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Sharing Work Orders with External Vendors or Contractors

Learn how to share Work Orders with non-internal users

Updated over 3 weeks ago

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

  1. 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

  2. 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

  3. 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)

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