Why use vendor onboarding?
Collect information through a consistent vendor-facing flow.
Keep tax documents, payment details, and Startwork connected to the contact.
Use one project link for people with the same requirements.
Track pending email invitations and resend them when needed.
Let vendors manage their own payment requests and documents after onboarding when those features are enabled.
Configure the onboarding link & requirements in Manage Onboarding
Open Contacts at the workspace or project level.
Click the arrow next to the Invite to onboard button > Manage Onboarding button
You should now arrive at the Onboarding panel
Links:
Requirements:
Startwork:
Build your desired Requirements configuration to use and set it at the Links page for the link.
Important note: Whichever Requirement Configuration link appears on the Links page will be set as the default for Payment Request links and the Invite to Onboard button link and email
From here, you can either
A - Copy and paste the link to send to your vendor and adjust the default link for onboarding as needed or Invite by email
Link note: The shareable project link can be sent to multiple people who need the same requirements.
Email note: Email invitations use the same onboarding setup but create tracked entries under Pending Invites.
B - Save the link with requirements set up as the default for the project or workspace and Select the Invite to onboard button on the Contacts page to send the email or link from there
Note: At the bottom of the pop-up from the Invite to onboard button, you can always open Manage Onboarding to adjust the link and requirements.
Project level note: If you are inviting from the project level, the project will be automatically set; when you open onboarding from a project's Contacts page, the project is already selected and cannot be changed in that dialog.
Workspace level note: IIf you are inviting from the workspace level, you will have the option to select a project or keep it to the workspace level only
Configure onboarding requirements
Requirements are reusable presets that control what a vendor must provide.
In the Onboarding dialog, select Requirements.
Select New to create a set, or open an existing set to edit it.
Enter a clear name, such as Crew onboarding.
Under Types, allow Company, Contractor, Employee, or a combination.
Under Payments, turn on Enable payment requests if vendors should be able to request payment themselves from their Home page.
Under Documents, choose the requirements that apply:
Require tax documents adds the tax-document step.
Require invoice for payments requires an invoice when the vendor requests payment.
Require signing to finish onboarding prevents completion until required startwork is signed.
Under Startwork, select the document set the vendor must sign. Create the startwork set first if needed.
Changes to a requirement set save as you make them. Startwork authoring and issuance depend on your workspace's product access and your permissions.
If Require signing to finish onboarding is off, a vendor may complete onboarding before signing. Payment stays blocked until required startwork is complete.
What vendors experience
The secure wizard adapts to the selected requirements and the information already on the vendor's profile. A vendor may be asked to:
Enter their name and email, then verify the email with a one-time code or continue with Google or Apple.
Identify as a Company, Contractor, or Employee.
Complete contact and address information.
Upload required tax documents.
Add bank details.
Sign required startwork.
Upload an invoice and enter a payment request when enabled.
Review and submit the information.
A returning vendor skips steps that are already satisfied. After completion, the vendor can use Go to dashboard to open Home, where available payments and documents are shown.
Manage onboarding activity
Open Contacts, select the menu beside Invite to onboard, then choose Manage onboarding.
From the Links section, you can:
Change the project or requirement set for the active link.
Copy the active link.
Send another tracked email invitation.
Review Pending Invites.
Use Resend invite when that action is available.
Regenerate the link if it should no longer be used.
Regenerating deactivates the current link. Anyone with the old link will lose access, so send the replacement to every pending contact who still needs it.
Completed vendors appear in Contacts with the information collected through the wizard. Open a contact to review their profile and the records connected to them.
Tips for successful onboarding
Create separate requirement sets for crew, contractors, and companies when their document needs differ.
Use project-specific links so vendor records and requests carry the correct production context.
Name requirement sets by purpose, not by one person's name.
Add the reason for the invitation in your email so the recipient knows which production sent it.
Review Pending Invites before sending a second invitation.
Regenerate a link only when you intend to invalidate every copy of the old one.
Frequently asked questions
Can I choose which information is required?
Yes. A requirement set controls allowed contact types, payment requests, tax documents, invoice requirements, signing completion, and startwork.
Can one link onboard several vendors?
Yes. Share the same active link with people who belong to the same project scope and need the same requirement set. Use email invitations when you want each pending invitation tracked by recipient.
Can vendors upload invoices during onboarding?
Invoice collection appears when the issued request or payment flow requires it. Turning on Require invoice for payments requires an invoice for future vendor payment requests. It does not add an invoice to every profile-only onboarding flow.
What happens if a vendor does not sign required startwork?
If Require signing to finish onboarding is on, they cannot complete the wizard. If it is off, they can finish their profile, but payment remains blocked until the required startwork is signed.