Tracking licenses for people who don’t need a login
Not everyone whose license you need to track works for you directly, and not everyone who works for you needs their own account just to be reminded about a renewal. Creating a login for every seasonal hire, every subcontractor, every vendor whose insurance you keep an eye on, is a lot of setup for a relationship that might last one job.
The people worth tracking usually fall into a few groups: your own staff, the subcontractors you bring in regularly, and the vendors whose documents you need on file. Only the first group really needs to log in and work inside the product day to day.
The people directory
Employees, subcontractors and vendors can all be added to a workspace’s directory without an account of their own. Their licenses are tracked the same way everyone else’s are — same fields, same reminder schedule, same dashboard visibility — and they’re reminded by email or by a link, not by signing in to anything.
From your side, adding someone to the directory looks the same whether or not they’ll ever log in. The difference only shows up in how they interact with the system afterward: a staff member opens the app, a subcontractor just receives an email or an upload link when something needs their attention.
Why this matters for a crew that turns over
A business with steady turnover among subs and seasonal staff would otherwise be creating and deleting accounts constantly just to keep reminders flowing — a login for a sub who works three jobs a year, another for the seasonal hire who’s gone by winter. That’s overhead that scales with how many people you work with, not with how many licenses actually need watching.
The directory keeps the record of who holds what without tying it to a login that has to be managed, reset, or cleaned up when the relationship ends. The license stays tracked; the account, which never existed, never needs deleting.
What this looks like day to day
A subcontractor added to the directory gets an email when their license is coming due, with nothing to sign in to and nothing to set up first. If they also need to send you a document, that same relationship can go through an upload link instead of an email attachment — the two features are built to work together, not as separate systems that happen to overlap.
Moving someone into the directory later
If you’ve been keeping track of a sub or vendor’s license outside the system — a note, an old email, a spreadsheet row — moving them into the directory is a one-time step, not an ongoing cost. Once they’re in, the same reminder schedule that applies to everyone else applies to them, with no further setup required on your side.
What the directory doesn’t do
The directory tracks licenses and sends reminders; it doesn’t give the people in it any ability to log in and manage anything themselves, by design. If a subcontractor eventually needs real access — to upload their own documents on an ongoing basis rather than through a one-off link, say — that’s a different decision, made deliberately, not something the directory drifts into on its own.