Vendor Invitation

Vendor Invitation Screen

Screen Overview

The Vendor Invitation screen enables users to search, review, and manage vendor visit invitations. It centralizes vendor/guest contact details, approval and COI status, host information, and scheduled visit times. From this page you can create new invitations, edit existing ones, resend invitation emails, and export listings.

Field Definitions

Field Label	Definition	Notes
System	Portfolio or system scope used to filter invitations.	Optional. Limits results to the selected system; default is All.
Facility	Building or site to filter results.	Optional. Further narrows the search to a specific facility.
Host Association	Filters by the host’s associated company/tenant.	Optional. Helps locate invitations by host’s organization.
From	Start date/time for the visit-date filter.	Includes date/time picker; time zone indicator shown beside the field.
To	End date/time for the visit-date filter.	Must be later than From; uses the same time zone indicator.
Search	Record status filter (e.g., Active/Inactive).	Default is Active.
View	Result set filter (e.g., All, My, Pending).	Default shown is All.
Search Text	Free-text search across key fields (e.g., Name, Email).	Placeholder shows “Name.”
Guest Name	Name of the invited vendor/guest.	Click a row to open the record.
Affiliation	Vendor company or trade affiliation.	Often the vendor’s company name.
Guest Email	Email address of the vendor/guest.	Typically clickable to start an email; required for email invites.
Guest Phone	Phone number of the vendor/guest.	Formatting may vary by locale.
Vendor Approval Status	Current approval state of the invitation.	Common values: Approved, Pending, Not Applicable.
COI Status	Certificate of Insurance status for the vendor/company.	Values may include Current, Expired, or Not Applicable; color-coded.
Visit Date/Time	Scheduled vendor visit date and time.	Displays local time zone (e.g., PST, CST) in the grid.
Visitation Pattern	Indicates if the visit is one-time or recurring.	Shown only when applicable.
Host Name	Name of the host who created/sponsors the invitation.	Typically an employee or tenant contact.
Host Company	Company or tenant of the host.	Useful for multi-tenant facilities.

Screen Actions and Functions

• Filter panel (funnel) – Show or hide search filters.
• Submit – Apply the current filters.
• Reset – Clear all filters to defaults.
• Create – Start a new vendor invitation.
• View – Open the selected invitation in read-only mode.
• Edit – Modify the selected invitation.
• Delete – Remove the selected invitation from the active list.
• Resend Email – Re-send the invitation email to the vendor/guest.
• Export – Export the current result set to a spreadsheet file.
• Column sort – Click a column header to sort ascending/descending.

Usage Instructions & Examples

How to find a vendor invitation

1. Click the filter icon to open filters.
2. Select System and Facility as needed.
3. Set From and To to the desired date range and choose Search = Active (or another status).
4. Enter a name or email in Search Text.
5. Click Submit to refresh the grid, then click a row to open the record.

How to create a new vendor invitation

1. Click Create.
2. Enter required vendor/guest details (name, email, phone), affiliation/company, host, and visit date/time.
3. Save the invitation. If email notifications are enabled, the guest receives an invite.

How to resend an invitation email

1. Select the desired invitation in the grid.
2. Click Resend Email.
3. Confirm the prompt. The system re-sends the email to the Guest Email on the record.

How to export the list

1. Apply filters to get the desired set of invitations.
2. Click Export to download a spreadsheet of the current results.

System Behaviors and Edge Cases

• Date/time and time zone: Visit Date/Time displays with the facility’s or record’s time zone (e.g., PST, CST). Filters honor the chosen time zone.
• Status indicators: COI Status and Vendor Approval Status are color-coded for quick scanning (e.g., green for Current/Approved, red for Expired).
• Sorting: Clicking a column header toggles sort order; only one column sorts at a time.
• Selection-dependent actions: View, Edit, Delete, and Resend Email require a selected record; buttons are disabled until a row is selected.
• Email requirements: Resend Email is available only when a valid Guest Email exists.
• Filter validation: To must be later than From; otherwise the search will not run.
• Deletion: Deleting removes the invitation from active listings; audit/history may remain per system policy.
• Empty results: If no records match filters, the grid displays no rows until filters are adjusted.

Permissions

• Screen access typically granted to Global Administrators, Property/Facility Managers, and Tenant Administrators; some organizations also allow designated Hosts or Front Desk users.
• Create/Edit/Delete actions require elevated permissions compared to read-only access.
• Resend Email and Export may be restricted to users with email/exports privileges.
• Visibility of System and Facility options is scoped to the user’s assigned organizations.

Linked Workflows

• Vendor onboarding and COI management: Vendors/companies may upload or update COI documents that drive the COI Status shown here.
• Visitor check-in and badge issuance: Approved invitations can be used at lobby/reception or kiosks for check-in and credential issuance.
• Access provisioning: When integrated with access control, approved visits can trigger temporary access assignments for the visit window.
• Notifications: Email notifications to guests and hosts are sent based on organization settings.

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