Vendor Notification in Happy Property makes it easy to assign work orders to vendors, improve vendor performance, and increase productivity onsite.

Please note, you can identify a vendor as the diamond icon separate to a user with the circle icon.

Create Vendor (one at a time)

• Within Manage, select the property folder you are working on.
• Select Vendors on the left
• Start by creating a New Vendor.
•  Input the name of the vendor and a category, you can select more than one category. (Please note, these are required fields in order to create the vendor.)
• Input email address and phone number if available and then click save.

Bulk Upload Vendors 

- Select "Import Vendors"

- Select CSV File and Upload

**Tips

Assign/Unassign Vendor to a Task

• Once you have created the vendor, you are able to assign the task. Now you can assign them to tasks in a couple of places!
• Within Manage, select Tasks on the left, this will take you to Tasks View.
• Select the Task that you would like to assign the vendor to. (Both maintenance and project has vendors shown in the assignee list, you can select a vendor and it will assign it to that vendor.)
• You can also assign the Task in this details view. 
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• Manage vendors with Projects - With Projects, you can track, manage, and view status on work orders scheduled with vendors through the Projects board.
• Once you have the Project selected, you are able to click on a Task and by using Quick actions, the assignee list will appear and you can assign the task to a vendor.
  
  
• With HP's Vendor Notification you can stay on top of unit turns. Get visibility into projects and work assigned to internal staff vs. external contractors.
• In our Tasks Mobile App, this will show as a V to indicate that the task has been assigned to a vendor.

Quickly reassign work orders

Easily reassign a work order to another vendor for review. Previously assigned vendors lose access to work order information.

Notify Vendor

• As soon as the task is assigned, a Notify Vendor option pops up down here in the left side of the webpage in Manage.
• Select Notify Vendor 

• An email notification model appears and asks the user to confirm the detail that is about to be sent to the assigned vendor.
• If the email address needs to be updated you can do so within this section.
• Within the Additional Instructions for Vendor you are able to add additional information for the vendor.
• Additionally, you are able to see a preview of the work order or the information that's on the task, including the property contact.
• Then click Send Email and this notification should be sent to the vendor.
• This is going to link the vendor to a landing page.
• You can continue to update the task, add photo, and important work order information after initial contact. Any additional information can be accessed by the vendor.
  
  
• If at any point you want to notify while a vendor is assigned. You'll see this in the actions menu. 

• Click on the Task
• Click on the 3 horizontal dots
• Select Notify Vendor
• You are able to make changes to the scheduled date within this section, but you must send the email for the date to saved. 

Filter Task list by those assigned to Vendors

• You can select to filter Tasks by Notified, Accepted, Declined.
• Scroll down to find Vendor Status
• For example, if you would like to view Tasks that have been Accepted, click on Accepted and apply the filter. 
  
  
  You can see all of the tasks that have been accepted below. 
   

View Vendor’s status as indicated by Vendor’s accept or decline

• Vendors can easily review details and confirm acceptance of work.
• Vendors will receive a concise email and landing page for them to review information (photos, location, description, and instructions).
• This is where they can Accept Work or Decline Work
• Once the work order is accepted, the vendor receives another email notification as well as the notifier informing them of the accepted status.
• Within Manage, this should show Vendor Accepted within the Task in HappyCo. 

Automated vendor activity and status

All vendor activity is recorded including notified, vendor accepted, or vendor rejected in Tasks.

If at any point you want to notify while a vendor is assigned. You'll see this in the actions menu. 

• Click on the Task
• Click on the 3 horizontal dots
• Select Notify Vendor
• You are able to make changes to the scheduled date within this section, but you must send the email for the date to saved. 

Report on work orders assigned to vendors

Report how many tasks are completed externally through Insights.