Vendor Management in Happy Property helps you assign work orders to vendors, track their responses, and manage work across tasks and projects.

Table of Contents

• Identify Vendors vs. Users
• Create a Vendor
• Bulk Upload Vendors
• Assign a Vendor to a Task
• Manage Vendors with Projects
• Vendor Notifications
• What the Vendor Sees
• After a Vendor Responds
• Filter Tasks by Vendor Status

Identify Vendors vs. Users

In Happy Property, vendors and internal users are easy to tell apart:

• Vendor: Shown with a diamond icon
• User: Shown with a circle icon

This helps ensure work orders are assigned to the right type of assignee.
 

Example of the diamond icon

Create a Vendor (One at a Time)

• Open the property folder you are working in.
• Select Vendors from the left-hand menu.

• Click New Vendor.

• Enter the vendor details:
  • Vendor Name
    Make sure the business name is spelled correctly to avoid duplicate vendors.
  • Category
    Categories represent the vendor type, not the task type. You can select more than one.
  • Email address
  • Phone number
• Click Create Vendor.

Bulk Upload Vendors

You can upload multiple vendors at once using a CSV file.

1. In Manage, select Vendors from the left-hand menu.
2. Open the ⋮ (three-dot) menu on the Vendors page.

3. Download the CSV template.

4. Add your vendor information to the file.

5. Select Import Vendors.

6. Upload the completed CSV file.

Tips

• Each vendor must have:
  • A Vendor Name
  • At least one Category
• To assign multiple categories, separate them with a semicolon (;).
•  

Assign or Unassign a Vendor to a Task

After a vendor is created, you can assign them to tasks in several places.

Assign from Tasks View

1. In Manage, select Tasks.
2. Open the task you want to assign.
3. From the Assignee list, select a vendor.

Both maintenance tasks and project tasks support vendor assignments.

Assign from Task Details

• Open a task and assign a vendor directly from the task details view.

Manage Vendors with Projects

Projects help you track and manage vendor work across multiple tasks.

1. Open a Project.
2. Select a task within the project.
3. Use Quick Actions to open the assignee list.
4. Assign the task to a vendor.

This allows you to view vendor progress and work order status from the Projects board.

Vendor Notifications

Vendor Notifications help you stay informed about work assigned to external contractors versus internal staff.

• In the Tasks Mobile App, tasks assigned to vendors are marked with a “V”.

Notify a Vendor

1. Assign a vendor to a task.

2. A Notify Vendor option appears on the left side of the page.

   

3. Select Notify Vendor.

If you miss the pop-up:

• Open the ⋮ (three-dot) menu on the task.
• Select Notify Vendor.

Review and Send the Vendor Email

When notifying a vendor, an email preview appears.

You can:

• Confirm the task details
• Update the email address if needed
• Change the scheduled date
  (The date is saved only after the email is sent.)
• Add Additional Instructions for Vendor
• Review a view-only preview of the work order, including the property contact

Click Send Email to notify the vendor.

After sending, the task tag updates to Vendor Notified.

What the Vendor Sees

After receiving the email, the vendor can:

1. Open the task using View Details.
2. Choose to Accept Work or Decline Work from the landing page.

If the vendor accepts the work:

• They can view task details, photos, and updates.
• Any new information added to the task is visible to them.

The vendor receives an email confirmation after accepting or declining.

• This is going to link the vendor to a landing page where they can "Accept Work " or "Decline Work"
• If they "Accept Work" they will see

After a Vendor Accepts or Declines

Once the vendor responds:

• The task tag updates to:
  • Vendor Accepted or
  • Vendor Declined

• You will also see the "Activities" being updated when there are changes on the vendor side

• System showing Vendor Declined

Filter Tasks by Vendor Status

You can filter tasks based on vendor response.

1. Open Tasks.
2. Scroll to Vendor Status in the filter panel.
3. Select one or more options:
   • Notified
   • Accepted
   • Declined
4. Apply the filter to view matching tasks.

This makes it easy to track vendor workload and response status at a glance.


You can see all of the tasks that have been accepted below.