Vendors
CRM / Vendors — Production view
The Vendors page tracks third-party service providers operating within your buildings. Use it to manage vendor relationships and monitor certificate of insurance (COI) compliance.
Overview
Navigate to HqO Admin > CRM > Vendors. Each vendor entry shows:
| Field | Description |
|---|---|
| Company name | Vendor organization name |
| Website URL | Vendor's website |
| Industry type | Service category |
| COI status | Certificate of insurance status and expiration date |
| Personnel count | Number of vendor employees |
| Status | Active, Expired, or Not yet active |
Vendor status values
| Status | Meaning |
|---|---|
| Active | Vendor is approved and their COI is current |
| Expired | COI has expired and requires renewal |
| Not yet active | Vendor record has been created but is not yet approved |
Add a vendor
- Navigate to HqO Admin > CRM > Vendors.
- Click Add vendor.
- Search for the company by name or add a new record.
- Enter the vendor's website, industry type, and personnel count.
- Enter vendor info: name, industry, website, and a logo (PNG or JPEG, max 2.5 MB), plus contact and billing details.
- Select the buildings the vendor has access to.
- Upload or record COI details including expiration date.
- Click Save.
đź”’ Permission required: Creating vendors requires the Landlord Manager, Landlord Super Admin, or Landlord Security Admin role.
Track COI compliance
The COI status column shows each vendor's current compliance state. Vendors with Expired status need updated insurance documentation before they should be considered active on-site.
⚠️ Note: HqO tracks COI status for your records but does not enforce access control based on vendor status. Your property team is responsible for acting on expired COIs.
Edit a vendor
Click on any vendor name to open their detail record. Update company information, COI documentation, personnel count, or status from the detail view.
FAQ
Can I track multiple vendors across different buildings? Yes. Vendor records can be associated with multiple buildings.
Does HqO automatically notify me when a COI expires? HqO displays the COI expiration date in the vendor record. Set up your own reminders or processes to act on upcoming expirations.
What is the difference between a vendor and a tenant? Tenants are companies that lease space in your building. Vendors are third-party service providers who work in the building but do not hold a lease.