Features
The vendor directory
The trades an association uses, how their records are kept and audited, what the insurance badge means, and why the board can look but not edit.
One record per trade the association uses: who they are, how to reach them, what they do, and how they are paid.
- Name, and the categories of work they cover.
- Contacts: a name, an email address and a phone number for each.
- Where payment is remitted, and by what method.
- Whether a W-9 is on file, and when their insurance certificate expires.
- A preferred rank, and free-text notes.
- A status: active, or inactive.
| What | Who can | Route |
|---|---|---|
| Read the directory and any vendor record | OperatorManagerBoardResident | GET /manage/vendors, GET /manage/vendors/{id} |
| Add a vendor | OperatorManagerBoard | POST /manage/vendors |
| Edit a vendor | OperatorManagerBoard | POST /manage/vendors/{id} |
| Make a vendor inactive, or active again | OperatorManagerBoard | POST /manage/vendors/{id}/status |
The split is not arbitrary. A vendor record says where money leaves the association, and this service treats that as a management action rather than a governance one, consistently with refusing the board on payment approval elsewhere. Being narrower than the eventual product is recoverable. Being wider is a mistake nobody notices until it has happened.
The page never offers a control it would then refuse
A board member sees the directory without edit controls, rather than seeing buttons that return an error. If you can see a button here, your role can use it.
| Badge | Means | Note |
|---|---|---|
| Unknown | No certificate expiry date has been recorded for this vendor. | This is not "covered" and it is not "expired". Nobody has told the service anything. |
| Current | Today is on or before the recorded expiry date. | The expiry date itself still counts as current. |
| Expired | Today is past the recorded expiry date. | There is no grace period. The day after expiry, the badge says expired. |
Unknown is the one to watch
An unknown badge is the most common one on a fresh association, and it is the easiest to read as "fine". It means the association has not recorded a certificate, not that the vendor has none.
A vendor record has fields that point at a W-9 and a certificate of insurance, and there is no way to upload either. That is on purpose rather than unfinished: a W-9 carries a taxpayer identification number, and storing one before document intake, extraction limits and retention all exist would create exactly the sort of unretained personal data those controls are for.
Keep the paperwork wherever the association keeps it today, and record the insurance expiry date in the vendor record so the badge is accurate.
Making a vendor inactive keeps the record. Nothing is deleted, because a work order and an invoice from last year still name that vendor and a hard delete would leave both pointing at nothing. An inactive vendor can be made active again.
Each write to a vendor record produces an audit entry: what changed, who changed it, and when. Entries are numbered in order and claimed one at a time, so two people editing the same vendor at the same moment produces one success and one refusal rather than one change quietly overwriting the other.
If you see a refusal saying the record changed underneath you, reload the page and make your edit again. Nothing was lost.
Still stuck?
That is a fair place to be, and it is usually faster to ask than to keep reading. Your association's management office can tell you whether what you are hitting is a permission, a setup step or a fault. Say what you were trying to do and what the screen said. If it needs changing at the service level, they will bring Vara in.