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Create and Update a Vendor

Set up external vendor portals to distribute item bundles and track fulfillment using QR codes, manual searches, or barcode scanning.

📌 Note: The screenshots and settings shown in this article may not match what you see in your own platform, as Rosterfy is highly customisable. If you need guidance specific to your setup, please contact our support team.

Vendors give external partners or staff access to a simplified portal dedicated to item distribution. Using unique login credentials, vendors search for Users manually or scan their QR codes to distribute entitlements such as bundles, uniforms, or access credentials. Integrated barcode scanning tracks inventory deductions in real time and speeds up on-site fulfillment.

💡Tip: Locations must be created before assigning them to a vendor. See the Create and Update a Location article for more information.

IN THIS ARTICLE:

Create a Vendor

  1. Click Users > Rewards & recognition.

  2. Click the Vendor tab.

  3. Click the Create button. The Create Vendor screen appears:

  4. Enter a Name for the vendor. The entry pre-populates the Login Username field.

  5. (Optional) Edit the Login Username, if desired.

  6. (Optional) Click to check the Limit Items option to select specific items to restrict what the vendor can distribute.

  7. Click the Location dropdown menu to select a location for the vendor.

    💡Tip: The selected location must match the location assigned to the items being distributed.

  8. (Optional) Click to check the Can Distribute Bundles option to allow the vendor to distribute pre-configured item bundles to Users. The following additional option appears:

    1. (Optional) Can Modify: Allows the vendor to mark bundle items as Not Packed or add available location items to a bundle during distribution.

  9. Enter a password for the vendor's account in the New Password field.

  10. Click the Save button.

📖 Next Steps: See the Access the Vendor Portal article.

Update a Vendor

  1. Click Users > Rewards & recognition.

  2. Click the Vendor tab.

  3. Click the More Actions menu on the vendor you wish to update.

  4. Click Update. The Update Vendor screen appears:

  5. Update the information desired.

Change the Vendor Account Password

When updating a vendor profile, you can also reset the account password.

  1. Click the Change Password button. The Change Password window appears:

  2. Enter a new password.

  3. Click the Submit button.

  4. Click the Save button.

Delete a Vendor

⚠️ Warning: Deleting a vendor is a permanent action and data cannot be restored.

  1. Click Users > Rewards & recognition.

  2. Click the Vendor tab.

  3. Click the More Actions menu on the vendor you wish to delete.

  4. Click Delete. The following window appears:

  5. Click the Yes button.

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