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.
- Upload or record COI details including expiration date.
- Click Save.
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.