Add/Manage Stakeholders

What are stakeholders

Stakeholders in Vendorpro are users who have been granted access to view a specific contract — even if they are not the contract owner. This allows for shared visibility across departments or teams without full ownership rights.

Stakeholders can view:

• The full contract
• The contract value
• Associated breaches (if applicable)

They cannot modify or manage the contract in any way.

Who can add or remove stakeholders

Permissions are role-based:

• Contract Owners can add stakeholders to their own contracts.
• Agents can:
  • Remove stakeholders from any contract
  • Add stakeholders only to contracts they own
• Viewers can view the Stakeholders list but cannot add or remove stakeholders.

If a user does not have permission, the "Add stakeholder" button will appear greyed out, and the ... menu will be inactive.

Viewing the stakeholder list

To access the Stakeholders section:

1. Go to the Vendor View for a selected vendor.
2. Click the Stakeholders tab on the left-hand menu.

The Stakeholder list includes the following columns:

• Date Added
• Stakeholder (name of the user with access)
• Contract (name of the contract shared)
• Status (Pending, Active, Revoked)
• Date Revoked (populated only if the stakeholder was removed)
• Actions ( ... ) – visible only to users with permission

The list supports searching and filtering, and shows all stakeholder entries across all contracts for that vendor.

Adding a stakeholder

To add a stakeholder:

1. Click the "Add stakeholder" button (top-right of the screen).
2. A modal will appear asking the user to:
   • Select a contract from the dropdown list.
     • Contracts shown will be those owned by the current user.
     • Archived contracts are shown below active ones in grey.
   • Enter the user's name or email address.
     • If the user is already in Vendorapp, they will be added immediately.
     • If the user is new, an invitation will be sent to their email.
3. Click "Add stakeholder" to submit.

The new stakeholder entry will appear in the list with Pending status until they log in for the first time.

Once logged in, their status changes to Active, and they gain access to the selected contract.

Removing a stakeholder

To remove a stakeholder:

1. Click the ... menu on the relevant row.
2. Select "Remove stakeholder".

The following will happen:

• The status is updated to Revoked
• Date Revoked is filled in
• Access to the contract is immediately removed

Only Contract Owners and Agents can perform this action.

Status definitions

Stakeholder entries will show one of three statuses:

• Pending: The invited stakeholder has not yet logged into Vendorapp.

• Active: The stakeholder has logged in and currently has access to the contract.

• Revoked: Access was removed. Entry remains in the list for recordkeeping.

⚠️ If a stakeholder is removed and then re-added, a new entry is created. This means:

• You may see multiple rows for the same user (e.g., one Active, one Archived).
• This is by design and helps track stakeholder history.

Stakeholder list filtering and behaviour

At the top of the Stakeholder screen, a dropdown filter allows you to view:

• Active
• Pending
• Revoked
• All

The search bar filters results based on the selected view. For example, if Pending is selected, only Pending stakeholders are searched.

The ... menu for each entry is only visible to:

• The contract owner of the listed contract
• Agents

If the logged-in user does not have permission, the menu is greyed out.

Plan limits and permissions

Each Vendorapp plan includes a maximum number of stakeholders per account.

If the stakeholder limit is reached:

• Clicking "Add stakeholder" will display:

  "Plan limit reached, upgrade plan."

Stakeholders must have a Vendorapp user account. If they do not, an invite is triggered automatically during the add flow.