Overview

Vendors are an important part of property management. They handle maintenance and contract work for your properties. If you add a Vendor to DoorLoop, you are mainly just recording the fact that a certain vendor performed a job on your property. You are then normally recording bills and expenses paid out to those Vendors.

In terms of Work Orders, these are used to track jobs that have been scheduled and worked on by a Vendor internally. Work Orders do not get assigned to Vendors and Vendors do not get a notification nor do they get assigned to these work orders. These are just for internal records.

However, if you want a Vendor to get notifications or be able to view your Work Orders or Tasks in DoorLoop, you would need to create them as a User on your DoorLoop account.

The Steps

Setting Up the User Role

To create a new User Role that you'll be using, click on Settings in the main menu.
Then click the User Roles button under the Company section.
Click the + New User Role button at the top right corner to create a new User Role.
On the General Info tab of the User Role window, we're going to enter a name for the User Role (we used Vendor). We also added an optional description.
On the Objects tab, you're going to want to add the following:
Click Save to finish.

This will give your vendors just enough permissions so they can view the Work Orders and Tasks that they are assigned, and be able to update them and attach files and notes to them. If you need more permissions for them, you can add them as necessary.

Add the Vendor as a User

The first step to adding your Vendor as a User is to click Settings on the main menu.
Click Users under the Company section.
On the Users page, click + New User on the top right corner of the page.
On the New User window, enter as much information as you want. However, only either a First Name and Last Name combination or Company name is required.
Enter a Login Email Address for your vendor. This is used to send an invite to the vendor to join your DoorLoop account. Then give them the User Role you created for vendors.
Click Save to finish.

A User invite will automatically be sent to the Vendor where they can accept it and create a new password. Once your vendors set up a password, they can go to https://app.doorloop.com/auth/login and use their email address and password to log in to your DoorLoop account.

You can track the status of this invite email by going to Communications > Communications Log.

Note: The Vendor must accept your User Invite to complete the creation of their User account. You can not assign them to a Work Order if they haven't fully become a User yet.

Assigning a Vendor to a Work Order

If the Vendor has accepted your User Invite and is now a User on your DoorLoop account, you can now assign them to a Work Order or Task.

First you'll need to create a Work Order. You can do this by clicking Tasks & Maintenance on the main menu. Then click Work Orders.
On the New Work Order window, select the Vendor at the top. Then go to the Assignees section. This is where you want to assign your Vendor (User account). Use the checkbox and select "Notify Assignee(s)".

All other information you would just fill out as normal.
Click Save to finish. This will create the Work Order and notify the Vender (User) via Email or push notifications if they have the DoorLoop app that a Work Order was assigned to them.

Assign a Vendor to a Work Order