Available On: Premium, Professional, Enterprise
Easily collaborate with external vendors and contractors by sharing a public portal link to any work order in UpKeep. This gives them access to update tasks, upload files, and communicate—without needing a full UpKeep login.
How to Share a Work Order with an External Vendor
Create the work order as usual
Go to the Work Orders tab and click + Work Order
Fill in the work order details (title, description, location, etc.)
Under Assigned To, select or add a Vendor
Open the External Portal
After creating the work order, go to the Work Order Details page
Under Primary Assigned, click View External Portal
Toggle the portal ON to generate a public link
Share the portal link
Click Copy Link to share via email or text
Or click Send Link to open a pre-drafted email with the link
The external vendor can access the portal without logging in (they’ll be prompted to enter their name and email once)
What External Vendors Can Do
Once the portal is shared, your external worker or contractor can:
✅ View all work order details (tasks, location, asset, etc.)
✅ Change the work order status (e.g. In Progress, Complete)
✅ Complete tasks from the checklist
✅ Upload files and photos (e.g. quotes, invoices)
✅ Send messages to your team
💡 Messages sent through the portal automatically notify the internal UpKeep user assigned to the work order.
How Updates Are Tracked
Any changes made by either party (you or the vendor) appear in real time. The Messages & Notifications section provides a full activity history for transparency and accountability. This includes:
File uploads
Status changes
Task completion
Messages exchanged
This helps avoid any miscommunication or disputes.
Example Use Case
Let’s say you assign a vendor for a deep cleaning task:
You create the work order and assign the vendor
Toggle on the external portal and send the link
The vendor opens the portal, marks tasks as complete, uploads a quote, and sends you a message
You see updates in real time and close out the work order when the job is done
Important Notes
External workers don’t need a full UpKeep login but will be asked to enter their name and email
If they return using the same device, they’ll stay recognized
Both internal and external users can send updates and upload documents
File types can be categorized (e.g., quote, invoice, photo)