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Using The Vendor Portal

This article will guide you through the steps of interacting with the Vendor Portal as a vendor user.

📖 Estimated Read Time: 4 minutes

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The Vendor Portal is designed to make collaboration simple, secure, and transparent. As a vendor user, you’ll be able to:

  • Complete onboarding or compliance forms
  • Communicate with your customer
  • Track the status and progress of submissions
  • Manage your own profile and details
  • View contract details and access useful resources

To learn about using the Vendor Portal as a vendor user, watch the demonstration or follow the steps below:

 

Activate Your Vendor Portal Account

When your account is created by a Gatekeeper customer, you will receive an invitation email.

  1. Click Activate Account in the email.
  2. Set a secure password.
  3. Bookmark the portal URL for future access.

If you have been asked to self-register, you will receive a unique registration link from your contact. Follow the link and complete the account setup.

The Vendor Portal Dashboard

Once logged in, you will land on the Vendor Portal Dashboard.

VP Dashboard

This provides a clear view of:

  • Forms that require your input or have already been submitted
  • Events that are awaiting action
  • Message threads you are part of

This dashboard is your central location for keeping track of your outstanding tasks.

Complete Forms

You can complete a form either by responding to a customer request, or by starting a new request if self-service forms are available.

  • If a customer invites you to complete a form, you receive a notification email. You can access the form by:
    • clicking the link in the emailVP email-1
    • logging in and clicking Edit Form next to the relevant form.edit form
  • If self-service forms are available, click New Request and select the relevant form. For example, this could be used to replace updated files or request changes to your vendor record details.
    new request

Once the form is open, complete all required fields. These may include dropdown lists, free-text fields, and file uploads. You have the option to:

  • Click Cancel to discard your changes
  • Click Save to return to the form later
  • Click Submit once complete

save or submit

Once submitted, the progress tracker displays which phase the form is currently in.

phase tracker

Message Your Customer

To send or respond to messages, you can use the following options:

  • Click Contact Us to start a new message thread
  • From the navigation menu, click Messages to view any ongoing conversations
  • View recent messages directly on the dashboard, and click a message to open it

VP messages

Messages are delivered as in-app notifications in Gatekeeper and sent by email to the relevant contacts.

Manage Your Associated Forms, Files, and Records

From the navigation menu, you can also view and manage:

  • Forms: See all active and completed forms, and search or filter results as needed
  • Files: View and download documents that you or other vendor users have uploaded, or files shared by the customer
  • Vendors: Access your vendor record in a read-only format, with tabs for related data
  • Contracts: View any contract records you’re associated with, including details and events

Add Contacts

Note: Only vendor users with the Administrator role have access to the Add Contacts option.

You can add colleagues as users, or update existing contacts that have been added to their vendor record in Gatekeeper. This allows you to self-manage users without needing assistance.

add contacts

Click Add Contacts to view a list of contacts that are currently associated with your vendor record. 

add contact

Then, complete the following fields to add a new contact:

  • Email (if AutoBuild is enabled, Gatekeeper will use this to populate the rest of the Profile details automatically)
  • First Name and Last Name
  • Job Title
  • Role - This refers to their permissions as a Vendor Portal User
  • Invite Into Gatekeeper - This must be selected to grant the new user access to the Vendor Portal.

Manage Your User Profile

To manage your user details:

  1. Click your profile icon in the top-right corner.
  2. Select Profile.
    VP manage profile
  3. Update your details. Fields with an *asterisk are mandatory and cannot be left blank.
  4. Click Save to apply changes.

Troubleshooting 

If you receive a 500 error after clicking a link in a Gatekeeper email, check whether you received an invitation email to activate your account. If your access hasn’t been fully configured, you may have received a message asking you to complete a form or process before being invited to the portal.

Look through your emails for a message from Gatekeeper that includes an invitation link.

 

 

This can also occur if the form is no longer open for input. Once a form is submitted, it moves to the customer organisation for review. At this stage, you cannot make further updates unless the form is returned to you for revisions.