To manage a Supplier please see the sections below:
Managing Existing Suppliers (NCF)
Navigating the Suppliers List
1. Select the menu icon > Suppliers, located at the top left of the screen.
2. You can narrow down the suppliers list by using the search or filters options. The search area is good for finding a specific contractor however if you want to search for a group of contractors e.g all non-compliant contractors you should use the filters.
3. The search area is at the top of your page.
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.
4. There are several Supplier filtering options available, including the Contractor Status and Contractor Categories. Choose the relevant options from the dropdown menus, and then select Done to apply the filters.
5. 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.
6. If you need to generate a list of Suppliers for use externally, scroll to the bottom and select Download CSV.
View & Edit Supplier Details
1. From the supplier list, select View to the right of the Supplier.
2. 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 contractors compliance requirements.
3. 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. |
4. The Category area will show the type of work this Supplier is doing. They can have multiple categories and each category may have different compliance requirements.
5. To assign a Category, select from the drop down list then select Assign Category. The category selected could include requirements such as a Prequalification, Insurances, Licence requirements or Training.
6. To remove a Category, select Unassign from the right of the category.
Hover over the requirements column to see the outstanding requirements. This updates once requirements are resolved
Additional Compliance Requirements for a Supplier
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, select 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
3. Forms
If applicable, the form requirements will show in this area. They requirements vary based on your company's Category. Common form requirements are Company Prequalification or Onboarding Forms.
4. 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.
Assigning additional Sites to a Supplier
If enabled, Suppliers can manage their own Site List. Refer Suppliers to this guide Adding More Sites
1. To assign a new site, select the site/sites from the dropdown menu then select Assign Sites. to assign. 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
Adding comments to a Supplier
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.
Supplier/Contractor Additional Details
For more information about the Supplier, select Additional Details . If you want to edit the Supplier/Contractor details select Edit Details. Once done select Save Details.
Deactivate/Reactivate Supplier
The Account Status indicates whether the account is Active or Inactive. To deactivate a Supplier, click Edit Details below Contractor details. If the Supplier is already inactive, you can activate them in the same location.
If applicable, Supplier attributes are available in the Contractor Attributes table.
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.