Vendor Updates
When vendors access their portal, they can view order details and update the status directly. These updates flow into Trackod automatically, keeping your records current without manual data entry.
What Vendors Can Do
Through the vendor portal, vendors can:
| Action | What It Does |
|---|---|
| View orders | See all active orders from your company with full details |
| Acknowledge orders | Confirm they received the order and will fulfill it |
| Update status | Change the order status as it progresses (Preparing, Dispatched, etc.) |
| Provide expected dates | Enter when they expect to deliver the order |
| Add notes | Leave comments or updates about the order |
When a vendor makes any update through their portal, it appears in Trackod immediately. You do not need to ask for updates and enter them manually — the information flows directly into the system.
How Updates Appear in Trackod
When a vendor updates an order through their portal, you will see:
Status Changes
The order's status badge updates automatically. For example, when a vendor acknowledges an order, it moves from "Notified" to "Acknowledged".
Activity Timeline
Every vendor action is recorded in the Activity Timeline with a timestamp. You can see exactly when the vendor acknowledged, when they updated the status, and any notes they added.
Expected Date Updates
If a vendor provides or changes the expected delivery date, this appears on the order and helps you track upcoming deliveries.
The Vendor Portal Experience
From the vendor's perspective, the portal is designed to be simple and straightforward.
All Orders in One Place
When a vendor clicks their portal link, they see a list of all active orders from your company — not just the most recent one. This gives them a complete view of their commitments to you.
Easy Status Updates
Vendors can update order status with just a few clicks:
No Login Required
Vendors do not need to create an account or remember a password. The portal link gives them access directly. This removes friction and makes it more likely vendors will actually use the system.
Status Flow
Here is how orders typically progress through vendor updates:
| Vendor Action | Order Status Becomes | What It Means |
|---|---|---|
| Acknowledges order | Acknowledged | Vendor confirms they will fulfill the order |
| Starts preparing | Preparing | Order is being processed or manufactured |
| Ships the order | Dispatched | Order is on its way to delivery location |
| Confirms delivery | Delivered | Order has been received |
You can also update status manually if you learn about changes through a phone call or message. But when vendors update through the portal, it saves you time and ensures accuracy.
Monitoring Vendor Activity
You can monitor whether vendors are engaging with their portal by checking:
The Activity Timeline
Each order's Activity Timeline shows when the vendor last interacted. Look for entries like "Vendor acknowledged" or "Status updated by vendor".
The Action Queue
If a vendor has not acknowledged an order, it will appear in the Pending Response category of your Action Queue. This alerts you to follow up.
Last Activity Date
The Orders page shows the last activity date for each order. If there has been no activity for several days, the order may appear in the Stale category.
Encouraging Vendors to Use the Portal
Some vendors may be hesitant to use new technology. Here are tips to encourage adoption:
Explain the Benefit
Let vendors know that updating through the portal saves them time too — they do not need to send separate emails or messages with status updates.
Show How Simple It Is
The portal is designed to be easy. A vendor can update an order in under 30 seconds. Walk them through it once, and they will see how straightforward it is.
Be Patient
Some vendors will adopt quickly; others may take time. Continue to share the portal link and explain its benefits. Over time, most vendors will see the value.
Use Their Preferred Channel
If a vendor prefers WhatsApp over email, share the portal link via WhatsApp. Meeting vendors where they already are increases the chances they will engage.
When Vendors Don't Update
Sometimes vendors will not update orders through the portal. In these cases:
- Follow up manually — Call or message the vendor to get updates
- Update status yourself — Enter the information in Trackod based on what you learned
- Add notes — Record the conversation so your team knows the current status
Even if a vendor does not use the portal, you can maintain a complete record by updating orders manually after phone calls or messages.
What's Next
You now understand how the vendor portal works and how vendor updates appear in Trackod. If you have questions about using Trackod, check out our FAQs.
Continue to FAQs for answers to common questions.