Question 1

How does access to a Sub Vault workspace work?

Accepted Answer

A person must be signed in and have active membership in the specific workspace to access its subcontractor, document, equipment, and follow-up records. Records stay with their workspace; Sub Vault is not a public directory.

Question 2

How can workspace owners manage teammate access?

Accepted Answer

Owners can invite teammates by email, review and resend pending invitations, change a teammate’s role, or deactivate a member’s workspace access. Invitees sign in with the invited email address and accept the invitation before joining. Workspace roles are owner and member.

Question 3

Can we choose which documents subcontractors need to provide?

Accepted Answer

Workspace owners can select required document categories and create custom requirements for their workspace. Categories include insurance certificates, lien waivers, and other documents. These settings let your team describe the paperwork it wants to collect for its project or contract.

Question 4

What information can we keep with subcontractor documents?

Accepted Answer

A subcontractor record can hold the company name, trade or work scope, business and contact-person details, and internal notes. Each document record can include its category or custom requirement, uploaded file, document date, effective date when relevant, expiration date, and review status.

Question 5

Who reviews subcontractor documents, and what does Sub Vault certify?

Accepted Answer

Your contractor team reviews documents against its project or contract requirements. A document record can keep the reviewer and review date, notes, outcome, and correction reason. Sub Vault records that review work; it does not certify compliance or promise that a document, subcontractor, or project is legally compliant.

Question 6

What can we record about equipment and service history?

Accepted Answer

An equipment record can hold its identifier and serial number, operating status and status history, service dates and history, service provider, usage reading and unit, cost, notes, and attached files. You can also record inspection due dates, inspection dates and results, and warranty dates.

Question 7

Does Sub Vault book technicians or certify equipment safety?

Accepted Answer

No. Sub Vault records service and inspection information and helps your team track related follow-ups. Your team arranges and performs service and decides what inspection results mean. Sub Vault does not book technicians, perform service, or certify equipment safety.

Question 8

What can our team track in Follow-ups?

Accepted Answer

The Follow-ups view can surface missing or expiring subcontractor paperwork, document review items, equipment service due dates, inspection results marked for attention, and upcoming warranty expirations. Team members can assign an item, set a revisit date, and record completion or resolution details. It helps your team track next steps; it does not schedule a service provider.

Question 9

What are the current Sub Vault monthly plans?

Accepted Answer

The current options are Essentials at $49/month, Operations at $99/month, and Portfolio at $149/month. Prices are in U.S. dollars and billed monthly. See the full plan list for current details.

Practical answers for the records you manage.

Workspace access

Subcontractor document reviews

Equipment service records

Follow-ups

Plans and pricing