Vendor Management
Vendor Status & Lifecycle
Understanding vendor lifecycle stages and status management in Zelosify.
Vendor Lifecycle Stages
┌─────────────┐ ┌──────────┐ ┌────────┐ ┌──────────┐
│ Prospect │ → │ Onboarding│ → │ Active │ → │ Inactive │
└─────────────┘ └──────────┘ └────────┘ └──────────┘
│ │
↓ ↓
┌─────────┐ ┌──────────┐
│ On Hold │ │ Archived │
└─────────┘ └──────────┘Status Definitions
| Status | Description | Actions Available |
|---|---|---|
| Prospect | Potential vendor being evaluated | Edit, Convert to Onboarding, Delete |
| Onboarding | Going through setup and compliance checks | Edit, Complete Onboarding, Reject |
| Active | Approved and eligible for contracts/SOWs | Full actions, Create Contracts |
| On Hold | Temporarily paused (dispute, compliance issue) | Edit, Reactivate, Archive |
Changing Vendor Status
- Open the vendor profile
- Click the status badge (top-right)
- Select the new status
- Add a reason/note (required for On Hold, Inactive, Archived)
- Confirm the change
Automatic Status Changes
- Vendor moves to Inactive if no active contracts for 12 months (configurable)
- Vendor flagged for review if compliance documents expire
- On Hold triggered automatically if insurance lapses (configurable)
Status Change Notifications
- Internal team members are notified of status changes
- Vendor is notified when moved to On Hold (with reason) or reactivated
- Audit log records all status transitions with user, timestamp, and reason