Vendor & Contractor Management Module

Smarter Vendor Oversight. Stronger Compliance. Lower EHS Risk.

The EHS Insight Vendor & Contractor Management Module gives organizations a complete, centralized system to manage vendor relationships, track documentation, enforce compliance, and reduce risk across every stage of the vendor lifecycle.

With automated workflows, real-time visibility, and a powerful new External Vendor Portal, teams can work more efficiently—and vendors can stay aligned with your safety and compliance expectations.

This module is built to help organizations:

  • Protect people
  • Reduce administrative burden
  • Strengthen long-term vendor partnerships that support safe, reliable operations.
Vendor & Contractor Management Module
Vendor & Contractor Management Module

Centralized Vendor and Contractor Management

Managing vendors and contractors shouldn’t require scattered spreadsheets, email threads, or endless follow-ups. EHS Insight centralizes everything into one system:

  • Vendor and contractor profiles
  • EHS and compliance documentation
  • Contracts and insurance records
  • Qualification and approval workflows
  • Contact information and communication tracking
  • Risk indicators and performance data

This structure ensures consistency, accuracy, and visibility across your entire vendor ecosystem.

Monitor, Manage, Track and Coordinate

Better oversight leads to better partnerships. With EHS Insight, organizations can manage, nurture, and enhance vendor relationships by:

  • Monitoring EHS risk and qualification status
  • Managing contracts, insurance, and certifications
  • Tracking document approvals and renewals
  • Coordinating subcontractors, transporters, delivery partners, and more

This unified vendor lifecycle approach helps teams maintain stronger compliance, reduce risk exposure, and ensure vendors are always ready for safe and efficient work.

Vendor & Contractor Management Module
Vendor & Contractor Management Module

Ensure Regulatory Compliance with Confidence

Compliance is easier—and more reliable—when documentation is organized and up to date.

EHS Insight helps you maintain alignment with regulatory standards, industry requirements, and internal policies by:

  • Structuring and centralizing all vendor documentation
  • Maintaining clear records and audit-ready files
  • Reducing manual data entry and administrative work
  • Ensuring vendors stay compliant with your expectations

When your vendor documentation is complete and current, your organization stays protected from avoidable penalties, delays, and safety risks.

Automated Vendor Document Expiration Reminders

Document tracking is one of the biggest challenges in vendor management. 

The Vendor & Contractor Management Module solves this by:

  • Configurable automatic reminders
  • 1–3 pre-expiration notifications
  • Recurring post-expiration reminders
  • Expiration-day alerts
  • Direct upload links for fast vendor response
  • A redesigned Vendor Contacts section with opt-in preferences

This automation eliminates manual tracking, reduces administrative burnout, and keeps your vendor documentation current and audit-ready.

Vendor & Contractor Management Module

Introducing the External Vendor & Contractor Portal

A Simpler, Smarter Way for Vendors to Stay Compliant

The new External Vendor Portal transforms how vendors and contractors manage their own documentation. It removes friction, reduces delays, and creates a more collaborative, self-service experience.

Secure One-Time Login Codes

  • Vendors access the portal using single-use email or SMS codes—no account creation or password resets.

Continuous Document Uploads

  • Vendors can upload or update documents any time.
  • Your teams always see the most current and accurate files.

Role-Based Access Controls

  • Track all vendor contacts, while giving portal access only to designated administrators.

In-App Messaging

  • Send messages directly from a Vendor Record.
  • Vendors receive email notifications for requests, updates, and clarifications.
Vendor & Contractor Management Module

Benefits of the Vendor & Contractor Management Module

Improve Accessibility

The Dashboard of the EHS Insight platform.

Improve Accessibility

Manage your entire vendor lifecycle with a single, easy-to-use system.

Upload, store, access, and organize:

  • Insurance documents
  • Contracts
  • Compliance records
  • EHS documentation
  • Forms and certifications

Take proactive action before documents expire and reduce the chance of operational interruptions.

Control Risk More Effectively

Customize the EHS Insight platform for each organization.

Control Risk More Effectively

Use meaningful vendor data to make safer decisions.

Evaluate vendors on criteria such as:

  • Experience Modifier Rate (EMR)
  • Incident history
  • Past safety performance
  • Required documentation completion
  • Overall qualification status

This gives you a complete view of vendor readiness and helps ensure you’re selecting the safest partners for every project.

Increase Team Engagement and Transparency

EHS Insight devices.png-1

Increase Team Engagement and Transparency

Keep your entire organization aligned on vendor requirements and status updates.

Teams gain visibility into:

  • Vendor requests
  • Document submissions and approvals
  • Communication logs
  • Risk metrics
  • Expired or missing documentation

With clear workflow transparency, vendors stay accountable and your team stays informed.

The Dashboard of the EHS Insight platform.

Improve Accessibility

Manage your entire vendor lifecycle with a single, easy-to-use system.

Upload, store, access, and organize:

  • Insurance documents
  • Contracts
  • Compliance records
  • EHS documentation
  • Forms and certifications

Take proactive action before documents expire and reduce the chance of operational interruptions.

Customize the EHS Insight platform for each organization.

Control Risk More Effectively

Use meaningful vendor data to make safer decisions.

Evaluate vendors on criteria such as:

  • Experience Modifier Rate (EMR)
  • Incident history
  • Past safety performance
  • Required documentation completion
  • Overall qualification status

This gives you a complete view of vendor readiness and helps ensure you’re selecting the safest partners for every project.

EHS Insight devices.png-1

Increase Team Engagement and Transparency

Keep your entire organization aligned on vendor requirements and status updates.

Teams gain visibility into:

  • Vendor requests
  • Document submissions and approvals
  • Communication logs
  • Risk metrics
  • Expired or missing documentation

With clear workflow transparency, vendors stay accountable and your team stays informed.

A More Connected, Compliant, and Collaborative Vendor Ecosystem

The Vendor & Contractor Management Module gives organizations a complete, modern solution for managing vendor documentation, engaging vendors in compliance, and controlling risk across the entire lifecycle.

With automated reminders, centralized records, and a powerful new External Vendor Portal, teams can work faster, vendors can stay aligned, and organizations can maintain the highest levels of safety, compliance, and operational efficiency.

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