BldgHelm
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Contractor portal

Contractor portal for facilities teams

Give your elevator, HVAC, fire alarm and other vendors one login to record the work they do for your campus, while they see only what you have assigned to them.

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A contractor's phone home screen listing the two campuses they serve, Lakeside College and Northfield University, each with open, due-soon and overdue counts.

Sample data. Northfield University is a fictional campus.

The problem

Vendor work you cannot see

Outside contractors do some of the most important work on campus: elevators, fire alarm panels, chillers, roofs. It is often arranged by phone or email, and the record arrives days later as a PDF, if it arrives at all. Whether the visit happened, what was found and whether it is finished depends on who you ask.

Vendors who serve several campuses face the opposite problem. Each customer has its own system, its own login and its own rules, so many contractors stay with email and paper.

Access is the other worry. Giving a vendor a login to a shared system can mean exposing your costs, your warranties and other vendors' work. Insurance certificates sit in a folder and nobody notices when one lapses.

How BldgHelm handles it

Vendors work in your system, inside strict limits

BldgHelm treats contractors as a first-class kind of user. A company joins once and works for as many campuses as invite it.

A work order on a phone with large Mark completed, Put on hold and Log work buttons.

  • One login across campuses

    After signing in, a contractor sees a home screen listing every campus they serve, with open, due soon and overdue counts, plus an All my work list sorted by due date. A contractor linked to only one campus goes straight in.

  • Invite by email

    An Owner Admin or Facilities Manager invites a company. If it is already on the platform, the invite links the existing company and no new account is made. The company's admin chooses which employees may work for you.

  • Assigned work only

    Inside your campus a contractor sees only the work orders, maintenance tasks and punch items assigned to their company, and only while the link is active.

  • No costs, warranties or other vendors

    Contractors never see your costs, warranties or AI estimates, or other contractors. Campuses never see each other, or which other campuses a contractor serves. The database enforces this, not just the screens.

  • Log work on the job

    From a phone, a contractor records hours, notes and photos taken with the camera, and inspection results for the equipment they service.

  • Insurance on file

    The company profile, including the insurance certificate and its expiration, is entered once and shared with every campus it serves. Each campus can see the insurance status, and reminders go out before a certificate expires.

  • Clear notifications

    Notifications to contractors always name the campus the work is for.

  • Remove access at any time

    When you stop working with a vendor, access ends, and the work they logged stays in your records.

How it works

From setup to a working routine

  1. Step 1: Invite the company

    Enter the vendor's email. If they already use the platform, their existing company is linked to your campus.

  2. Step 2: They accept and choose their people

    The company's admin accepts and picks which employees may work for you.

  3. Step 3: Assign work to the company

    Assign a work order, a maintenance task or a punch item. Employees are notified.

  4. Step 4: They log the job

    On a phone, they record hours, notes, photos and any inspection result.

  5. Step 5: You keep the record

    The history lands on the building, room and equipment, with the insurance status alongside.

Vendor-performed inspections also feed your compliance reports. Request a demo and we will show the contractor home screen and what a vendor does and does not see.

A technician in safety glasses scans the QR label on an air handler with his phone.

Illustrative photo.

Who uses it

Built for everyone who touches a building

  • Facilities directors and managers

    Owner Admins and Facilities Managers invite vendors, assign work, review what was logged and keep an eye on insurance status.

  • Technicians

    Your own technicians work in the same queues as contractors, with the same records, so history is never split between systems.

  • Contractors

    Contractor Admins manage the company profile and employees. Contractor technicians log work. BldgHelm is free for contractors.

  • Finance and leadership

    Viewers see the records your team keeps. Contractors cannot see your costs, and finance does not need to chase vendors for paperwork.

FAQ

Frequently asked questions

Do contractors have to pay?
No. Contractors use BldgHelm free. A company signs up once and uses the same login for every campus that invites it.
What can a contractor see?
Only the work orders, maintenance tasks and punch items assigned to their company at your campus, while their access is active. They cannot see your costs, warranties, AI estimates or other contractors.
Can one vendor work for several campuses with one login?
Yes. They sign in once, see a list of the campuses they serve and switch between them without signing out. Each campus sees only its own work, and none sees which other campuses the vendor serves.
What happens when we end a relationship with a vendor?
You remove the contractor, and their access to your campus ends at once. The work they logged stays in your records.
Do vendors need to install an app?
No. BldgHelm works in the browser on any phone and can be added to the home screen. Native apps are planned after the pilot.

Keep reading

Related solutions

See your campus in BldgHelm.

A walkthrough of the three workflows with sample data, and a plan for bringing over your buildings, equipment and schedules.

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A brick college quad on a clear day, with lawns, crossing paths and a few students in the distance.