Set up your company's workspace

A workspace is your company's account in Vendarity. It holds your suppliers, requirements, documents and team. The person who creates it becomes its Owner.

How do I set up a workspace?

1. Open the link in your verification email

   It signs you in. With no workspace yet, Vendarity opens the setup page, headed Set up your company’s workspace.

2. Name the company

   Enter your Company legal name. The Workspace name, which your team sees, follows it; change it if you prefer a shorter name.

3. Confirm your country and identifier

   Check Company country; it starts with the country you chose at sign-up. The identifier field follows the country: EIN in the United States, Business number in Canada, Company registration number in the United Kingdom, ABN in Australia and NZBN in New Zealand.

4. Check the dates, time zone and retention

   The line Dates, time zone and document retention shows the defaults for your country. Open it to pick another Date format or Timezone. The date format changes only how dates and numbers are shown.

5. Choose how long to keep replaced documents

   Pick Keep replaced documents for: 1, 3, 5 or 7 years, with 5 selected at first. The time starts when a document is replaced or its supplier is archived. You can change it later in Settings.

6. Choose whether AI reads your documents

   Let AI read each document and suggest its details (recommended) is ticked. While it is on, each document is sent to Google’s paid Gemini service when it arrives, and a person still checks every detail. Untick it to keep AI off; you can change it later in Settings. See Let AI suggest a document's details.

7. Create the workspace

   Read where your data is stored, tick the box and choose Create workspace. Vendarity then opens Protect your account. so you can set up your authenticator app.

Do I need a business identifier?

Only Australian companies must enter one: an 11-digit ABN. Vendarity checks the number's format, not whether it is registered. For the other four countries the identifier is optional.

Where is my data stored?

The app and its database run on a server in Kuala Lumpur, Malaysia. Uploaded documents are stored, encrypted, in the eastern United States. Your data is not kept only in your own country. The providers are listed on the Subprocessors page.

What does the timezone change?

Vendarity shows dates and times in your workspace timezone. When a supplier contact has no timezone of their own, it also sets the weekday hours when their request emails go out.

What if I stop part-way through?

Sign in again. If you have no workspace yet, Vendarity reopens setup. If you created the workspace but have not set up your authenticator app, it opens Account security first, then your workspace.

If the connection drops after you choose Create workspace, choose it again. The same form returns the workspace it already created instead of making a second one.

Workspaces you already belong to are listed under Your existing workspaces on the setup page, so you can open one instead of creating another.