What is the Contact Register?
This Module houses the profiles, details and analytics regarding Contacts you wish to record in Cotiss for the purposes of;
Managing your Vendors/Suppliers (recording details, tracking certifications, managing activity and performance)
Inviting them to submit a response to your sourcing events (Available to all Customers with the Procurement/Sourcing Module)
Adding them and their tender submission to an evaluation event for scoring (Available to all Customers with the Evaluation Module)
Associating them with the applicable contracts and agreements (Available to all Customers with the Contracts Module)
Creating a new 'Contact' in your register
Creating a new contact can be done in 2 different ways;
This is the best option if you want to import your existing vendor/supplier registry into Cotiss so that they are available for you to add/invite to Procurements, Evaluations and Contracts you create in the system in the future.
This is the best option for when you are inviting or adding a vendor/supplier you have not worked with before and would like to add them to your Contact registry to participate in the Procurement event you are building then and there.
This is available to all Organisations with the Procurement/Sourcing module included in their plan.
How to add a Vendor/Supplier via the Contact Register:
Follow the simple steps below to load in your Vendors/Suppliers within the Contact registry so that they are available to be associated to the different events and contracts you build into your Cotiss account.
Click on the '+ Add Contact' button in the top right corner
Input the following fields:
Company Domain: This is the organisations website URL or, If they don't have a website, then input the email address of your key contact within the organisation
Entity Type: Type of legal entity (Sole trader, limited liability company, etc)
Country: Country in which the Organisation operates
Region: Specific Region in which the Organisation operates (if applicable)
Organisation Name: Name of the legal entity as per online registry
Click 'Continue'
At this stage you will be sent one of two ways:
The system couldn't identify organisations that match the details you have provided so you will be prompted to input their Business License Number (optional) and the Email, Name and Contact number (optional) of your key contact at that organisation so that you can add them to your Contact list manually.
(We recommend reaching out to the Vendor/Supplier or checking your onboarding information for them to ensure you are entering their information correctly if this option applies)The system has identified organisations that match the details you have provided so you will be provided a list of all of these matching organisations.
Once you have found the correct one, hover over the organisation name, click 'View' this will open up a table of existing users in that orgs Cotiss account, if they already have a vendor account with us OR you can click on '+Add user' to add your Key contact for them to be invited to join Cotiss and create a Vendor account.
To confirm and finalise, click 'Add to contacts'.
If you are unsure of the Vendor/Suppliers Organisation details, you can click on the 'Copy invite link' button in the top right and past that magic link into an email and send this off to the Vendor/Supplier so that they can register their own details.
How do I view and manage the Contacts profile?
After the organisation is added, you will be able to view and manage their profile in more detail.
To do so - hover over the Contacts organisation name and click 'View' to open their profile and navigate through the following pages:
Activity:
This page is where you can keep track of the history of communication and meetings with the Contact so that you can keep track of your work with them and map out upcoming tasks/meetings.
Details:
This page is where you can view the Contacts general information (this can be updated by the Contact on their end within their Cotiss account) and add/update any Custom fields you have set up as information your organisation is required to capture regarding about Vendors/Suppliers/Contacts.
Past Work:
This page will display the past work that the Contact has recorded on their end within their Cotiss account.
Certifications:
This page will display the Certifications that the Contact has uploaded on their end within their Cotiss account.
Users:
This page is where you can see the list of Contacts from their organisation how have access to their Cotiss account for the purpose of responding to tenders they are invited to within Cotiss.
If you do not see the name and email address of your key stakeholder at that organisation, you can add/invite them via the following steps;
Click on the '+ Add user' button in the top right
Input their name and applicable contact information
Select the check box for whether you want that user to be sent an email to join Cotiss or not
Click 'Confirm' to finalise.
Contact Status
Each organisation in your Contact list will have a status, that designates its current state:
Unclaimed: Contact has no associated account.
Claimed: Contact has a validated account and entity that has a valid company number.
Pending Claimed: Contact has an account but has no valid entity associated.