Providing Compliance Documents

  • Updated

As a Vendor Admin, this article provides the steps to upload and link required compliance documents, like Public Liability Insurance, to the Supplier Lists your organisation manages. This ensures your organisation meets the compliance requirements set by the List Owner.  

Prerequisites

  • Role: You must be the Vendor Admin for your organisation's Supplier List.
  • Permissions: Only the Vendor Admin can provide and link compliance documents to the Supplier List. Colleagues on the list cannot perform this action.
  • Data: You must have the compliance document (PDF or JPG) ready for upload.

Submitting a Compliance Requirement (First Time)

If this is the first time you are submitting a compliance document, you must upload it directly against the required list. 

  1. Access the Supplier lists you manage page under Admin Tools.
     


     

    • Note: If there is an outstanding requirement, you can also access this page by clicking the Update compliance details link in the Critical Task section on your homepage. This is only available to the Vendor Admin.

       
  2. On the Supplier lists you manage page, click the red Update button under the Required Compliances column.

      
  3. On the next page, you will see a list of all required compliance items. 
    • Tip: Hover over the speech bubble next to an item to see any comments from the List Owner, such as a minimum coverage value. 
  4. On the right-hand side, click the Click here to create a new one link under the required compliance item.

     
  5. Fill out the necessary details in the relevant fields according to your insurance or document. 
    • The Name this master item field is for your internal identification only.
    • The Insurance/accreditation type field is locked to the required type and cannot be changed.

       
  6. Click the Continue button. 
  7. On the next page, click Click to select... and select the document (PDF or JPG) from your computer to upload it.
     
  8. You will be returned to the list of compliance requirements where the item will show as uploaded and linked to your profile on the list.
     

After submitting, the item is Pending Approval by the List Owner. You will be notified via email if your submission is declined, but you will not be notified if it is approved.

 

Managing and Linking Existing Compliance Items

Once you've uploaded at least one compliance requirement, you can manage a Master List of Compliance Items to add, view, edit, or delete existing items, and link the same document to multiple Supplier Lists. 

Accessing and Adding to the Master List

You can access your master list by clicking the Edit master compliance items link under Admin Tools.

 

  1. Click the Add new button to create a new compliance item. 
  2. Fill out the necessary details. Ensure the Insurance/accreditation type you select matches the compliance requirement you want to link this document to (e.g., select Public Liability insurance type for a Public Liability requirement). 
  3. Click the Continue button. 
  4. On the next page, click the Click to select... button and select the document (PDF or JPG) from your computer. 
  5. Click Continue to finish creating this compliance item. 

Linking a Master Compliance Item to a Supplier List

Once an item is on your master list, you can link it to any relevant Preferred Supplier Lists you manage:

  1. Select Supplier lists you manage under the Admin Tools menu. 
  2. Click the red Update button under the Required Compliances column, next to the relevant Supplier List. 
  3. For each required compliance item, any matching items from your master list will be displayed. Click the link button next to the compliance item(s) you want to link to the list.

     
  4. Once linked, it is sent to the List Owners for review. 

Editing a Master Compliance Item

  1.  Click the Edit master compliance items link under the Admin Tools menu (available in the top menu bar or on the homepage's left-side menu). 
  2. On the Master List of Compliance Items: 
    • Tip: Hover over the item name on the left to view insurance details (e.g., Issued By, Policy/Doc no).
    • Check: Under the 'Linked to S'plr lists' column, you can see which supplier lists the item is currently linked to. 
  3. Click the edit button on the far right of the item row.


  4. You will be taken to a page to modify the item's details (e.g., policy number, expiry date). 
  5. Click the Continue button. 
  6.  If necessary (e.g., due to expiration), the next page will prompt you to upload the new certificate:
    • Click the Click to select... button and choose the updated document (PDF or JPG) from your computer. 
  7. Click Continue to save the changes to the master compliance item.

Limits & Notes

  • If a compliance item is linked to at least one Supplier List, it cannot be deleted from the master list. 
  • If the compliance is not required by the organisation, the requirement needs to be removed by the List Owner.

What's Next / Related

  • Required Updates to Compliance Items: You may be notified that an update is needed if the item is due to expire, if your submission was declined, or if the document was uploaded but not linked to the relevant Supplier List. You can upload new information by editing the master compliance item. 
  • Questions about requirements: If you have questions about the specific requirement on a list, contact the List Owner.