The Provider Portal is a secure way for vendors and contractors to collaborate on work orders in UpKeep. Instead of needing full account access, providers can log in to the portal to view details, update progress, complete checklists, and upload important files like invoices or quotes. This streamlined access ensures your external teams can work efficiently without exposing unnecessary CMMS data.
Accessing the Portal
When you share a work order with a vendor or contractor, they receive an email invitation
The email includes a button to Complete Account Setup
Providers will be prompted to create a password for their UpKeep Provider account before they can take action in the portal
Once their profile is set up, they can log in at any time to manage work orders sent to them
What Providers Can See
Dashboard Summaries
Upon logging into the Provider Portal, top hero summary cards display total open work orders, urgent requests, and current compliance status at a glance.
Profile Page: Personal vs. Business
Navigate to Profile in the Provider Portal.
Use the Personal tab to manage individual user details, contact info, and passwords.
Use the Business tab to manage company details, tax info, and business settings.
What Providers Can Do
1. View Work Order Details
Work order description and details
Attached images and documents
Linked purchase orders
Full location context — location fields now show the parent hierarchy so providers know exactly where to go
2. Track Time
Open any active work order in the Provider Portal.
Click the Time tab.
Click Start Timer when beginning work, and Stop Timer when finished. You can also edit logged time entries directly to ensure accurate billing.
3. Update Status
Providers can change the work order status, which also updates the color indicator in the portal.
4. Complete Checklists
All UpKeep checklist task types are supported, including multi-select and signatures.
5. Upload Files
Providers can upload invoices, quotes, purchase orders, or other files directly to the work order.
Activity and Communication
Providers can upload files, images, and updates directly in the Activity/Chat section of the work order.
All updates sync automatically, appearing in both:
The Provider Portal
Your UpKeep web app under the work order's activity feed
Security and Privacy
Recent security updates strengthen the Provider Portal for all customers:
Access to the portal is scoped to work orders explicitly shared with the provider — providers cannot browse other work orders
Providers must authenticate with a password before taking any action
Portal links are unique per work order assignment
Frequently Asked Questions
Do providers need a full UpKeep account?
No. Providers create a lightweight portal account (username and password only) that gives them access only to work orders shared with them.
Can I edit a vendor's profile without disrupting their portal access?
Yes. Profile editing is now fully re-enabled with safeguards that preserve existing portal connectivity. Edits to a vendor's profile do not revoke or reset their portal links.
How does the location hierarchy display help providers?
Instead of just seeing "Bathroom 1," providers now see the full path (e.g., Bathroom 1 - (LAX / Terminal 1 / Floor 1)), reducing confusion and on-site navigation time.
Can providers be assigned on mobile?
Mobile Shared Work Order with full feature parity for assigning Providers is releasing soon — check back for an update or reach out to your UpKeep account team.
What if a provider loses access to the portal?
Contact your UpKeep administrator to re-share the work order or resend the invitation email.