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Vendor Invitation

Vendor Invitation – Create​

Screen Overview​

The Vendor Invitation – Create screen lets authorized users create and send invitations for vendor or contractor visits to a facility. Users define visit details (host, company, service, dates/times), optional messaging, badge floor printing, and whether to include an iCal calendar invite. Multiple facilities and multiple vendor invitations can be added in a single session.

Field Definitions​

Field LabelDefinitionNotes
FacilityFacility where the vendor will visit.Dropdown. Sets the location context for the invitation.
HostPerson within the organization who is hosting the vendor.Lookup field with search icon to find/select a host.
Vendor CompanyThe company name of the visiting vendor.Required (marked with “*”). Dropdown or selectable list.
Vendor ServiceThe service or purpose provided by the vendor.Dropdown (e.g., Support). Used for reporting/notifications.
Vendor EmployeeClassification/selection method for the visiting vendor employee.Options visible: AdHoc, Vendor Employee, Unknown. Selection may influence downstream data capture.
Visit Date/TimeStart date and time of the visit.Required (marked with “*”). Date/time picker.
Expected Departure TimePlanned time the vendor will depart.Required (marked with “*”). Time-only picker for the same visit date.
MessageOptional note included with the invitation.Multiline text. Appears in notifications where configured.
Visitor TypeType of visitor associated with the invitation.Displays Vendor/Contractor. Typically a dropdown; defaults may be tenant-defined.
Include iCal InviteToggles inclusion of a calendar (iCal) invite with notifications.Yes/No switch. Set to No by default in the screenshot.
Facility (Badge Floors)Facility context for floors to print on the visitor badge.Located in the “Floors Printed On Badge” section.
Floors (Badge Floors)Floor numbers to print on the visitor’s badge.Free text; enter floor numbers (e.g., “5, 7, 9”). Located in the “Floors Printed On Badge” section.

Screen Actions and Functions​

  • Save – Saves the invitation(s).
  • Back To List – Returns to the Vendor Invitation list view without saving changes.
  • Back To Filter – Returns to the previous filtered result set.
  • Add Another Facility – Adds another Facility + Floors pair for badge printing.
  • Vendor Invitation (Add) – Adds a new vendor block (e.g., Vendor #2) to include multiple invitations in one operation.
  • Host Search (magnifier) – Opens a lookup dialog to find/select a host.

Usage Instructions & Examples​

  1. Create a single vendor invitation
  1. Select Facility.
  2. Use Host search to choose the host.
  3. Choose Vendor Company and Vendor Service.
  4. Select Vendor Employee option as appropriate.
  5. Set Visit Date/Time (start) and Expected Departure Time.
  6. (Optional) Enter a Message and adjust Visitor Type.
  7. Toggle Include iCal Invite to Yes if you want recipients to receive a calendar invite.
  8. Click Save.
  1. Print specific floors on the visitor badge
  1. In Floors Printed On Badge, confirm the Facility.
  2. Enter Floors to print (e.g., 3, 12).
  3. (Optional) Click Add Another Facility to add floor lists for additional facilities.
  4. Click Save.
  1. Add multiple vendor invitations in one session
  1. Click Vendor Invitation (Add) to create Vendor #2 (and more as needed).
  2. Complete the fields for each vendor block.
  3. Click Save to create all invitations together.

System Behaviors and Edge Cases​

  • Fields marked with “*” are required; Save is blocked until they are completed.
  • Expected Departure Time cannot be earlier than the start time on the selected date; the system will prompt for correction.
  • Include iCal Invite = Yes adds an iCal attachment to invitation notifications (subject to tenant notification settings).
  • Adding multiple facilities under Floors Printed On Badge affects only what is printed on badges; it does not change the invitation Facility at the top of the form.
  • Using Vendor Invitation (Add) creates additional vendor blocks (Vendor #2, #3, etc.); all are saved together.
  • Leaving Floors blank results in no floors printed on the badge for that facility entry.

Permissions​

  • Access typically granted to Tenant Administrators, Reception/Front Desk users, Security Operators, and designated Hosts as configured by the tenant.
  • Create/edit rights required to save invitations.
  • Some tenants may restrict Host lookup to the user’s facility or organization.
  • iCal/notification delivery depends on the user’s notification permissions and tenant email settings.

Linked Workflows​

  • Visitor Check-In: Saved invitations can be used at kiosks or security desks to check in vendor/contractor visitors.
  • Badge Printing: Floor data entered in Floors Printed On Badge prints on the visitor’s badge during check-in.
  • Invitation Management: After saving, manage or track invitations from the Vendor Invitation list (Back To List) or refine searches from the filter page (Back To Filter).

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