> ## Knowledge Base Index
> Fetch the complete knowledge base index at: https://support.onos.app/sitemap.xml
> Use this file to discover available pages before exploring further.
> Pure-Markdown content can be obtained by appending a '.md' suffix to the content URLs listed in the sitemap (without the trailing slash).

# Upgrading an Invited Subcontractor Staff Member to an Onos Platform User

# Upgrading an Invited Subcontractor Staff Member to an Onos Platform User
### Overview
When a subcontractor or supplier is invited through the PQQ or onboarding process, they may already exist within Onos as an **Invited Staff Member**.
If that person later needs direct access to the Onos platform—for example, to complete inspections, checklists or other project activities—you do not need to create a second user account.
Instead, the existing Invited Staff Member can be upgraded to a platform user by assigning them an appropriate role, setting their system access and allowing them to create a password.
For external subcontractors, it is recommended that permissions are kept tightly controlled so they can only access the areas and projects required for their work.
### Typical Process Flow
###### 1. Create a suitable subcontractor role
Before upgrading the user, create a role specifically for external subcontractors.
The role should contain only the permissions the subcontractor needs to carry out their responsibilities within Onos.
For example, if subcontractors only need to complete specific inspections or checklists, avoid providing access to unrelated modules or administrative functionality.
We recommend starting with the minimum permissions required and expanding these only where necessary.

###### 2. Test the role and permissions
Before assigning the role to live subcontractor users, test the configuration with a test account.
You can use the administrator **Login As** functionality to access Onos as the test user and confirm exactly what they can see and do.
Check that the user:
* Can access the functionality required for their work
* Can complete the relevant inspections, forms or checklists
* Cannot access areas of Onos they do not require
* Only sees information appropriate to their role
Starting with a restricted role and testing it first helps avoid providing external users with unnecessary system access.

###### 3. Create a suitable default dashboard
You may also wish to create a simplified dashboard specifically for subcontractor users.
This can be set as their default home screen when configuring the role so that when they log in, they are taken directly to the information and functionality most relevant to them.
A subcontractor dashboard could, for example, provide quick access to My Audits / Inspections, My Actions, My Permits etc and other activities they are expected to complete or information useful to their role.
Test the dashboard alongside the user role to make sure the overall experience is suitable before rolling it out more widely.

###### 4. Locate the existing Invited Staff Member
If the subcontractor has previously been invited through the PQQ or onboarding process, their email address may already exist within Onos.
Rather than creating another user with the same email address, locate their existing **Invited Staff Member** record and edit it.
This retains the existing person record while allowing you to provide them with additional platform access.

###### 5. Assign the platform role and create their password access
Edit the Invited Staff Member and change their role to the new subcontractor role you have created.
As an Invited Staff Member will not normally have created a password for accessing the Onos platform, set:
**Reset User's Password** → **Yes**
Then save and continue.
Onos will send an email to the user allowing them to create their own password and access the platform.
![](https://storage.crisp.chat/users/helpdesk/website/-/3/2/f/2/32f2e88295973200/image_1itearx.png)

###### 6. Configure project access
On the Access screen, select the project or projects the subcontractor should be able to access.
Only provide access to the projects required for their work.
This allows you to control access at two levels:
* **Role permissions** determine what functionality the user can access.
* **Project access** determines which projects they can access that functionality against.

###### 7. Test the completed user setup
Once the role, dashboard and project access have been configured, we recommend carrying out a final test before rolling the setup out to additional subcontractors.
Using **Login As**, confirm that the user can:
* Access their intended dashboard
* See the correct project or projects
* Access the required forms, inspections or checklists
* Complete the tasks expected of them
* Not access unnecessary system areas or information
Once you are happy with the configuration, the same role and dashboard can be reused for other subcontractors who require similar access.

###### 8. Communicate the new access to the subcontractor
It can be useful to send the subcontractor a short introductory email explaining why they are being given access to Onos and what they will be expected to do within the platform.
You may wish to include:
* What they will use Onos for
* Which project or projects they will have access to
* What activities they are expected to complete
* That they will receive a separate password setup email
* Who to contact if they have difficulty accessing the system
If they do not receive the password setup email or future Onos notifications, ask them to check their **Junk, Spam or corporate email quarantine** folders.

# Frequently Asked Questions
### 1. Why can’t I create a new user with the subcontractor’s email address?
If the subcontractor has already been invited through the PQQ or onboarding process, their email address may already exist in Onos as an **Invited Staff Member**.
You should edit and upgrade the existing record rather than creating a duplicate user.
### 2. Does an Invited Staff Member already have an Onos password?
Not necessarily.
An Invited Staff Member can participate in processes such as PQQ onboarding without having a normal Onos platform password.
When upgrading them to a platform user, set **Reset User's Password** to **Yes**. This sends the user an email allowing them to create their own password.
### 3. Can I restrict a subcontractor to only one part of Onos?
Yes.
Create a dedicated subcontractor role containing only the permissions required for their work.
For example, if they only need to complete a particular checklist or inspection process, their role can be configured around that requirement rather than providing broader platform access.
We recommend testing the role using **Login As** before assigning it to live users.
### 4. Can a subcontractor be restricted to specific projects?
Yes.
Once their platform role has been assigned, use the user Access screen to select the specific project or projects they should be able to access.
This allows a subcontractor to have the functionality they need while remaining restricted to the projects relevant to them.
### 5. Should external subcontractors have their own dashboard?
This is recommended where it improves the user experience.
A simplified dashboard can be configured as the subcontractor's default home screen and can direct them towards the activities they are expected to complete.
This can make the system easier to use and reduces the amount of unnecessary information presented to external users.
### 6. What should I do if the subcontractor does not receive the password email?
Ask the user to check their:
* Junk or Spam folder
* Corporate email quarantine
* Email filtering or security system
Automated Onos notifications may be handled differently from normal person-to-person emails by corporate mail systems.
If the message still cannot be located, confirm that the email address on the user's Onos record is correct before attempting to resend the password setup email.