Sharing Portal Links
Each vendor gets a unique link to their own dashboard in Trackod. This link allows them to view and update orders without needing to create an account or install any software.
How It Works
When you import a purchase order and choose to notify the vendor through Trackod, the system automatically sends an email with a link to the vendor portal. But you can also share this link manually through any channel you prefer.
Vendors do not need to create an account or log in. They simply click the link and they are in. This makes it easy for vendors to participate regardless of their technical comfort level.
Getting the Vendor Portal Link
You can get the vendor portal link in two ways:
During Import
After successfully importing a purchase order, the success screen shows a "Share Vendor Portal Link" section with the link and a "Copy Link" button.
From the Order Details Page
For any existing order, you can find the vendor portal link in the Order Details page. Look for the link sharing option in the vendor information section.
Ways to Share the Link
Choose the method that works best for your vendor relationship:
| Method | When to Use |
|---|---|
| Trackod Email | During import, choose "Send purchase order + tracking link" or "Send tracking link only" |
| Copy the link and paste it in a WhatsApp message to the vendor | |
| SMS | Copy the link and send via text message |
| Phone | Read the link to the vendor, or follow up the call with a message |
| Other | Any channel you normally use to communicate with this vendor |
If you usually communicate with a vendor through WhatsApp, sharing the link there is often more effective than email. The vendor is more likely to see and act on it quickly.
What Vendors See
When a vendor clicks the link, they see their dedicated dashboard with:
- All orders from your company — Not just one order, but every active order you have with them
- Order details — Reference numbers, line items, quantities, delivery addresses
- Status options — Buttons to acknowledge orders, update status, and provide expected dates
- A place for notes — Where they can add comments or updates
The vendor portal is designed to be simple and straightforward. Vendors can understand and use it with minimal explanation.
Best Practices
Send the Link Promptly
Share the vendor portal link as soon as you import the order. The sooner the vendor has access, the sooner they can acknowledge and start updating.
Include Context
When sharing via WhatsApp or SMS, add a brief message explaining what the link is for:
"Hi, this is the Trackod link for PO-2026-0142. Please acknowledge the order and let us know the expected delivery date."
Follow Up if No Response
If a vendor has not accessed the portal after a day or two, follow up. They may have missed the message, or the link may have gone to spam if sent via email.
Use the Same Link for All Orders
The vendor portal link gives access to all orders from your company, not just one. You do not need to send a new link for each order — the same link works for all their orders with you.
Troubleshooting
Vendor says they did not receive the link
If you sent via Trackod email, ask them to check their spam folder. Alternatively, copy the link manually and share it via WhatsApp or SMS.
Vendor cannot access the portal
Ensure you are sharing the complete link. Some messaging apps may truncate long URLs. Try sending the link without any additional text to avoid formatting issues.
Link is not working
If a vendor reports the link is broken, verify you copied the full URL. You can always get a fresh link from the Order Details page.
What's Next
Now that you know how to share portal links, learn what vendors can do once they access their dashboard.
Continue to Vendor Updates to understand how vendors view and update orders.