Available On: Premium, Professional, Enterprise
Overview
Vendors is now Providers & Network. Your external specialists now live in a unified home alongside full work order history, compliance tracking, and built-in chat. With our latest updates, you can easily filter providers using an advanced filter modal, view cleanly separated CMMS vs. provider-supplied details, assign work orders using a standardized, preferred-first assignee picker, and toggle compliance settings per provider to hide compliance status when not required.
Note: Providers and Customers are reference records used for assignments and tracking — they do not require paid user seats in your UpKeep account.
Key Capabilities
My Providers Tab: A comprehensive directory of your external partners, now featuring a highly customizable filter modal and applied-filter lozenges for rapid triage.
Preferred Providers: Star indicators on provider cards and a platform-wide "preferred-first" sorting priority help you quickly assign the right specialist every time.
Split Profile View: Clean, dedicated tabs separating your internal CMMS-supplied details from the provider-supplied portal information.
Per-Provider Compliance Toggle: Enable or disable compliance requirements per provider to hide compliance status and reduce workspace noise when not needed.
Provider Profile Page: One unified hub containing full work order history, built-in Chat for direct communication, and a compliance center.
How to Add a Provider
Providers include external contractors, suppliers, and service specialists. Manufacturers can also be added as Providers — once added, they appear in the Manufacturer field when managing assets. You can add them via the Providers tab or inline while editing assets.
Option 1: Add a Provider via the Providers Tab
Navigate to the Providers tab.
Click Create Provider in the top right.
Fill out the provider's information (contact details, location, additional information).
Click Create Provider. The new provider appears in your My Providers list.
Option 2: Add a Provider Inline (Inline Provider Creation)
Navigate to any asset and click Edit (or click Create Asset).
Scroll to the Manufacturer field.
Type the name of the new Provider or Manufacturer directly into the field.
Click the dropdown option to create the new Provider directly. This adds them to your global Providers database without breaking your current workflow.
Managing Providers with Advanced Filters
To find the right specialist quickly, you can use the advanced filter modal on the My Providers page:
On the My Providers page, click the filter icon to open the filter modal.
Select your filter criteria:
Is Location Based — filter by physical service areas
Preferred — filter to only show starred/preferred partners
Type — filter by provider category or industry
Compliance Health — filter by compliance status (e.g. compliant, expiring, or non-compliant)
Click Apply Filters. Active filters will display as applied lozenges at the top of the list, which you can click to remove individually.
Using the Provider Profile Page & Split View
Each provider has a detailed profile page consolidating all communications and work history. To streamline navigation, the provider profile page is split into two dedicated sections:
CMMS-Supplied Info: Internal details, notes, and records entered and managed by your organization's admins.
Provider-Supplied Info: Profile data, contact information, and business details maintained directly by the provider through their portal account.
In addition, the profile page includes the following core tabs:
Work Orders — Full activity history and assignment history with this provider.
Chat — Built-in messaging to align on availability, quotes, permits, and work order specifics.
Compliance — Review, approve, or reject compliance requirements. You can toggle compliance requirements on or off for each provider individually. When compliance is toggled off (or if there are no document requirements), the compliance status is hidden entirely to reduce clutter.
How to Edit Providers
Select the desired Provider and click View Profile.
Click Edit.
Make your changes under the CMMS-Supplied Info tab.
Click Save Changes
Best Practices
Star your preferred partners. Flag your go-to vendors using star badges so coordinators can find and select them instantly in standard dropdowns platform-wide.
Use filters to check coverage. Filter your provider list by Compliance Health and Location Based settings to identify regional gaps or lapsed certifications before dispatching work.
Toggle off compliance for non-regulated partners. Turn off compliance requirements for basic suppliers or partners who don't need certifications, keeping your compliance dashboard focused and clean.
Create inline to save time. Use Inline Provider Creation during asset updates so you don't break your data entry flow when cataloging a new manufacturer.
Utilize the Split Layout. Rely on the Split View on the provider profile to distinguish what your team entered versus what the provider self-reported.
Frequently Asked Questions
What happened to the Vendors tab?
Vendors has been renamed and expanded into Providers & Network. Your existing vendor list is now My Providers, with the same records plus advanced filters, split profile pages, and standardized dropdowns.
How do Preferred Provider stars work?
You can click the star indicator on a provider's card or list entry to mark them as a Preferred Provider. A star badge displays on your My Providers list, and these providers will always sort first in assignee dropdowns platform-wide.
Why are there two sections on the provider profile page?
The profile view is split into CMMS-supplied (your internal data) and Provider-supplied (their own business details) info to give you full context on who manages which pieces of information.
How do I hide compliance status for a provider?
You can toggle compliance on or off for each provider individually from their profile settings. When disabled, the compliance status is completely hidden to minimize visual clutter.
Where does the preferred-first sorting apply?
It applies platform-wide across all vendor and manufacturer dropdown pickers, including those found on Assets, Parts, and Purchase Orders, in addition to Work Orders.