Manage supplier contacts and the reason you can email them

A supplier contact is a person at the supplier who sends you documents. Vendarity sends each request to one contact, and each contact sees only the requirements you choose.

How do I add or edit a contact?

1. Open the Contacts tab

   On the supplier's page, choose Contacts. The Supplier contacts card lists the primary contact first, then backups.

2. Add or edit

   Choose Add contact, or Edit contact on an existing one.

3. Enter the details

   Fill in Contact name and Email. Add a Phone in international format, such as +61412345678. Set Contact role to Primary or Backup. Enter a Timezone if the contact works in a different one from your workspace; leave it blank to use yours.

4. Record why you can email them

   In Reason you can email this contact, note where your right to email this person comes from, for example “Supplier contract, clause 8”. Vendarity records the time you saved it.

5. Save

   Choose Save contact. Adding a contact sends nothing.

You can also record the reason when you add the supplier: the Add a supplier dialog has the same field for the first contact.

Why does Vendarity need a reason?

Only contacts with a recorded reason can receive request emails and reminders. Each contact card shows Routine email as Reason recorded, No reason recorded or Paused by contact.

You can also record the reason while preparing a request: if the chosen recipient has none, the request dialog shows Reason you can email this contact and Save reason, and the request you were writing is kept.

What happens when contact details change?

• Changing a contact's email address ends their existing links and clears the reason recorded for the old address. Record a reason for the new address before Vendarity emails it.
• Making another contact the primary ends the previous primary's links and cancels their queued reminders.
• If a contact paused request emails on their request page, the card shows Paused by contact. Recording a reason doesn't lift it; only the contact can resume them. Choose another contact in the meantime.
• A contact can ask Vendarity to remember their browser for 30 days, so the links you send them open there without a code. Changing their email address, removing or erasing them, or ending one of their links ends it.

How do I remove a contact?

Choose Remove contact, tick the box to end their access and cancel queued reminders, then choose Remove contact again. Their access ends immediately, including any browser Vendarity remembered for them. Documents they sent and earlier actions stay in the history. You can remove a contact even while the workspace is read-only.

How do I erase a contact's personal details?

An Owner or Admin can choose Erase personal details on a current or removed contact. Vendarity replaces their name, email address and phone number with a former-contact label. Earlier messages, reviews and decisions stay in the history under that label. Other contacts in the workspace with the same email address are erased too.

Can a supplier suggest another contact?

Yes. A supplier contact can propose a colleague or their insurance broker from their request page. The proposal appears under Delegated contact requests on the Contacts tab. No access is created until your team confirms the person and the exact requirements.