The Supplier Portal (as a Property Manager)

Overview

The Supplier Portal lets a supplier sign in to Keyhook and work the jobs you send them from there. You decide which of your suppliers get it, from the Supplier Portal section of their supplier page.

What the portal changes covers what a supplier on it can do, and what happens for one who is not.

Give a supplier access emails them a link to join.

Check who is connected reads the status on any supplier.

Resend, cancel or revoke access changes your mind at any point.

How a job runs on the portal follows one job from the moment you send it to the invoice.

Chat and who hears what covers the messaging and the emails that go out.

What the portal changes

A supplier you have connected signs in to Keyhook and works from their own job list. In it they can:

  • See every job and quote request you send them, alongside the jobs from any other agency they work with on Keyhook.
  • Accept a job, book in a date, send a quote and upload proof of work photos.
  • Mark a job complete for you to close off.
  • Upload their invoice.
  • Chat with you about a job, and with the tenant where the request is set to keep the tenant informed.

A supplier who is not on the portal loses nothing. They still work from the Link for supplier on the job, which opens the job page with no Keyhook sign in, and they still reply to you by phone or email.

Note: Your own side of the job is the same either way. You raise maintenance requests, request quotes and send work orders the same way for every supplier, whether or not they are on the portal.

Give a supplier access
1
Open the supplier
From the left menu, open the Maintenance menu → Suppliers, click the supplier, then scroll to Supplier Portal.
2
Send the invite
Click Invite to Portal. The Invite to Supplier Portal window opens with the supplier's primary email filled in. Change the Email if the portal should go to someone else at the company, then click Send Invite.
3
Wait for them to accept
The section shows Invite sent to that address, with the date. Once they accept it shows Connected, with the date their access started.

Note: Your supplier does not need a Keyhook account before you invite them. They set one up from the invite email if they do not have one. Changing the Email in the invite window only changes where the invite is sent, not the contact details on their supplier record.

Check who is connected

From the left menu, open the Maintenance menu → Suppliers, click a supplier and scroll to Supplier Portal. It shows one of three things:

  • Not invited, so no invite has gone out to them.
  • Invite sent to an address, with the date it went, so one is waiting to be accepted.
  • Connected, with the date their access started, so they are using the portal.
Resend, cancel or revoke access

All three live in the same place. From the left menu, open the Maintenance menu → Suppliers, click the supplier and scroll to Supplier Portal.

1
Send an invite again
Click Resend Invite. It goes to the same address.
2
Cancel one that has not been accepted
Click Cancel Invite, then Cancel invite to confirm. The link you already sent stops working.
3
Take access away
Click Revoke Access, read the warning and click Revoke. The supplier immediately loses access to your jobs, quotes and invoices.

Note: Revoking leaves the supplier record and all of their job history as they are, and you can invite them again whenever you want.

How a job runs on the portal
1
You send the job
Raise the maintenance request and send it to the supplier the way you always do, from the request's Actions button → Send to supplier. It lands in their job list.
2
They quote, if you asked for one
Their quote comes back to the request's Quotes tab, where you accept it or send it for owner approval first, exactly as you would a quote that arrived any other way.
3
They accept and book a date
The supplier accepts the job and sets the date they will be on site. The property owner and the tenants are emailed that date, so you are not the one passing it on.
4
They do the work and mark it complete
The supplier uploads their proof of work photos against the job and marks it complete. You are notified. The request stays open until you close it off yourself.
5
They send their invoice
The supplier uploads their invoice against the job, so it arrives with the job already attached and nobody has to work out which property it belongs to.

Note: A supplier marking a job complete is them telling you the work is done. It does not close the maintenance request, so the last word stays yours.

Chat and who hears what

Messages sit on the job rather than in anyone's inbox, so the history stays with the work:

  • You and the supplier chat on the job itself.
  • Where you have set the request to keep the tenant informed, the supplier and the tenant can chat too, which is usually the quickest way to sort out access.
  • The owner and the tenants are emailed when the supplier books in a date.
  • On a request you have set to keep them updated, the owner and the tenant also hear when its status changes.

Note: An owner cannot start a chat with a supplier. Anything an owner wants to raise comes through you.

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