Introduction to Engagements
The Engagements feature changes how you manage your contingent workforce. Engagements are a streamlined and flexible approach to managing work relationships. This guide explains how to use the Engagements feature.
What Are Engagements?
Engagements in Wingspan represent a defined scope of work—like a project or department—that may involve multiple contractors working under shared terms. Use them to organize and manage your work with contractors across areas like Marketing, Engineering, or any custom project.
Key Terms
Engagement: A project or work scope. Can include multiple contractors.
Contractor Engagement (or Payee Engagement): The link between a contractor and a specific Engagement. Tracks their status, compliance, and payment eligibility.
Why Use Engagements?
Engagements help you:
Organize contractor work by project or team
Set custom requirements (e.g., compliance documents)
Track payment eligibility
Enable self-service for contractors
They’re especially helpful for managing multiple contractors or complex work arrangements.
Types of Engagements
Default Engagement: Automatically created for every new contractor. Great for simple, one-off projects. No customization.
Custom Engagement: Ideal for complex setups. Add requirements, customize payment terms, assign roles (coming soon).
Payment Eligibility
To get paid, a contractor must:
Be Active in the Contractor Engagement.
Be Eligible, meaning all requirements are complete.
If a requirement is added or changes, eligibility may be affected. The system automatically recalculates Payment Eligibility whenever a Contractor Engagement is reactivated.
Engagement Lifecycle
Active: The Engagement is live. You can manage contractors and send payments.
Archived: Archiving prevents new payments to the contractor under that engagement while retaining historical data. Note that archived engagements can easily be restored manually if needed.
Managing Engagements
To add a contractor to an Engagement, choose one, then click Add Contractor and follow the prompts. You can then track:
Requirement completion
Payment eligibility
When a contractor bulk upload is performed, there's an option to add the contractors to a specific Engagement. If no engagement is selected, all uploaded contractors will be added to the default engagement.
Adding Engagement Requirements will create a task for your contractors to complete in their home page. These are things like e-signatures or document uploads.
Additional Considerations
Contractor Participation in Multiple Engagements: A contractor can be associated with multiple engagements. This structure allows for flexible allocation of contractors across various projects or departments, each with its own set of requirements, responsibilities, and terms.
Impact of Requirements on Payment Eligibility: Adding a new requirement to an engagement may render all associated contractors Not Eligible for payments until they meet the new criteria. Conversely, removing a requirement can immediately restore Eligible status to contractors previously blocked by that requirement—provided they have satisfied all remaining requirements.
FAQ
Can a contractor be part of multiple Engagements?
Can a contractor be part of multiple Engagements?
Yes. Contractors can be associated with multiple Engagements allowing you to assign contractors to different projects or departments with unique terms and requirements.
What happens if I add or remove a requirement from an Engagement?
What happens if I add or remove a requirement from an Engagement?
Adding a requirement: All associated contractors may become Not Eligible for payments until they complete the new requirement. Contractors are notified to take action.
Removing a requirement: Contractors previously marked Not Eligible due to that specific requirement may become Eligible immediately—assuming all other requirements are met.
How do Engagements work with contractor bulk uploads?
How do Engagements work with contractor bulk uploads?
When uploading contractors in bulk, you can choose an Engagement to assign them to. If none is selected, they’ll be added to their Default Engagement by default. This helps onboard multiple contractors efficiently into a specific project or department.
How do Engagements affect payable bulk uploads?
How do Engagements affect payable bulk uploads?
Currently, if a contractor has multiple Engagements, the system assigns the payable to their most recently created, non-archived Engagement. In a future update, you’ll be able to select a specific Engagement when uploading payables in bulk.
Does the selected Engagement matter when creating a payable?
Does the selected Engagement matter when creating a payable?
Yes, it matters.
Reporting: The selected Engagement is tied to the payment for tracking and reporting purposes.
Eligibility: Payment eligibility is evaluated based on the selected Engagement’s requirements.
In future updates, this selection will become even more impactful as engagement-specific terms, stricter eligibility checks, and additional settings are introduced.
Tip: Choose the Engagement that best represents the work being paid for. If unsure, use the contractor’s default or consult your team.
What is a Default Engagement?
What is a Default Engagement?
The Default Engagement is a simplified, system-generated Engagement automatically created for each new contractor. It serves as the base payer-payee relationship.
Key characteristics:
Automatic: Created when a contractor is added.
Hidden by default: Not shown in the main Engagements list to reduce clutter; only appears in specific workflows (e.g., archiving).
Linked to status: Archiving a contractor also archives their Default Engagement. Restoring the contractor reactivates it.
Non-customizable: You can’t rename, add requirements, or adjust settings.
Display in pickers: In workflows like creating a payable, the Default Engagement appears as the contractor’s name, without a separate Engagement label.