Keep Subs in the Loop Without the Chaos
Share job details with subcontractors via magic links. They see their scope, update task status, and communicate with you — without needing to create a BuildFolio account or download an app.
Quick Answer
The Subcontractor Portal lets you share job details with subs via magic links. Subcontractors see their assigned scope, update task status, upload photos, and communicate with you — all without creating an account or downloading an app. You control exactly what they can see and do.
The subcontractor communication problem
General contractors juggle multiple subs on every job. Electricians, plumbers, HVAC techs, painters — each needs to know when to show up, what to do, and when they’re done. The traditional approach? Endless phone calls, texts, and emails that get lost in the shuffle.
The result is chaos: subs show up on wrong days, work gets done out of sequence, and you spend hours coordinating instead of managing the actual project.
Common coordination problems
- Schedule confusion: “I thought we were supposed to be there Tuesday”
- Scope unclear: “Nobody told me about the extra bathroom”
- Status unknown: “Did the electrician finish or not?”
- Documentation missing: “Do you have photos of the rough-in?”
- Communication scattered: Critical info buried in text threads
Subs won’t download another app
You’ve tried project management apps. Your subs didn’t use them. They don’t want another login, another password, another app on their phone. Magic links solve this — no account required, just click and view.
How magic links work
Magic links are unique URLs that give subcontractors access to their job information. You generate a link, send it via text or email, and they’re in. No signup, no login, no friction.
Assign
Add sub to job and assign their tasks
Generate
Create magic link for their access
Send
Text or email the link to your sub
Work
Sub views scope and updates status
Link security
- Unique per sub: Each subcontractor gets their own link
- Revocable: You can disable a link instantly if needed
- Time-limited: Optionally set links to expire after the job
- Scoped access: Subs only see what you’ve assigned to them
What subcontractors can see and do
When a subcontractor opens their magic link, they see a clean, mobile-friendly view of their assigned work. Nothing more, nothing less.
Job Schedule
When they’re expected on-site, how long the job should take, and any dependencies with other trades.
Task List
Specific tasks assigned to them with descriptions. They can mark tasks as complete when done.
Job Location
Address with map link for navigation. Gate codes or access instructions if you’ve added them.
Photo Upload
Take and upload photos directly from their phone. Document progress and completed work.
What subs cannot see
- Customer pricing or contract details
- Your profit margins or markups
- Other subcontractors’ assignments or rates
- Full job financials or customer contact info
Subs actually use it
Because there’s no account to create, subs actually open the link and use the system. Contractors report 85% adoption rates with magic links compared to 15% with apps requiring signup.
Controlling access and permissions
You control exactly what each subcontractor can see and do. Permissions are set per sub and can be adjusted anytime.
Permission levels
- View only: Sub can see their tasks but not update status
- Update tasks: Sub can mark tasks as in-progress or complete
- Upload photos: Sub can add photos to the job
- Add notes: Sub can leave comments on their tasks
- View full schedule: Sub can see the whole project timeline (not just their part)
Revoking access
If a sub is removed from a job or you need to cut off access, one click disables their magic link. They’ll see a “link expired” message if they try to access it again.
Typical subcontractor workflow
Here’s how subcontractor coordination works in practice with BuildFolio’s portal:
Day before the job
- You assign plumber to the job with specific tasks
- BuildFolio generates magic link for plumber’s access
- You text the link: “Here’s the job details for tomorrow’s install”
- Plumber opens link, sees address, tasks, and any notes
Day of the job
- Plumber arrives and starts work
- Marks first task “in progress” on their phone
- Takes photos of rough-in before closing wall
- Marks tasks complete as they finish
- You see real-time status without calling
After the job
- All photos and status updates saved to job record
- You can review work before final inspection
- Documentation ready if questions arise later
- Link can be disabled or kept active for warranty calls
Frequently asked questions
Do subcontractors need a BuildFolio account?
No. That’s the whole point of magic links. Subs click the link and see their job info immediately. No signup, no login, no app download required.
Can subs see what I’m charging the customer?
No. Subcontractors only see their assigned tasks and schedule. They cannot see customer pricing, your margins, or any financial information about the job.
Can subs see other subcontractors on the job?
By default, no. You can optionally enable “view full schedule” if you want subs to see the overall project timeline and coordinate with each other.
What if a sub shares their link with someone else?
Each link only shows that sub’s assigned tasks. If shared, the other person would see the same limited view. You can also regenerate links at any time to invalidate old ones.
Can I send the same sub links for multiple jobs?
Yes. Each job gets its own magic link for that sub. They can bookmark links or you can send them a dashboard link that shows all their active jobs.
Does this work on any phone?
Yes. Magic links open in any web browser on any device — iPhone, Android, tablet, or computer. No app installation required.
Related resources
Ready to streamline sub coordination?
Magic links give your subs what they need without the endless phone calls. Reduce coordination time by 60% and keep every job on track.
Get BuildFolio ProAre you a homeowner? Try our free tools: