To manage a Supplier, please see the sections below:
Navigating the Suppliers List
1. Select the 
menu icon > Suppliers, located at the top left of the screen.
2. You can narrow down the supplier list using the Search or Filters options. Use Search, located at the top of the page, to find a specific Contractor. If you want to find a group of contractors, such as all non-compliant Contractors, use the Filters option instead.
The Search Bar allows you to find a Contractor by entering just a few letters or keywords, so you don't need to type the full name. If the contractor you are searching has special characters in their name (e.g &) you should try part of the company name rather than the full name as slight variations may impact the search results.
3. There are several Supplier filtering options available, including the Contractor Status and Contractor Categories. Choose the relevant options from the dropdown menus, then select Done to apply the filters.
4. The filtered results will be shown with Filter Tags displayed below the Search Bar. You can remove them by selecting the cross or reset by selecting Clear all Filters.
5. If you need to generate a list of Suppliers for use externally, scroll to the bottom and select Download CSV.
View & Edit Supplier Details
From the Supplier list, select View to the right of the Supplier
Contractor Attributes
If applicable, Supplier attributes are available in the Contractor Attributes table. To add or edit the Contractor Attributes, select Edit Details below Contractor details. See Contractor Attribute for how these attribute options are configured
Owner
When a Staff manually add a Supplier, they are automatically assigned as its Owner. See Your Profile | Suppliers
Note: Owner details are only visible to internal staff, not to Suppliers.
Deactivate/Reactivate Supplier
The Account Status indicates whether the account is Active or Inactive. To deactivate a Supplier, select Edit Details below Contractor details. If the Supplier is already inactive, you can activate them in the same location
When a Supplier is deactivated, all dashboard alerts and email notifications will stop from your organisation. All workers in their account will also become inactive.
Compliance
The Suppliers details will display on the left hand menu. On the right is the compliance view. Adding or removing selections in this area will impact the Contractor compliance requirements.
Each selection has its own Status and Requirements. Once the requirements have been met for a specific selection, the status will update.
Understanding Supplier Overall Status
Status | Meaning |
COMPLIANT | Means that the Supplier has successfully uploaded all the necessary documents and completed any onboarding forms and has received approval from ComplyFlow. This indicates that the Supplier has met all the required criteria and is in good standing with the compliance system. |
NON COMPLIANT | The Supplier has not met the compliance requirements for their Company and Site selection or something has expired. This could be related to required forms or documentation. |
Pending Review | The Supplier has submitted all the necessary documents but the review and approval process is still ongoing. |
Contractor Category
This area will show the type of work this Supplier is doing. They can have multiple categories and each category may have different compliance requirements.
1. To assign a Contractor Category, choose from the drop down list and select Assign Category. The category selected could include requirements such as a Prequalification, Insurances, Licence requirements or Training
2. To remove a Category, select Unassign on the right-hand side of the category
Hover over the requirements column to see the outstanding requirements. This updates once requirements are resolved
Additional Documents
Additional Documents outside of the ones automatically triggered from the Suppliers selections can be added here. Anything assigned to the Supplier will form part of the Suppliers overall compliance status and will need to show green for them to reach compliance.
1. To assign a Document, choose an option in the dropdown menu and select Assign Document.
2. To remove a Document, select Unassign below the actions.
Understanding the Document Status
Status | Meaning |
Approved | the document has undergone the necessary review and validation processes and has been officially accepted as meeting all required criteria. |
Awaiting Approval | The document is currently waiting for review. Note: Review workflow for Document Types are set in Configuration. |
Pending Upload | The document is ready to be uploaded but hasn’t been added to the system yet. It’s in a queue, waiting to complete the upload process. |
If you want to know more about document types please visit Document Types
If you want to upload documents for Suppliers please visit Document Management
Forms
If applicable, the form requirements will show in this area. The requirements vary based on your company's category. Common form requirements are Company Prequalification or Onboarding Forms.
Contractor Approvals
This table shows approval history for this Supplier. If in use, the Approvals can be set by site or organisation and includes the approval comment, Approver, Staff Category that actioned the approval and the date.
Sites
If enabled, Suppliers can manage their own Site List. Refer Suppliers to this guide Adding More Sites
To assign a new site, choose the Site/Sites from the dropdown menu then select Assign Sites. Removing can be done by selecting Unassign
If a site isn’t listed you may not have access to this site or it may not be listed in ComplyFlow. Either contact your ComplyFlow Administrator or refer to Adding Sites Guide
Comments
Important information can be added to the Supplier record from the Comments tab. To add a comment, enter the text and select Add Comment. You profile name, date, and comment will show below.
Comments are only visible to internal staff. The Suppliers don’t have visibility.
Additional Details
For more information about the Supplier, select Additional Details . To edit the Supplier/Contractor details, select Edit Details. Once done select Save Details.
Documents
The Documents tab allows you to view and manage the Supplier’s documents. You can review existing documents, check their status and expiry dates, assign additional document requirements, and view the document history.
Admins
The Admins tab lists the Admin users for the Supplier, with columns for Name, Email, Phone, Overall Status, and Actions. Use the search bar at the top to find a specific admin.
The Admin displays a Primary or Restricted badge and each admin shows as Active or Inactive next to their name
Select View under Actions to see more detail for that Admin
Use Column Visibility to show or hide columns
