Efficient Service Management with the Suppliers Module
When managing cleanings, maintenance, or any external service, having well-organized data is key. With the suppliers section, you can centralize all the information, automatically assign tasks, and set up payments without wasting time on manual processes. This way, you can focus on what's important: ensuring each service is completed on time and with quality.
To centralize and automate all these tasks, you have the Suppliers module.
What is the Suppliers Module?
The suppliers module allows you to add and manage external companies (like cleaning companies) or individuals directly employed by your company who handle cleanings, maintenance, or other services.
In addition to organizing information, the suppliers module offers practical advantages:
Save time on daily management.
Automatically assign tasks as soon as a booking comes in.
Notify suppliers about new tasks, changes, or cancellations.
Set up automatic payments for completed services.
How to Create a Supplier
Let's see how to register a supplier and start working with them in the system.
Step by Step: Setting Up the Supplier Profile
Step by Step: Setting Up the Supplier Profile
Access the "Suppliers" menu and select "List."
Click on "New":
Complete the profile with the following information:
Supplier's Name.
Supplier's Language.
Internal Notes (private notes).
Fill in the contact details and include, if necessary, the supplier's address, identity documentation, and banking information.
If you wish, you can also enable access to the "Suppliers Intranet":
Check the corresponding box.
Enter the email address.
Select permissions.
Send the credentials to the supplier to set up their password.
Click "Save."
How to Assign Services to a Supplier
Once the supplier is created, you can link them to the services they will manage.
Step by Step: Assigning Services
Step by Step: Assigning Services
Once the supplier is created, you can link them to the services they will manage:
In the supplier's profile, select "Assign."
A side panel with the list of available services will open.
Choose the service and confirm.
Attention to Details
If the service was already assigned to another person, the system will notify you before updating.
New bookings will be automatically assigned to the new person in charge.
Previous bookings will retain the original person in charge; if you need to change them, you must do so manually from the Operations list.
Only accommodations with default services will be affected; personalized services do not change.
Best Practices
To get the most out of this tool, apply these recommendations:
Before assigning a supplier, ensure all their contact and banking details are complete.
Centralize all relevant documentation (contracts, licenses, etc.) in the supplier's profile.
Use the intranet to facilitate communication and task tracking.
Properly setting up your suppliers allows you to save time, automate tasks, and ensure each service is carried out smoothly. Once set up, review which services are assigned and activate the intranet to improve communication.
Frequently Asked Questions
Can I automatically notify a supplier when a task is assigned to them?
Can I automatically notify a supplier when a task is assigned to them?
Yes. The system sends automatic notifications when a task is created, modified, or canceled.
What happens if I change the person in charge of an already assigned service?
What happens if I change the person in charge of an already assigned service?
New bookings will be assigned to the new supplier. Previous ones will keep the original person in charge unless you modify them manually.
Can I automatically pay my suppliers?
Can I automatically pay my suppliers?
Yes, you can set up automatic payments for completed services or generate manual payments for specific cases (this is internal information, payments will be made externally by the agency).
What is the difference between default and personalized services?
What is the difference between default and personalized services?
Changes in responsibility only affect accommodations with default services. Personalized ones are not modified.
How does a supplier access their intranet?
How does a supplier access their intranet?
You must check the access box, add their email, and send the connection details. The supplier will receive an email to create their password.