Overview
Fergus lets you set a user as a Contractor, which is aimed at users who work irregularly such as subcontractors or seasonal workers.
This article covers:
When to use the Contractor user type
What Contractors can and cannot do
How Contractor billing works
How to change a user type
Frequently asked questions
When to use it
The Contractor user type is billed per day of activity, making it best suited for users who only work temporarily or intermittently.
What Contractors can and cannot do
By default, Contractors have access to core job functions — creating jobs and job phases, adding time entries, viewing the job card, status board, forms, and health and safety pages. Reporting, Tasks, Calendar, and Notifications are also available.
If you'd like to adjust what a Contractor can access, a Master Admin can update their permissions at any time under Settings → Users → [select user] → Permissions.
The following are not available to Contractors and cannot be changed by any permission setting:
Certificates — completing, signing, or viewing certificates
Sign Offs
Create Customer Invoices
Process Supplier Invoices
⚠️ Please note: If a Contractor needs access to any of the above, their user type must be changed to Full User. → Go to How to change a user type
How Contractor billing works
A Contractor is billed for days when:
They add time or materials to a job, or make any change to their profile
Changes are made to their schedule or profile by someone else
They have any event scheduled or labour logged
You won't be billed for days where none of the above happen, and you'll only be charged the Contractor fee once per day at most.
Scenario 1 — Changing a Full User (or other user type) TO a Contractor
The change takes effect at the start of the next billing cycle. The user will continue to be billed at their current Full User rate for the remainder of the current cycle — even if the user type has already been updated in Settings.
Scenario 2 — Changing a Contractor TO a Full User (or other user type)
The change takes effect immediately on the day it is made. Billing is calculated pro-rata — the Full User monthly rate applies from that day forward within the current billing cycle. The exact pro-rata cost cannot be previewed, but the closest estimate is available in the breakdown on your Billing page.
💡 If you have questions about how a user type change will affect your invoice, contact support@fergus.com before making the change.
How to change a user type
Only a Master Admin User can change a user's type.
Log in as the Master Admin User
Go to ⚙ Settings → Users
Click the name of the user you want to update
On the User Details tab, click the user type dropdown
Select the new user type — Full User, Contractor, or Timesheet Only
Click Save
⚠️ Changing a user type affects billing. Review the billing scenarios above before making the change. → Go to How Contractor billing works
If the user needs Certificates or Sign Offs after changing to Full User:
Go to Settings → Users → [select user] → Permissions → General and enable "Allow users to edit certificates"
Go to Settings → Certification, find the relevant certificate, and tick the user to sign and complete it
Enter a licence number on the user's profile — this is required before they can sign
💡 Certificates is a paid add-on. Visit our Certificates help articles to get started.
Frequently Asked Questions
📸 Will I be charged if a Contractor only adds photos to a job?
Yes. Adding photos to a job counts as activity — the Contractor fee will apply for that day.
🔄 What happens if I disable a Contractor and re-enable them later?
You won't be charged while the Contractor is disabled. The Contractor fee only applies on days they are active. Once re-enabled, billing resumes on days with activity as normal.
🏢 Can a Contractor access another business's Fergus account?
Not automatically. If a Contractor works across multiple Fergus accounts, they need a separate user account on each and must log in and out to switch between them.
👤 What is the difference between a Contractor and a Full User?
A Full User is billed at a flat monthly rate regardless of activity. A Contractor is billed per day of activity only, making it more cost-effective for users who work irregularly. However, Contractors have limited access — they cannot use Certificates, Sign Offs, or Invoicing.
⏱️ What is the difference between a Contractor and a Timesheet Only user?
A Timesheet Only user has very limited access — primarily just logging time. A Contractor has broader access to job functions but is still billed per day. If you need a user who can create jobs, add materials, and view the job card but only works occasionally, Contractor is the better fit.
💳 I changed a user to Contractor but they're still being charged as a Full User — why?
Changing to Contractor takes effect at the start of the next billing cycle. Until then, the user continues to be billed at their current rate.
🧾 Can Contractors view invoices created within a job?
No. Contractors do not have access to the invoicing section on the job card. This is a restriction of the Contractor user type and cannot be changed via permissions. If a user needs to view or manage invoices, their user type must be changed to Full User by the Master Admin under Settings → Users → [select user] → User Details → change user type.
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Thanks for taking the time to read our article. If you have any questions, please get in touch via support@fergus.com