Vendors are edited in a large panel so you can capture vendor details, optional contact information, comments, and supporting documents in one place.
What this screen is for
- Record vendor identity and type.
- Store either a linked saved location or a manual location snapshot.
- Assign an internal responsible staff member.
- Track optional primary contact details.
- Discuss the vendor using comments when editing an existing vendor.
- Upload supporting files on the Documents tab when editing.
Tabs
Details
The details tab includes:
- Vendor name (required)
- Vendor type selector
- Responsible staff selector for the internal staff member who manages the vendor
- Description and Note text areas
- Location mode choices:
- Manual location snapshot
- Link a saved location
- If linked, a Saved location selector that can show a loading state while locations are fetched
- If manual, fields for Location name, Location address, Latitude, Longitude, and Location description
- Primary contact fields (optional in early versions, but recommended), including first name, last name, title, email, office phone, and mobile phone
- Comments on the right column when editing an existing vendor
- A footer action Create Vendor or Save Vendor on the details tab
When creating a new vendor, the comments area shows a placeholder until the vendor exists.
Documents (edit only)
When editing a vendor, a Documents tab appears for file uploads.
You can:
- Drag and drop files or choose files to upload
- See upload progress per file
- Open or download uploaded files
- Delete a file after confirming deletion
Upload rules include a maximum of 10 files and 50MB per file.
Common actions
Switch between manual and linked locations
Choose the location mode that matches how you want to maintain the vendor record. Linked locations keep the vendor aligned with your saved location directory. Manual snapshots are useful when the vendor address should not be tied to a reusable location record.
Upload evidence and agreements
Use the documents tab for quotes, contracts, insurance documents, or other files your team needs during planning.
Vendor document reminders are sent when stored vendor documents are due to expire in 30, 14, 7, 6, 5, 4, 3, 2, or 1 days. Workspace admins and managers receive these reminders, and the responsible staff member also receives them when one is assigned.
Assign responsible staff
Choose an active internal staff member on the details tab when one person should manage the vendor. Keep this assignment current so document expiry reminders reach the right person.
Discuss a vendor
Use comments when vendor details need discussion. Mention an active workspace user with @ when you want them to receive a notification that links back to the comment.
Empty, loading, and error states
- If saving fails, you may see Unable to save vendor with details.
- The documents tab can show loading, error, and empty messages such as No vendor documents have been uploaded yet.
- Deleting a file asks you to confirm, and explains the stored file object remains private in storage.
Permissions and read-only behaviour
Vendor edits require vendor management permission. Document upload and delete additionally depend on document permissions for vendor files.
Tips
- Keep vendor contacts current before booking season.
- Keep the responsible staff assignment current when vendor ownership changes.
- Prefer linked locations when the vendor is also a saved school location.
- Use notes for operational reminders that should not be confused with the public-facing description.
Last modified on June 18, 2026
