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Onboard a Company

This article explains how to onboard, or invite, a subcontractor company from the NextGen UK interface so they can access the subcontractor portal and upload the required documents for a site.

 

What this means 

  • Onboarding a company in NextGen sends an invite (and/or provides a portal link) to the subcontractor so they can complete their required company documents.
  • This is done from the company record in the NextGen interface.

 

When you’ll use this

  • You need to request company documents from a subcontractor before they start work.
  • A subcontractor says they can’t access the portal or needs the invite resent.
  • You want to check when the last onboarding invite was sent.

 

Step-by-step

  1. Open NextGen and select the correct site
    • Use the site selector in NextGen to make sure you’re working in the right site
  2. Go to the site Companies register
    • Open the Companies area (this is the site-level list of subcontractor companies)
  3. Find the company
    • Search for the subcontractor by name and open the company record
  4. Click Onboard or Invite
    • In the company record, select the Onboard/Invite action
  5. Add recipients
    • Enter the subcontractor contact email address (and any additional recipients if your workflow allows)
  6. Review the invite message
    • Confirm the message makes it clear:
      • Which site the onboarding is for
      • What the subcontractor needs to do next (upload required documents)
  7. Send the invite (or copy the link, if shown)
    • Send the onboarding email
    • If the interface provides a portal link, copy it as a backup method to share with the subcontractor
  8. Confirm the invite was sent
    • Check the Last Invite field (or equivalent) to confirm when it was sent and who it went to

 

Common issues

I can’t see the Onboard/Invite button

What to check

  • You’re viewing the company record (not just the list row)
  • You have the required permissions in NextGen

What to do

  • Ask a site admin/company admin to confirm your access or send the invite

The subcontractor didn’t receive the invite

What to check

  • Email address was typed correctly
  • Spam/junk folders

What to do

  • Resend the invite
  • If available, share the portal link from the company record as a fallback

The company is missing from the site Companies list

What to check

  • The company has been added/linked to the site

What to do

  • Add/link the company to the site using your normal site setup process, then send the onboarding invite

 

Why this matters

  • Onboarding companies early improves compliance and reduces delays at the start of shifts.
  • The NextGen interface makes it easier to track invite status and follow up with subcontractors who haven’t completed documents.

 

Need help?

If you can’t onboard a company from the NextGen UK interface or you’re unsure who should receive the invite, contact your site admin to confirm permissions and the correct subcontractor contact details for that site.

If you require any assistance or have a question, please contact our Support Team on +44 7400 977 382 or email us at support@breadcrumb.co, and we'll be happy to help.