Using Suppliers

 

This article will help you navigate the suppliers you have added to your property on Every.

You can also set up due diligence checks with lists of documents your suppliers must read or supply before being able to begin work on site.

These could be policies, company accounts, insurance details, site information, and more.

Please note to follow the steps shown in this guide, you will need a user level of either Basic, Standard or Admin.

Where can I find my suppliers?

The All Suppliers page gives you a summary of all the suppliers you have access to on Every. To view this summary, go to Business, then Suppliers, and choose the All Suppliers page on the main navigation menu to the left.

The page is separated into three tabs. The 'My Suppliers' tab displays all of the suppliers you have added to your property on Every.

The 'Registered Suppliers Directory' tab shows all suppliers who have registered with Every, which you are able to search and add to activities, issues, and contracts at your property. To add a restored supplier, click the '+' icon alongside it.

The last tab is for the 'Supplier Master List', for suppliers shared across your MAT.

Suppliers will show in the tables below. Click the magnifying glass icons to filter the columns. You can also search across all the tabs using the green 'Search Suppliers' box at the top-right of the page.

How do I ensure my suppliers have provided the right due diligence information?

Suppliers is an excellent way to conduct the necessary due diligence checks on suppliers before engaging with them. This helps to save time, lengthy back-and-forth communication, and above all the safety of everyone on site.

To set up due diligence checks, go to Business, then Suppliers, and choose the Due Diligence page.

Here you will find multiple blue tabs, neatly separating out the different aspects of the due diligence checks your property will need to perform on your suppliers.

My Suppliers

The 'My Suppliers' tab shows you a list of the suppliers you have added to your property. It also shows their registration status and any outstanding documents they need to read or upload.

This tab can be used to send, re-send registration invitations to your suppliers, and reminders about documents requiring their attention.

All Invitations

This tab lists all registration invitations which have been sent to suppliers.

Supplier Document Types

Use the tick boxes on this tab to select the types of documents you need suppliers to provide and upload for review. These could be anything from company accounts to policies and insurance details, all vital parts of your due diligence checks. Once the supplier has registered on the system and added these documents, you will be able to view them within their details on the 'My Suppliers' tab in All Suppliers.

Access To Work Documents

Any documents you want to share with suppliers will show in the blue 'Access To Work Documents' tab. Some examples of this include site maps or access codes. To add an access to work document, click the white 'Add Access To Work Document' button at the top of the page.

This will then prompt you to upload the required document from your computer. You can then mark if it is mandatory for suppliers to read, and give a description of what the document contains.

Supplier Message

You can add a customised message that your suppliers will be sent once they have registered with Every.

How do I add an access to work document?

Just as your suppliers may need to provide you with documents for your due diligence checks, you may also have information you require them to read before they provide goods or services to you. These could be safeguarding policies, site information, COVID-19 procedures, and more.

These can be added to Every and shared using the Add Access to Work Document page.

Find this by going to Business, then Suppliers, and choosing the Add Access to Work Document page on the main navigation bar on the left.

On this page you can select a document to upload from your computer using the 'Choose File' button. You can toggle whether it is mandatory with the 'Require to be Read' checkbox, and add a description to summarise the contents of the document. If 'Require to be Read' is checked, Every asks suppliers to digitally confirm that they have read the document, and allows your organisation to track this on the Due Diligence page.

Use the green 'Import Document' button to upload the document and add it to the 'Access To Work Documents' tab on the Due Diligence page.

Editing or removing an access to work document

To edit or remove an access to work document, go to the 'Access To Work Documents' tab on the Due Diligence page where you can use the pencil icon to make changes, or use the red ‘x’ to remove it.

How do I add documents to a supplier?

As Every contains all the important information you need for your suppliers, you can keep any supplier details up to date without having to search through your emails or paper correspondence. All users with access can then find the accurate information they need in this single point of contact.

To add documents relating to a specific supplier, navigate to Business, then Suppliers, and choose the Due Diligence page. From the blue 'My Suppliers' tab search for the supplier you wish to add a document to, then click the pencil icon to the far right taking you to the 'Manage Supplier' page.

Here, the blue 'Supplier Documents' tab allows you to attach documents to your chosen supplier.

Click the green 'Add Document' button to the right-hand side of the page. This will then prompt you to upload the required document from your device. If required, documents can be selected as private, making the document visible only to your property users. To do this tick the 'Private' checkbox. You can also add a description of the document. Once uploaded the document will be visible within the blue 'Supplier Documents' tab.