SubbiePack

The job

Replace the WhatsApp folder

A site manager should be able to answer “can they start Monday?” without scrolling a chat. SubbiePack is that list, plus the files behind it. Walk through it once; the app is where the work happens.

  1. Create a firm account

    Company name, work email, password. No OAuth in version one. One firm per login to start. Your subcontractors are not shown to anyone else. Sign up lives on the app, not this website.

  2. Pay for the firm, then add people

    One plan: £29 a month. Without a subscription you cannot add subcontractors. Status changes only when Stripe’s webhook says so — a success page does not mark you paid.

    Then add the people on the job: name, trade and phone. Work email is optional. Archive someone when they leave; do not mix firms.

  3. Put the current file on each one

    Public liability, CSCS and RAMS are required to be in date. Employers’ liability is optional — not every sole trader has it. Each file needs an expiry (DD/MM/YYYY). PDF or photo. One current file per type.

  4. Read the list before they arrive

    The paid homepage is who can go on site. Blocked (expired or missing required files). Expiring within your reminder window. In date. Mobile list. Tap through to the subbie and the file.

    Example dashboard — fictional names

    Who can go on site

    Dates are the ones you typed; files are the ones you uploaded.

    Blocked from site (1)

    • M. Osei Groundworks blocked

      Groundworks · 07700 900456

      RAMS missing

    Expiring within 30 days (1)

    • Northside Brickwork expiring

      Bricklayer · 07700 900789

      Public liability expiring

    In date (1)

    • J. Hughes Joinery in date

      Joiner · 07700 900321

  5. Ask them for the file, if you still do not have it

    Send a single-use link that lasts 7 days, for one subbie and one document type. They open it on a phone, upload, type the expiry. They do not need an account. You see waiting versus uploaded.

    Example upload link — fictional

    SubbiePack

    RAMS

    Northside Contracts asked M. Osei Groundworks to send this file from a phone. No account needed.

    Expiry date (DD/MM/YYYY)
    30/06/2026
    PDF or photo
    Choose file

  6. Reminders go to the firm, not the chat

    Email the firm at 30, 14 and 7 days, and on the day a file expires. Set those windows in settings. Every reminder is logged. Copy is plain UK — no “certificate invalid”. There is no WhatsApp send in version one.

  7. Optional sites, and a ZIP pack if you need to send files on

    A site is a name plus an optional address line. Assign subbies. See who can start on that job (all required files in date) versus who cannot. Download a ZIP of current in-date files for sending on. The pack is not a certificate.

    Example site — fictional

    Hart Lane extension

    Who can start, and a pack of current in-date files.

    Can start (1)

    • J. Hughes Joinery can start

      Joiner · 07700 900321

    Cannot start (1)

    • K. Patel Electrical cannot start

      Electrician · 07700 900123

      CSCS expired

    ZIP of in-date files you already hold. Not a certificate.

  8. Extra office login, then take your data with you

    The owner can invite one office or site manager by email. Same data, no extra billing. The owner can revoke.

    GDPR: export the firm (JSON/ZIP) or delete the firm and all files, from the app. We keep name, trade, phone, optional work email, and the files you choose. Not National Insurance numbers, dates of birth or home addresses.

Dates are the ones you type. Files are the ones you upload. SubbiePack does not check CSCS with CITB, talk to insurers, or say a document is genuine.

Create a firm account See pricing