Overview

Rosterfy’s Vendor Portal empowers administrators with an intuitive, simplified portal designed to streamline volunteer and user management. Admins can quickly and accurately identify users by leveraging QR code scanning or keyword search functionality, and distribute entitlements such as kits, uniforms, or access credentials tailored to each individual.

The portal is configurable to support barcode scanning, allowing for fast item distribution. This enhances the check-in experience by significantly reducing wait times and administrative burden.

Before distribution can occur, a vendor must first be created.

You can create a username and password for each vendor, which they will use to log in to the portal for bundle distribution.

The URL is shown at the bottom after saving the Vendor.

Creating a Vendor

To create a vendor, follow these steps:

In the admin console, navigate to Users > Rewards & Recognition.
Swap to the Vendor tab, click Create.
Enter the required information, be sure to select Can Distribute Bundles and Can Modify Bundles.
Once complete, click Save.

Updating a Vendor

To update an existing Vendor, follow these simple steps:

In the admin console, navigate to Users > Rewards & Recognition.
Swap to the Vendor tab.
Search for or locate the Vendor you would like to update.
Click More Actions > Update.
Make the required changes to the Vendor, then click Save.

Admins are also able to change the password for the vendor within the update screen.

Logging into Vendor Portal

To log into the Vendor Portal, copy the URL from the bottom of the Vendor update screen, as per the example shown.

Note: The vendor portal URL is unique to your organisation.

Identifying a User

After logging into the Vendor Portal, you are first prompted to search for the applicable user.

This can be done either by Scan QR code or by Manually Enter using a keyword.

Distributing Bundle Items to Users

Once the user is located, the portal displays key information about the distribution status, including the Bundle status, the location from which the bundle will be distributed, and the Distribute button.

The vendor also has the option to Cancel, which returns them to the search screen.

When the Distribute button is selected, a new pop-up opens, taking the vendor to the bundle distribution page, where they can see all items that need to be distributed based on the allocated bundle.

These items are listed under the Ready for Distribution header.

Items can be distributed either by scanning the barcode or by entering the SKU in the search box. Once a valid item is scanned, a confirmation alert appears in the pop-up, indicating success, and the SKU along with relevant information is recorded.

Note: Barcode scanning is not available out of the box with all barcode scanners, please speak with your Client Support Manager to ensure the barcode scanner your organisation uses is compatible.

If an item has a variant, such as a size, the selected variant is also recorded.

The status of the Bundle will be displayed at the top of the screen.

Note: If a vendor has not scanned all of the entitled items and has partially distributed these, they are unable to return or exchange for another size. Vendors are however allowed to continue distributing items in the Ready for Distribution section.

Changes to item-level status require admin intervention.

Already Distributed Items

If a vendor has previously distributed some items, the next time they access the user’s bundle through the vendor portal, these items will appear under the Previously Distributed section of the pop-up.

The Ready for Distribution section will still display items that remain available for distribution.

The bundle itself moves to a partially distributed status, which is identifiable by the status tag on the top right of the pop-up. This is only applicable if there are still pending items in the pop-up that have to be distributed.

Variant Swapping

Vendors have the ability to scan a different variant than the system was expecting the user to take.

The example below is of a user that is usually a medium size for their jacket, however when being allocated their bundle, the size medium jacket was out of stock at this location.

The vendor instead scanned a large jacket, via the vendor portal, and it was able to be marked and updated against the entitled jacket.

All Items Distributed

Once all items have been distributed - the bundle moves to a Distributed status, which is reflected in the vendor portal and within the administrator view.