Getting Started as a Vendor

What is Vantage

A quick overview of how the system works and where you fit in.

Vantage is execution software used by sign and print companies to manage the work that happens after a job is sold — scheduling, dispatching, field coordination, and completion tracking.

One of your clients uses Vantage to run their operations. When they assign work to your company, that work appears in your own Vantage workspace. You don't share a login with your client — you have a completely separate workspace where you manage your team, track your assignments, and handle your side of the job.

Your client can see the status of the work they've assigned to you. You can see the event details, documents, and asset information they've shared. Neither side sees the other's internal data.

Accepting Your Invite

How to get set up when a client invites you.

When a client adds you as a vendor in Vantage, you'll receive an email invitation. Here's how to get started.

1. Open the invitation email and click the link to set up your account.
2. Create your login credentials. This gives you access to your own Vantage workspace — separate from your client's.
3. Once you're in, fill out your vendor profile: your company's locations (the areas you cover), the event types you handle (installs, surveys, etc.), and a short bio.
4. Your client can now assign work to your company. Any events they send your way will appear in your workspace.

Your Workspace

What you'll see when you log in.

Your workspace has a left sidebar with links to the main areas you'll use. At the top of every page there's a global search bar, a notifications bell, and a "Get help" button that connects you to Vantage support.

Sidebar Navigation

The key areas for vendors:

Working with Events

Events are the core of your workflow — each one is a job assigned to your company.

What is an event

In Vantage, an "event" isn't a calendar appointment — it's a structured work unit. An install, a survey, a delivery, a revisit. Each event belongs to a project on your client's side, and when they assign it to your company, it appears in your workspace.

How assignment works

When your client assigns an event to your company, here's what happens:

1. The event appears in your workspace with a status of Not assigned. On your client's side, it shows as Assigned — they've handed it to you.
2. You then assign the event to the right person on your team. Pick the team member (or members) who'll be doing the work.
3. Once assigned to your team member, the status moves to Assigned in your workspace. Your team member can see it in their My Tasks and on the Team Schedule.

Event statuses

Events follow a fixed status progression:

These statuses are system-defined and not customisable. After you submit a completion report, your client reviews it. They'll either approve the event (moving it to Completed) or mark it as Not Completed if something needs to be revisited.

Event detail — what you'll see

Clicking an event opens a slide-out panel with seven tabs:

Event types

Events are categorised by type — Install, Survey, Delivery, Production, Revisit, Design, or any custom types your client has configured. The event type determines which default task list is attached.

Viewing your events

The Events page gives you two views:

1. List view — a table showing event title, type, client, people assigned, asset, dates, task progress, and status. Use the search bar and filters to narrow things down.
2. Calendar view — a time-based weekly view with colour-coded event blocks. Navigate by day, week, or month, and select your timezone.

Team Schedule

See who on your team is working where and when.

The Team Schedule is a Gantt-style timeline. Your team members are listed down the left side, and days run across the top. Events appear as colour-coded blocks at the intersection of the assigned person and the day(s) the event spans.

Using the schedule

1. Navigate dates — use the arrows to move forward or back. The double arrows jump a full week. The "Today" button snaps back to the current date.
2. Change the view period — choose between 1 day, 3 days, or 7 days (default) from the dropdown.
3. Set your timezone — the timezone selector ensures all times display correctly for your region.
4. Toggle detail level — switch between Compact mode (minimal info) and Expanded mode (full event details on each block).

Adding events and placeholders

The "+ Add" button on the schedule lets you create a new event directly, or add a Placeholder — a time block that isn't tied to a formal event. Use placeholders for time off, travel days, equipment booking, or other capacity planning.

My Tasks

Your personal to-do list, pulled from across all your events.

My Tasks is a personal dashboard that aggregates everything assigned to you. It has three tabs:

This page is read-only in the sense that you don't create tasks here — tasks come from the task lists attached to events. But it gives you a single view of everything on your plate.

Documents & Photos

Accessing shared files and uploading your own.

What you can see

Your client controls file visibility through their workspace settings. Typically, vendors can see event photos and event documents — but your client's admin can adjust this. Other file categories (project docs, asset docs, client docs) may or may not be visible depending on how your client has configured their visibility settings.

Files in Vantage flow through an inheritance chain — client files, project files, and asset files are all surfaced at the event level. So when you open an event's Docs tab, you may see files from multiple levels that your client has chosen to share.

Uploading files

1. Open the event you want to attach files to.
2. Go to the Docs tab for documents, or the Photos tab for images.
3. Drag and drop files into the upload area, or click the upload button to browse.

Media library

The Media module in your sidebar gives you a broader view of all files across your workspace, organised by client and entity type (events, projects, assets). You can browse the folder tree on the left, view files in the centre panel, and preview them on the right.

Completing Events

How to sign off on finished work.

When the work is done, you submit a completion report. This is how your client knows the job is finished and can review and approve it.

1. Open the event and go to the Completion tab.
2. Select the appropriate completion report template from the dropdown. Your client configures these — different event types may use different templates.
3. Complete any required fields in the report.
4. Capture the installer signature using the on-screen signature pad. You can clear and redo if needed.
5. Click Submit.

After submission, the event status moves to Awaiting Approval. Your client reviews the completion report on their side and either approves it (moving it to Completed) or sends it back.

Logging Issues

Reporting problems that come up during an event.

Things don't always go to plan on site. Vantage has two types of issues you can log against an event:

Incidents

For problems like damaged product, a location that isn't ready, or weather delays.

1. Open the event and go to the Issues tab.
2. Click "+ Add incident".
3. Select the reason (e.g. Damaged Product, Location Not Ready, Weather), add a description, assign a responsible person, and flag whether action is required.
4. The incident will be visible to your client. You can also link incidents across events if the same issue affects multiple jobs.

Shortages

For missing materials or inventory discrepancies. The Inventory tab on each event tracks shipped vs. received quantities — if something's missing, use the "+ Add to shortage" button to log it.

Submitting Invoices

How to invoice your client for completed work.

Creating an invoice

1. Go to Invoices in your sidebar. You'll be on the Sent view — this is where you manage invoices going out to your clients.
2. Create a new invoice and fill in the details: invoice number, invoice date, and due date.
3. Add the events you're invoicing for. Each event becomes a line item with its own cost breakdown — event cost, extras, and total. You can include multiple events on a single invoice.
4. Attach any supporting documents (the actual invoice PDF, receipts, etc.) in the Docs tab on the invoice.
5. When you're ready, submit the invoice. It moves from Draft to In Review on your client's side.

Invoice statuses

Your client may also send an invoice back with one of these statuses:

Invoice detail

Each invoice has three tabs: Info (client, dates, event line items with cost breakdown, activity log), Docs (attached files), and Comments (threaded conversation with your client about this invoice). Use the Comments tab to discuss any queries or changes.

Managing Your Team

Adding your own people to your workspace.

Your Vantage workspace supports your own team. You can invite people so they see the events assigned to them, log time, upload photos, and complete jobs in the field.

User types

Inviting team members

1. Go to Users in your sidebar.
2. Click "Add user".
3. Choose whether they're a Full user or Lite user.
4. Enter their email, assign them to a team (if applicable), and set their permission group.
5. They'll receive an email invitation to join your workspace.

Invited users appear in the Invited tab until they accept. Once active, they show in the Active tab. If someone leaves, you can move them to Deactivated.

Settings & Notifications

Configuring your workspace and staying informed.

Workspace settings

Under Workspace Settings in your sidebar, you can configure:

1. Localisation — set your country, timezone, date format, time format, distance unit, and currency. These defaults apply across your workspace.
2. Sub-visibility — if you subcontract work to other vendors, this controls whether your client can see who you've assigned it to.
3. Custom branding — add your company logo, favicon, login image, and brand colour. These appear on completion report PDFs and your workspace login page.

Notification settings

Click the gear icon in the top-right corner, then go to Notification settings. You can toggle push and email notifications individually for each event type:

Getting Help

Where to go if you get stuck.

The "Get help" button is visible on every page — top right corner. It opens a support widget where you can search help articles, check system status, and send a message directly to the Vantage support team.

If you have questions about a specific event or job, use the Comments tab on that event to communicate directly with your client within Vantage.