If you deal with employees of other companies, such as clients, ad agencies, material suppliers, and manufacturing services, you can include them in your projects and make them part of the project team. You can then assign them tasks and monitor their progress through BasicOps. You can learn more about what vendor users can and cannot do, in What can guest users do?
This article includes:
- Creating a Vendor Group
- Adding Vendor users
- Using Vendors
- Adding Vendors to projects
Creating a Vendor Group
Before you can include a vendor in a project team, your BasicOps administrator must create a vendor group. We call it a vendor group, but it can be any company you do business with or a group of external employees you deal with, like a supplier, an ad agency, or even a client. Your BasicOps admin then adds users — who are employees of the vendor — to the vendor group.
Once you've created a vendor group, you can begin adding and managing vendor users.
Adding Vendor users
- Click the Vendors tab at the top.
- Click a vendor group or create a new one.
- Click Add Vendor User. (Image 1)
- Fill out the Vendor user form. (Image 2)
- Click Add or Add and send invitation later. (Image 2)
Here are some things you should notice after adding vendors to your company.
The words you see might be different. By default, all features related to a vendor refer to it as a vendor (not exactly surprising). But your admin can change that word so that it reflects your relationship with the organization. For example, by default when you create a project, you’ll see the option Working with vendor. If you collaborate with an agency, your admin can change the word vendor to agency so that the option is Working with agency. And the word agency replaces vendor throughout BasicOps. Pretty cool, right? It’s a convenience for you, but a challenge for us Help writers: We don’t know what your admin changed that word to. So, we’ll show that option in Help as Working with <vendor>.
Look for purple. Look for purple throughout BasicOps to identify users in your company. There is a purple outline around each vendor's avatar and a purple "vendor" label in each profile tooltip. Hover over the vendor avatar to see a quick user info.
Adding vendors to a project
A project team can include one or more vendors. For example, you might include both a PR agency and an ad agency in a project for a new product launch. You select the people to be included, too — from a single individual to all the employees listed in the vendor group.
Note: Before you can add a vendor and vendor users to a project, your admin must set up the vendor group and assign users to the group.
To add a vendor user when you’re creating a new project:
- Go to Projects and click Add Projects.
- Fill in the New Project form.
- Check off Working with <vendor> and click Next Step. (Image 1)
- Select a vendor group from the next dropdown. (Image 2)
- Select the people to be part of the project. (Image 3)
- Click Create Project.
To add a vendor user to an existing project:
Note: Only project owners can add vendors to the project team.
- Select a project.
- Click Team at the top right corner. (Image 1)
- Click Add Vendor Group button. (Image 2)
- Select a vendor group from the dropdown.
- Click + to begin adding vendors users. (Image 3)
- Click Create Project when you are done.
If vendor users complete their tasks or are no longer needed on a project, you can disable their access to the project. Disabling their access doesn’t remove their information or any tasks, files, or other content they’re associated with. Disabling access simply means that the vendor users can no longer access the project.
To disable a vendor group’s access to a project:
- Select a project.
- Click Team at the top right corner.
- Click Disable vendor Access.
Note: If you want to make sure a vendor user can no longer access BasicOps, deactivate the user in the Admin Settings.