---
title: Vendors Overview
description: Learn how to manage vendor records in The Guard—create profiles, upload agreements, send questionnaires, monitor exclusion matches, and export reports for third-party compliance tracking.
---

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# Vendors Overview

 

The **Vendor Module** enables organizations to efficiently manage vendors, store documentation, track approval statuses, and monitor exclusion match results.

 

![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/MaonYMkZuSKZQCVKnR1JF9JIxP0dSSZfcA.png)

 

**TABLE OF CONTENTS**

- [Creating a Vendor Profile](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001269009#Vendor-Profile)
- [Bulk Importing Vendors](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001269009#Bulk-Import)
- [Vendor Profile Overview](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001269009#Vendor-Profile-Overview)
- [Uploading a New Agreement](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001269009#Uploading)
- [Sending a Vendor Questionnaire](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001269009#Questionnaire)
- [Exporting Vendor Reports](https://knowledge.compliancygroup.com/home/a/solutions/articles/48001269009#Exporting)

When vendors are added to the module, they appear in a comprehensive list that displays key details, including:

- **Vendor Name**
- **Type**
- **Approval Status**
- **Location**
- **Exclusion Status**
- **Agreements**
- **Questionnaires**
- **Last Updated Date**

An ellipsis button (**⋮**) on the right-hand side of each vendor entry provides options to:

- **Edit**
- **Approve**
- **Decline**
- **Deactivate**

Users can switch between **Active** and **Inactive Vendors** using tabs at the top. Filters can be applied to sort vendors by:

- **Agreement Type**
- **Location**
- **Approval Status**
- **Vendor Type**

![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/vG1zdCb8gW5Lw8Jwm0ThDgBiRftfT1FuRg.png)

 

**Creating a Vendor Profile**

 

To create a new vendor profile:

1. Navigate to the **Vendors** section.
2. Click **+ New Vendor**.
3. Complete the required fields: **Profile** 
     - **Name** – Enter the vendor's name
     - **Type** – Select from the dropdown
     - **Web Address** – Enter the vendor's website (optional)
     - **NPI** – Enter the NPI number if applicable
     - **Address, City, State, Zip Code, Country** – Enter the full vendor address
   **Risk Profile** 
     - **Agreement Level Requirements** – Check all that apply: Business Associates Agreement, Confidentiality Agreement, Master Service Agreement, or Other Underlying Contract
     - **Data Access Level** – Select Yes or No from the dropdown
     - **Specify Data Access** – Check all applicable data types: Financial Data, PHI (EPHI), Employee Data, Confidential Data, PII, or Source Code
     - **Business Impact** – Select from the dropdown ( Low, Moderate, High, Critical)
   **Vendor Point of Contact** 
     - **First Name** and **Last Name**
     - **Email** and **Phone Number**
     - **Type** – Select the contact type from the dropdown ( Administrative, Billing, Compliance/Legal, Technical, Procurement, Other)
     - Check **Set as Primary** if this is the primary contact
     - Use the **+** button to add additional contacts if needed
   **Sidebar Options** 
     - **Status** – Set to Active or Inactive
     - **Vendor Approval** – Select from the dropdown (e.g., Approved, Under Review, Declined)
     - **Owner** – Search and assign the team member who will be the owner by name or email
     - **Locations** – Select All Locations or a specific site
4. Click **Create Vendor**.

![Screenshot 2026-04-20 at 10.22.33 AM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-04-20%20at%2010.22.33%20AM.png?width=670&height=473&name=Screenshot%202026-04-20%20at%2010.22.33%20AM.png)

**Bulk Importing Vendors:**

Vendors can also be added in bulk using the provided spreadsheet template.

### ![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/TssjJGGZDiO0bRIEqOV4fc7bjtTINWCcOA.png)To Download the Template:

1. Navigate to the **Vendors** module.
2. Select **Import** in the upper-right corner.
3. Click **Download Template**.
4. Fill in the necessary fields in the spreadsheet.

### To Upload the Template:

1. Return to the **Import** section.
2. Click **Choose Spreadsheet**.
3. Upload the completed file.

Once uploaded, new vendors will appear in the **Active Vendor List**.

**Vendor Profile Overview**

 

Selecting a vendor from the list opens their profile, which includes:

- **Vendor Name**
- **Type**
- **Status**
- **Approval Status**

The profile contains tabs to view:

- **Profile Information**
- **Exclusion Matches**
- **Agreements**
- **Questionnaires**
- **Associated Applications** (if applicable)

![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/sMxExOZ12RrWYDOOWBc-pETpWZwIBzZy2Q.png)

**Uploading a New Agreement**

To add a new agreement:

1. Open the vendor's profile.
2. Go to the **Agreements** tab.
3. Click **New Agreement**.
4. Enter the following details: 
     - **Agreement Name**
     - **Owner(s)** – Start typing to search and select an owner
     - **Type** – Select from the dropdown ( BAA, NDA, NSA, Other)
     - **Enacted Date** – Enter in MM/DD/YYYY format
     - **Status** – Select the current status (Approved, Disapproved, Expired)
     - **Expiration Date** – Enter in MM/DD/YYYY format
     - **Termination Notice Period** – Select from the dropdown (e.g., 60 Days)
5. Upload the agreement document by dragging and dropping the file into the upload area, or click **Browse** to locate the file.
6. Click **Save**.

 ![Screenshot 2026-04-20 at 10.34.21 AM](https://knowledge.compliancygroup.com/hs-fs/hubfs/Screenshot%202026-04-20%20at%2010.34.21%20AM.png?width=670&height=285&name=Screenshot%202026-04-20%20at%2010.34.21%20AM.png)

 

 

 

**Sending a Vendor Questionnaire**

 

To send a questionnaire to a vendor:

1. Open the vendor’s profile.
2. Go to the **Questionnaires** tab.
3. Click **Send Questionnaire**.
4. Review the questionnaire, then click **Send Questionnaire**.

Once completed by the vendor, the questionnaire status will update to **Completed**. Use the ellipsis menu (**⋮**) next to the questionnaire to:

- **View**
- **Download**
- **Delete**

![](https://knowledge.compliancygroup.com/hubfs/Knowledge%20Base%20Import/q1rZU64MuXIs_DznLcKHNj3TiotcuEXCCA.png)

 

**Exporting Vendor Reports**

 

Vendor reports can be easily exported from the **Vendor Module**.

To export a report:

1. Navigate to the **upper right-hand corner** of the Vendor Module.
2. Select **Export**.
3. Choose your desired format:

- - **PDF**
    - **CSV**

 

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