Vendors

Contractors and suppliers as first-class records - assignments, site coverage, performance history, and the paper trail.

A vendor record is where an outside company's relationship with your organization accumulates: contact details, which sites they cover, the work they've been assigned, and how it went.

Vendor records

Identity & contacts - company, contacts, phone/email, trade/service type
Site assignments - which sites the vendor serves; multi-site organizations use this to keep regional contractors scoped to their region
Network assignments - which infrastructure networks the vendor works on, for organizations running linear assets

Quality tracking and paperwork live on the contract, not the vendor: each contract carries a 1-10 quality score, and documents (insurance certificates, WSIB clearance, the signed agreement) attach to the contract record. The vendor page is the index that pulls those together.

Managers and Administrators export vendors to CSV with Export at the top of the vendors page. It downloads exactly the vendors the list is showing, after your search, site, category and workspace filters, and is greyed out when the list is empty. Vendors import from Settings → Import - load an existing contractor list in one pass instead of retyping it (importing data).

Columns, at the right of the toolbar, picks which columns the vendors list shows and drags them into your order; Name always shows, and your choice is remembered in this browser.

Workspaces

Organizations running both Facilities and Infrastructure file each vendor under one of them, so the vendor list on each side stays the estate it belongs to.

If you are assigned to one workspace, vendors you create are filed there automatically and the vendor list shows that workspace plus anything shared.
If you see both workspaces - which includes every Administrator - the vendor form asks you to choose: Facilities, Infrastructure, or Shared. Shared vendors appear in both lists, which is the right answer for a contractor who works across both.
Managers and Administrators can re-file a vendor later, either from the vendor form or by selecting several vendors in the list and choosing Move to workspace.
Vendors created before this existed are Shared, so nothing disappeared. Re-file them when you are ready.
CSV import asks the same question, and vendors that already exist keep the workspace they were filed under.

The Workspace column and filter on the vendors page only appear for members who see both workspaces - there is nothing to choose between otherwise. The filter is a Facilities / Infrastructure / Shared switch at the top of the page. The list opens on Shared, which shows everything; Facilities or Infrastructure shows that workspace's records plus the shared ones.

Vendors in the work loop

Work orders can be assigned to a vendor rather than a staff member - contracted work sits in the same queue with the same statuses, so nothing lives in an email thread.
Secure work order links hand the vendor exactly one job's details without an account.
Completion still captures costs - the invoice amount posts to the work order, so contractor spend lands in asset history like in-house labour does.
Parts reference their supplier, so "who do we buy these from?" has one answer.

Contracts and vendors

Ongoing service agreements - snow clearing, elevator maintenance, HVAC service - link the vendor to a contract record carrying the term, value, covered sites, and renewal date. The vendor page shows their active contracts; the contract page shows the vendor. Between the two, procurement questions ("when does this expire? what did we pay last term?") stop requiring an archaeology dig.

Practical patterns

One vendor record per company, not per contact - contacts change, the relationship doesn't.
Rate the work while it's fresh. A one-line note on a completed work order ("late twice, quality fine") is what makes next year's tender evaluation honest.
Watch vendor spend on the dashboard - cost by vendor over time surfaces both creep and concentration risk.