Create a subcontracting

If your client activity is not carried out with your own resources and you subcontract it or work with a company that supports you, you can create a dependent subcontracting under your coordination. This allows you to delegate part of the document management and resources to the subcontractor itself, maintaining traceability under your coordination.

Access the subcontracting assistant

To start the process, click Create subcontracting in the header of your coordination or subcontracting.

The assistant opens as a guided flow in several steps, similar to the coordination assistant.

Step 1 · General information

Fill in the general information of the subcontracting. Make sure to complete at least the mandatory fields.

Indicate the external company

When you need to indicate the external company for the subcontracting:

Click Create external company.
Enter the NIF, CIF or equivalent identification in the Identification field.
If the company already exists in the system, its data will load automatically.
If the company does not exist, you must manually provide all fields as a new company.

Step 2 · External manager

Indicate who will be the external manager of the subcontracting.

If there is more than one manager, you can add additional managers.

Generic external company manager

If you want to register a generic manager associated with the company (without personalising to specific employees), it is recommended to configure it as follows:

Identification: CIF or NIF of the external company.
Email: email of the CAE manager of that external company.
First name: name of the external company.
Surname 1: a hyphen -.
Phone: preferably the phone number of the CAE manager.
Predefine as CAE manager: always check this box.

Steps 3 to 6 · Resources and configuration

Steps 3 to 6 of the assistant cover the subcontracting resources. How you use them depends on who manages the documentation:

If you manage the subcontractor’s documentation yourself, complete each step as you would in a normal coordination.
If the subcontractor manages their own documentation, you can skip most steps and leave only what is essential for them to assign resources.

Step 3 · Employees

If you do not manage the documentation, skip this step and let the subcontractor create and assign their own employees.

If asked, you can provide them with these tutorials:

Step 4 · Vehicles and machines

If you do not manage the documentation, skip this step and let the subcontractor manage their own vehicles and machines.

Tutorials you can provide:

Step 5 · CAE work positions

Even if you do not manage the documentation, we recommend leaving the applicable CAE work positions created, if any. This way the subcontractor will only have to assign them to each employee.

See how to do this in Add CAE work positions to coordination.

Step 6 · Special jobs and risks

Similarly, we recommend leaving the applicable special jobs and risks created. The subcontractor will only need to link them to each employee.

See how to do this in Add special jobs / risks to coordination.

Finalise the subcontracting

When you have finished including and configuring the resources, click Finish.

The system will verify that you have completed all mandatory steps. Depending on the result, the subcontracting will be in one of these two states:

✅ In progress: everything is correct. The subcontracting is active.
⚠️ Pending data: mandatory elements are missing (for example, employees not assigned to a CAE work position). Review the steps and complete what is missing.

Source: Smartosh internal documentation «Creating a subcontracting», available at Scribe.