Manage Vendor Users

This article walks through the steps of creating and inviting Vendor users to Gatekeeper, as well as archiving vendor users.

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Estimated Read Time: 3 Minutes

Sections in this article:

• Add a Vendor User against a Vendor Record
• Bulk Import Vendor Users
• Manage Existing Vendor Users
• Archive a Vendor User
  • Relationship Owners

Vendor users can be created against vendor records within Gatekeeper, to ensure all necessary key contacts have their contact information centralised and up to date. All Internal Gatekeeper users with the Administrator Role can add and amend Vendor User data.

Add a Vendor User against a Vendor Record

To create an individual vendor user:

1. From the navigation menu, click Vendors.
2. Search for and click the Vendor that the vendor user belongs to.
3. Click Add then select Vendor User.
4. Enter the mandatory details: 
   1. First Name
   2. Last Name
   3. Email
5. Complete the optional fields as required:
   1. Job Title
   2. Landline
   3. Mobile
   4. Profile Picture (Allows you to upload an image from your device)
6. Once finished, click Save.

Bulk Import Vendor Users

The Bulk Import method is useful when you have multiple new vendor users to be created, and do not wish to use the UI to do this one-by-one. To do this: 

1. From the navigation menu, expand the Settings option, then click Users.
2. Click Add, then select Bulk Import Vendor Users.
   
3. Select Download Template to download a blank version of the template.
   
4. Populate the file with the relevant data. Detailed instructions are available on the page within Gatekeeper, including field by field import rules.
5. Return to Gatekeeper and click Choose File to locate your import file.
6. Once your file has been chosen, click Upload.
7. Review the Summary then click Import Data to finalise the import.
   

Manage Import Errors

If the import file contains errors, you will be presented with a summary table that will assist you in fixing the errors. Please fix all of the errors in your spreadsheet before attempting to reimport.

Manage Existing Vendor Users

Vendor users can be managed from the Vendor Users tab on individual vendor records, or centrally from the Vendor Users list. To find this:

1. From the navigation menu, expand Settings, then click Users.
2. Click the Vendor Users tab.

This displays vendor users from all vendor records you have access to. You can use the status filter, search bar, persistent filters, and configurable columns to tailor this view. 

Archive a Vendor User

To retain a full audit trail within Gatekeeper, it is not possible to delete vendor users. Instead, you can archive a vendor user if they are no longer needed. To do this:

1. From the navigation menu, expand Settings, then click Users.
2. Click the Vendor Users tab.
3. Click on the name of the relevant vendor user.
4. Click Reassign to transfer any objects that they own.

   1. Select the user you want to transfer the objects to, then select the checkboxes for the objects you want to transfer ownership of.  Alternatively, select the All checkbox to transfer all records displayed in this view.

5. Click Archive.
   

This will revoke their access and archive their vendor user record.

Relationship Owners

The Archive button will not be available if the vendor user is set as an owner for a vendor record. In the vendor user list, owners are marked as Relationship Owner.

To remove a vendor user as the relationship owner: 

1. From the navigation menu, click Vendors.
2. Expand the 3 dots on the relevant vendor record and select Edit.
   
   
3. From the Owners section, click the cross icon to remove the vendor user, or select a new vendor user from the dropdown list.
   
   
4. Click Save & Exit.