major problems
• Maintain a collaborative rather than adversarial approach
• Be clear about priorities and where flexibility exists
• Set realistic expectations about budget and timeline
• Recognize that some adjustments will always be necessary

Properly closing out your project ensures all details are addressed.

Final Inspection Process

1. Schedule a formal walkthrough with your contractor
2. Use the app's inspection checklist feature
3. Document any outstanding items or deficiencies
4. Set clear timelines for addressing punch list items
5. Conduct follow-up inspections as needed
6. Mark items as complete when satisfied

Project Documentation

Collect essential documentation:

• Warranties for materials and workmanship
• Care and maintenance instructions
• Final permits and inspection approvals
• As-built drawings and specifications
• Contractor and subcontractor contact information
• Final lien waivers and payment documentation

Providing Contractor Feedback

• Complete the contractor evaluation form
• Highlight strengths and areas for improvement
• Be specific and constructive in your feedback
• Acknowledge exceptional work and extra efforts
• Consider writing a testimonial for quality work