Once you invite a vendor to the Vendor Portal, they’ll receive an email prompting them to access their assigned work orders through the mobile app. This guide walks through exactly what vendors experience—from accepting the invite to managing work orders in the app.
Step 1: Receiving the Invitation
After you send an invite, the vendor will receive an email that:
- Confirms they’ve been invited to view work orders
- Includes a link to Accept the Invitation
- Provides instructions for accessing the mobile app
Step 2: Accepting the Invitation
Vendors must complete this step on their mobile device.
- Open the invitation email
- Tap Accept Invitation
- A new screen will appear with setup instructions
If the NoKey app is already installed:
- The app will automatically open
If the app is not installed:
- The vendor will be prompted to download it
- After installation, they can return to the invite link to continue
Step 3: Logging In
Once the vendor clicks the link, they’ll be automatically logged in. There’s not need to create an account.
If they log out, or the app times out, they can always request a new login link by supplying their email address. As long as it matches the invitation email address, a new login link will be emailed to them.
Step 4: Accessing Work Orders
After logging in, vendors are taken directly to their Work Orders screen.
- This is the only section they can access
- If no work orders are assigned, the screen will be empty
- Assigned work orders will automatically appear in a list
Step 5: Viewing Work Order Details
When a vendor selects a work order, they’ll see all available details based on your configuration.
This may include:
- Work Order Number
- Property and Unit Information
- Description of the Issue
- Assigned Dates
- Any additional fields you’ve enabled
Step 6: Editing Work Orders
If you’ve enabled editable fields, vendors can update information directly.
To make updates:
- Open a work order
- Tap Edit
- Update any available fields
Common Actions Include:
- Adding notes or troubleshooting details
- Entering total hours worked
- Uploading attachments
Step 7: Uploading Photos and Files
If attachments are enabled, vendors can:
- Take photos in real time
- Upload images from their device
- Attach PDFs (estimates, invoices, etc.)
This allows vendors to document their work and share updates instantly.
Step 8: Tracking Time
The Vendor Portal includes a built-in time tracking feature (if used by your team).
How It Works:
- Start – Begins time tracking when work starts
- Pause – Temporarily stops tracking (e.g., leaving the job site)
- Resume – Continues tracking after a pause
- End – Finalizes the time entry
Important Notes:
- Time continues running even if the app is closed
- Once End is selected:
- Time tracking is locked
- No additional time can be added
What Your Team Sees:
Tracked time is reflected on the work order in the Work Order Time Summary widget, including:
- Start Time
- End Time
- Total Time Worked
Step 9: Signing Out
Vendors can log out of the app at any time. When they log back in, they’ll return to their work orders list.
Summary
After being invited, vendors can:
- Accept their invitation via mobile device
- Log in or create an account
- View assigned work orders
- Update details and upload files
- Track time spent on jobs
The experience is designed to be simple and focused—giving vendors access only to the information they need to complete their work.