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Projects & Subcontracting Flow

This article describes how the NineID project management system organises complex projects in a hierarchical structure, with main projects, events, and sub-events representing contractors and subcontractors.

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Written by Sophie
Updated over 2 weeks ago

What Are Projects?

In the NineID, Projects are used to organize and manage work that involves multiple contractors, subcontractors, locations, and timelines.

A project acts as the top-level container for all related work. It defines:

  • The overall scope of work

  • The timeframe in which work can take place

  • The main contractors involved

  • The locations or zones where work is performed

All activities, contractors, and subcontractors are managed within a project.

Getting Started with Projects

Once the Projects feature is enabled, a Projects tab becomes available in the platform navigation. From this tab, you can create new projects and manage existing ones.

❓ If this feature has not yet been enabled for your organisation and you would like to use it, please contact [email protected] for assistance.

How Projects Are Structured

Projects follow a hierarchical structure, similar to a tree:

  • Project → the overall initiative

  • Events → specific work activities within the project

  • Sub-events → subcontracted work linked to a parent event

This structure reflects real-world subcontracting and ensures clear ownership, visibility, and control at every level.

Core Concepts

1. Projects

A Project represents your full work initiative and sets the boundaries for all related activities.

When creating a project, you define:

  • Project name and description

  • Start and end dates (maximum timeline)

  • Principal contractors

  • Work zones or locations

All events and subcontracted work must fit within the project’s scope and dates.

⚠️ Important: When creating a project, make sure the main contractor company has already been created in the Companies section. Only existing companies can be assigned as main contractors.

A project can have multiple companies assigned, allowing you to work with more than one main contractor within the same project.

2. Events

An Event represents a specific task or scope of work within a project and is usually assigned to a contractor.

For each event, you define:

  • Event name and type

  • Start and end dates (within project dates)

  • Responsible contractor company

  • Assigned workers

  • Contact persons

Events help you track responsibility, workforce access, and scheduling.

Once created, clicking on the event (subcontractor) in Projects will redirect you to the corresponding event in the Events tab.

⚠️ Important: You can assign multiple company owners—either existing or newly created—to a project or event. The role assigned to each user is determined by the selected company type. To assign this role, choose Company Type → General.

3. Sub-Events (Subcontracting)

A Sub-event represents work delegated by a contractor to a subcontractor.

Sub-events:

  • Are always linked to a parent event

  • Must fall within the parent event’s timeframe

  • Automatically inherit work zones

  • Can exist in multiple levels if subcontracting continues

This makes subcontracting relationships clear and traceable.

To add a subcontractor, open the relevant event and go to the Subcontracting tab. Click + Add Contractor to assign a subcontractor.

⚠️ Important: Each time a contractor or subcontractor is assigned to an event or sub-event, they are notified automatically.

📌 Key Rules to Remember

Category

Rule

Dates

Project dates define the outer limits for all work

Event dates must fall within the project dates

Sub-event dates must fall within their parent event dates

Updating a parent event automatically updates all child events

Zones

Events inherit work zones from their project

Sub-events inherit work zones from their parent event

Work zones cannot be changed at sub-event level

Access

Project admins can view and manage all events

Event admins can view their event and all sub-events

Contractor admins can view events assigned to their company

Workers can view events they are assigned to (if permitted)

✏️ Permission Summary Table

Feature

Admin Portal

Company Portal

View All Projects

✅

❌

View Own Projects

✅

✅

Create Projects

✅

❌

Edit Projects

✅

❌

View All Events

✅

❌

View Company Events

✅

✅

View Assigned Events

✅

✅

Create Events

✅

✅ (limited)

Edit Any Event

✅

❌

Edit Own Events

✅

✅

Add Subcontractors

✅

✅ (to own events)

View Full Hierarchy

✅

✅ (own branch)

Archive Events

✅

❌

Manage Users

✅

✅ (company users)

Manage Documents

✅

✅ (company docs)

Access System Config

✅

❌

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