📌 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.
The Vendor Portal allows vendors to distribute items and bundles to Users by scanning QR codes, or manually searching for accounts. Vendors can also use the portal to process item exchanges, ensuring user records and inventory remain up to date.
💡Tip: A Vendor account must be created first. See the Create and Update a Vendor article for more information.
💡Tip: See the Access the Vendor Portal article for information on how to long into a Vendor account.
IN THIS ARTICLE:
Enable Your Organization Settings
Click Settings > Organization Settings.
Click the Rewards & recognition tab.
Click to turn the Use Default? button off on the Allow vendors to search by quick search fields setting.
Click the dropdown menu next to the setting.
Click Yes.
Click the Save button.
Distribute Bundles and Bundle Items to Volunteers
Distributing bundles and items to volunteers begins with locating their profile. You can quickly bring up a volunteer's account by scanning their QR code with a smartphone or tablet, or by searching for them manually by name. From the volunteer's bundle view, you can manage their distribution in real time by confirming items, adding or removing components, or executing item exchanges.
Scan the User's QR Code
Volunteer QR codes are typically scanned using a mobile device, such as a tablet or smartphone. Once logged into the Vendor Portal:
Tap the Scan QR Code button. The scanner appears:
Scan the Volunteer's QR Code. The bundle information for the Volunteer appears:
Tap the Distribute button. The bundle items appear:
Tap the Distribute all button to distribute all items at once, or tap the checkbox next to each item to select it. You can check off items individually to distribute them partially, or select all items before completing the handover.
Tap the Save button to distribute the selected items. The status of each item distributed is changed to Distributed.
💡Tip: The status of a bundle can be viewed in the Bundles tab. See the Manage Bundles article for more information.
Search For a User
Manual search is typically recommended when working from a laptop or desktop computer to quickly find volunteers and access their details. Once logged into the Vendor Portal:
Click the Search Users button. The search field appears:
Enter the volunteer's name or email address in the search field.
Press Enter, or click the magnifying glass button to search. The matching Volunteer(s) appears:
Click the Select button on the corresponding Volunteer. The Bundles assigned to the Volunteer appear:
Click the Distribute button. The bundle items appear:
Click the Distribute all button to distribute all items at once, or click the checkbox next to each item to select it. You can check off items individually to distribute them partially, or select all items before completing the handover.
Click the Save button to distribute the selected items. The status of each item distributed is changed to Distributed.
💡Tip: The status of a bundle can be viewed in the Bundles tab. See the Manage Bundles article for more information.
Add an Item to a Bundle During Distribution
You can add extra items to a volunteer's distribution as long as the item is currently in stock at your assigned location.
Click the Add Item button. The Item dropdown field appears:
Click the Item dropdown field to select the item you wish to add.
Click the Add Item button. The item is added to the list:
(Optional) Repeat steps 4 and 5 if you wish to add another item.
Click the Save button.
💡Tip: If you distribute an additional item while none of the bundle's original items are handed over, the bundle status remains Packed. Distributing an extra item alone does not mark the bundle as Partially Distributed, since that item was not part of the original request.
Remove an Item From a Bundle When Distributing
You can remove individual items from a volunteer’s bundle at the time of distribution if they are unneeded or requested in error.
Click the checkbox next to the item you wish to remove to enable the delete button.
Click the red Delete button.
💡Tip: If you remove an item in error, click Cancel to restore it.
Click the Save button.
Size Changes, Exchanges, Returns and Cancellations
During the distribution process, you may need to adjust orders due to size changes, exchanges, damaged items, or cancellations. See the table below for quick instructions on how to handle these common scenarios and how each action affects your inventory stock.
Size Change Before Collection
Matching a bundle to a volunteer's preferences is ideal when a volunteer updates their size profile prior to collection. This method automatically swaps out the original item variants for the volunteer's updated sizes in bulk and adjusts inventory counts between the sizes automatically.
Click Users > Rewards & recognition.
Click the Bundles tab.
Click the More Actions menu on the bundle you wish to adjust the sizing for.
Click the Match to User Preferences button. This automatically swaps the original item sizes for the volunteer's updated sizes in bulk and updates inventory counts.
Exchange an Item
When a volunteer receives the wrong size and needs a replacement, marking the item as Exchanged automatically returns it to available stock so the correct size can be added and distributed.
Click Users > Rewards & recognition.
Click the Bundles tab.
Click the More Actions menu on the bundle you wish to exchange an item in.
Click Update/View Items. The Update Bundle screen appears:
Scroll down to the Items section.
Click the Status dropdown on the item you wish to exchange.
Click Exchanged.
Click the Add button to add the item to the bundle that you are exchanging the original item for. The Add item window appears:
Click the Rewards & recognition Item dropdown menu to select an item.
Click the Submit button.
Damaged Items
When an item is damaged and cannot be used, setting its status to Damaged permanently writes it off in the system and prevents it from returning to available inventory. Items can only be marked as Damaged after reaching the Packed or Distributed state.
⚠️ Warning: Once set to Damaged, an item's status is final and cannot be changed.
Click Users > Rewards & recognition.
Click the Bundles tab.
Click the More Actions menu on the bundle you wish to mark an item as damaged.
Click Update/View Items. The Update Bundle screen appears:
Scroll down to the Items section.
Click the Status dropdown on the item you wish to mark as damaged.
Click Damaged.
Volunteer Withdraws or Cancels
If a volunteer withdraws or no longer requires their kit, cancelling the bundle stops fulfillment and automatically returns all undistributed items to available stock.
Click Users > Rewards & recognition.
Click the Bundles tab.
Click the More Actions menu on the bundle you wish to mark as cancelled.
Click Update/View Items. The Update Bundle screen appears:
Click the Status dropdown menu.
Click Cancelled.
Click the Save button.