Seamless Defect List Collaboration with Subcontractors

The Email Tennis Problem

A typical defect resolution cycle looks like this: builder emails spreadsheet to subcontractor, subcontractor disputes three items, builder resends with clarifications, subcontractor fixes some items and emails back, builder cannot tell what changed. Multiply by twenty subcontractors and chaos ensues.

SmartFormTools replaces email tennis with a shared platform where both parties see the same information in real time. Disputes resolve faster because context is always visible.

A fit-out contractor managing 15 active subcontractors reported that defect resolution time dropped from 14 days to 5 days after adopting SmartFormTools collaboration features.

Subcontractor Portal Access

Subcontractors receive secure portal access showing only their assigned defects. They can view photos, read descriptions, update status, and upload completion evidence without seeing other trades work.

No app installation required—the portal works in any browser. Subcontractors bookmark their project link and check it daily.

• Role-based access limiting visibility to assigned defects only
• Mobile-responsive portal accessible from any device
• Status updates with mandatory completion photo uploads
• Comment threads for clarification without email chains

Real-Time Notifications

When a builder logs a new defect, the assigned subcontractor receives an instant notification. When the subcontractor marks it complete, the builder knows immediately. No one waits for daily email summaries.

Configurable notification preferences let users choose email, SMS, or in-app alerts based on urgency and role.

• Instant notifications for new assignments and status changes
• Escalation alerts when items approach or exceed due dates
• Daily digest option for users preferring batched updates
• Customisable notification channels (email, SMS, push)

Dispute Resolution Made Simple

When subcontractors disagree with a defect assignment, they can flag the item and add comments explaining their position. Builders review the dispute with full context and either reassign the item or confirm responsibility.

All dispute discussions remain attached to the defect record, creating a clear audit trail for any future reference.

• One-click dispute flagging with mandatory comment
• Builder review workflow for disputed items
• Reassignment capability when responsibility shifts
• Complete dispute history preserved in the record

Collaborative Reporting

Both builders and subcontractors can generate reports from SmartFormTools. Subcontractors use reports to track their workload and demonstrate responsiveness. Builders use aggregate reports for project meetings and client updates.

Weekly progress reports auto-generate and distribute to all stakeholders, ensuring everyone stays aligned without manual effort.

• Subcontractor workload reports showing open and completed items
• Resolution time analytics by trade
• Automated weekly progress reports to all stakeholders
• Client-ready summaries demonstrating quality control